Emmanuelle Abensur
June 24, 2024
min read
Management & Governance

How Can You Implement Holaspirit in Your Organization?

Implement Holaspirit's organizational chart in your organization

We often get asked: “how can I successfully implement Holaspirit in my organization?”

If that’s what you’re wondering too, here’s a quick guide to help you understand the implementation process. Fear not: it’s not that complicated, you just need to follow 5 key steps.

Step 1: Preparation and planning

Before you implement Holaspirit, begin by assessing your current organizational model and identifying areas needing improvements. Based on this assessment, define what you want to achieve with Holaspirit (for example, better alignment, increased transparency, more effective decision-making). Ideally, you’ll want to prioritize one or two goals. This will allow you to stay focused on your main priorities, and identify what you need to have on the platform in order to achieve those goals. 

Try to involve key stakeholders as early as possible in the process. This will allow you to understand what people need and expect from this tool, and address the concerns they might have. 

Step 2: Configuration, customization and testing

Now, it’s time to set up your Holaspirit platform! Begin by naming your platform and picking a color theme. Then focus on creating a simple structure for your organization. Set up your main circles (or teams) and roles, define a purpose and accountabilities for each of them, and map it on your Holaspirit organizational chart. This will help everyone understand how the organization is structured and how accountabilities are shared between different roles.

What we usually recommend is to test the platform with a pilot group or department, and enable them to make some changes to the structure using the free decision mode. Using the feedback from this testing phase, you’ll thus be able to make adjustments before going all-in.

Step 3: Communication, implementation and training

Communication and onboarding is very important to ensure the success of your platform. Introduce Holaspirit to everyone that’s going to use it, starting with managers and ambassadors, so they can help you drive change among their team. Explain why you want to implement Holaspirit, how it’s going to help you implement your new governance model, and how it’s going to benefit them. Once those benefits are clear to everyone, you can onboard members step by step and start to implement Holaspirit within your organization.

Organize training sessions and webinars that cover how to use Holaspirit, its features, and how it fits into existing work routines. Tailor those sessions to different user groups based on their roles and interaction with the platform (for example, administrators and members will probably have different training programs). Use real-world scenarios and examples that each user group is familiar with to demonstrate how Holaspirit can solve their problems and help them on a daily basis. 

Once you’ve covered the basics, start inviting members on Holaspirit and using consent decision mode to allow them to suggest changes to the organizational structure. This is also a great time to start adding secondary roles, and customize decision-making processes and structural roles according to your organization’s needs.

Once your organizational structure is more or less complete, you can then start assigning members to different roles, and let people submit their proposals. This way, you’ll be able to quickly identify which roles are already filled, and which ones need to be filled by someone.

Designate “Holaspirit champions” within each team that can aid their colleagues and promote best practices (these could be ambassadors, team facilitators, or just employees that really enjoy using the platform). Also make sure these people have the necessary governance training, i.e. that they know how your governance model works and how they can implement it on Holaspirit.

Step 4: Clarifying processes and activating additional features

Now that everyone has started using Holaspirit, you need to identify how circles and roles interact and collaborate together on the platform. This will help you create work processes that actually match reality. Using the publication feature, you can then document all your processes and policies on Holaspirit, in order to make sure that everyone has the same level of information.

Of course, Holaspirit has much more to offer than that. So if you want to improve collaboration and transparency within your organization, we suggest activating other apps, such as Projects, OKRs (Objectives and Key Results), Meetings, etc. Some of our add-ons may also be of interest to you, such as the time spent in roles, the translation of roles, or the holacracy add-on. 

For example, you can use the OKR app to define the goals you want to achieve both from a business and governance perspective. You can also set up regular tactical and governance meetings using pre-defined templates (or by creating your own templates), and use those times to do project and OKR check-ins. 

Step 5: Monitoring, evaluation and continuous improvement

Define clear metrics to evaluate the success of Holaspirit in your organization. These might include metrics on user engagement, the speed of decision-making, or feedback from employee surveys. 

To check in on the speed of implementation, you might also want to have a look at more user-centric metrics, such as the number of active users on each app, the number of updates on circles and roles, but also the number of projects, meetings, circles and roles that have been created since the beginning.

Schedule regular check-ins to discuss the platform's performance and any issues that users are facing. Adjust processes, roles, or configurations based on these reviews to better meet the needs of your organization.

Consider setting up a regular feedback loop where users can submit suggestions for enhancements or report problems at any time. Stay open to making iterative changes to improve functionality and user experience.

To conclude

Implementing Holaspirit in your organization can boost your team's agility, transparency, and performance. To make the best of the platform, it’s important to start small, and focus first on establishing a solid organizational structure. Onboarding and training team members is also crucial, as it will help them feel confident using Holaspirit, but also empower them to suggest improvements to your current structure. 

By following these steps, your organization can maximize the benefits of Holaspirit, ensuring that the platform supports your governance needs effectively and evolves with your organization over time. 

Want to know more about how you can implement Holaspirit in your organization? Get in touch with us, we’re always happy to help!

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