Communication Hub

Successful adoption depends on more than training. Users need to understand why the change is happening, what is changing, when it is happening, and how it benefits them.

The Communication Hub provides customizable communication templates that can be adapted to fit your organization's culture, branding, and communication style. These templates are intended to support your internal change and adoption efforts by helping create awareness, build engagement, and reinforce key messages throughout the implementation journey.

While every organization approaches change differently, consistent communication can help reduce uncertainty, improve participation, and increase user adoption.

Use the templates below as a starting point and tailor them to your specific audience, goals, and implementation timeline.

Communication templates organized by pilot stage. 

Awareness

Executive Announcement

Why we're implementing Pilot

Benefits:

• Faster reviews

• Reduced risk

• More efficient collaboration

What's Changing

Audience: End users

Focus:

• New workflows

• Key dates

• Expectations

Pilot Countdown (depending on length of your pilot)

• 30 Days

• 14 Days

• 7 Days

• 1 Day

Launch Day Message

Includes:

• Login instructions

• Training resources

• Support channels

• Office hours schedule

Stage 1: Project Kickoff & Awareness

Sample Email: Executive Announcement

Subject: Introducing Pilot: Enhancing Our Review and Approval Process

Hello Team,

We're excited to announce the pilot commencement of Saifr, a new solution designed to streamline our review and approval processes.

Our goal is to improve efficiency, increase visibility into workflows, and help teams spend less time managing reviews and more time focusing on high-value work.

Over the coming weeks, you will receive updates regarding pilot milestones, training opportunities, and important dates.

We appreciate your support and participation throughout this initiative and look forward to sharing more as the pilot progresses.

Thank you,

[Executive Sponsor Name]

Sample Email: Pilot Introduction

Subject: What to Expect During the Pilot Implementation

Hello Team,

Our Pilot is officially underway.

During the pilot, team members may be asked to participate in workshops, provide feedback on current processes, or support testing activities.

Key milestones include:

• Confirming Success Criteria
• Saifr walkthrough and end-user training
• Submitting feedback
• Pilot close and evaluation

Additional information will be shared as we move through each stage.

If you have questions, please contact [Project Contact].

Thank you,

[Project Team]

Stage 3: Training & Readiness

Sample Email: Training Registration

Subject: Pilot Training Now Available

Hello Team,

Training sessions for Pilot are now available.

These sessions will provide an overview of key workflows, system functionality, and best practices to help you prepare for launch.

Training Details:

• Date(s): [Date]
• Time: [Time]
• Audience: [Users/Roles]
• Registration Link: [Link]

Attendance is strongly encouraged for all users who will be working in Pilot.

We look forward to seeing you there.

Sample Email: First Week Follow-Up

Subject: Thank You for a Successful Launch Week

Hello Team,

Thank you for your efforts during our first week of using Saifr.

We have seen strong participation and engagement across teams. As you continue using the platform, please share questions, feedback, or suggestions with the pilot project team.

Remember:

• Office hours are available weekly
• Job aids remain available on the resource site
• Support requests can be submitted through [Process]

Your feedback will help us continue improving the experience.

Thank you.