Phase 4 - Deployment

This phase covers the systematic deployment of &bookme Scheduler across the organization.

Pilot Testing

Selection Criteria

  • 2-3 departments with physical locations
  • Good geographical distribution
  • 8-10 advisors plus managers
  • Mix of use cases and meeting types

Pilot Objectives

  1. Technical validation
  2. Business process verification
  3. User feedback collection
  4. Issue identification
  5. Ambassador development

Evaluation Points

  • User experience assessment
  • Meeting booking workflow efficiency
  • Integration performance
  • System reliability
  • Data accuracy verification
  • User adoption metrics

Full Rollout Planning

Pre-Rollout Checklist

Technical Readiness

  • Integration testing complete
  • Performance validation done
  • Security controls verified
  • Backup procedures established
  • Monitoring tools configured

Business Readiness

  • Process documentation completed
  • Training materials prepared
  • Support procedures defined
  • Success metrics established
  • Rollout timeline approved

User Readiness

  • Communication plan developed
  • Training schedule finalized
  • Support channels established
  • User guides distributed
  • FAQ documentation available

Rollout Strategy

Available Approaches

  1. Big Bang Deployment
    • Organization-wide implementation
    • Shorter timeline
    • Higher resource requirements
    • Suitable for smaller organizations
  2. Phased Deployment
    • Department-by-department rollout
    • Region-by-region implementation
    • Lower risk profile
    • Extended timeline
    • Better control mechanisms
  3. Hybrid Implementation
    • Core functionality widespread deployment
    • Advanced features phased introduction
    • Balanced risk/timeline approach
    • Flexible adaptation capability

Implementation Support

Cross-Disciplinary Tasks

Outlook Integration Management

  • Behavior change documentation
  • Workflow updates
  • Task management procedures
  • Meeting booking guidelines
  • Calendar sync protocols

Change Management

Objection Handling
  • Objection list creation
  • Response development
  • Support team training
  • Feedback monitoring
  • Resolution tracking
Documentation
  • FAQ maintenance
  • User guide creation
  • Process flow documentation
  • Troubleshooting guides
  • Best practices compilation
Internal Communication
  • Intranet updates
  • Email communications
  • Department briefings
  • Progress reporting
  • Success story sharing

Leadership Engagement

Management Mobilization

  • Executive sponsorship
  • Department leader buy-in
  • Change champion network
  • Progress reporting structure
  • Issue escalation path

Ambassador Program

  • Representative selection
  • Advanced training provision
  • Regular feedback sessions
  • Success story collection
  • Knowledge sharing

Support Structure

Setup Requirements

Permission Management

  • Salesforce permission sets
  • Account access levels
  • Booking permissions
  • Integration user rights
  • Security role assignment

Data Validation

  • Email configuration check
  • Location matching verification
  • Room mapping confirmation
  • Advisor setup validation
  • Integration testing

System Monitoring

  • Calendar sync tracking
  • Integration health checks
  • Performance monitoring
  • Error logging
  • Usage analytics

Success Metrics

Technical Metrics

  • System uptime
  • Response times
  • Error rates
  • Integration stability
  • Data accuracy

Business Metrics

  • User adoption rates
  • Meeting booking volumes
  • Customer satisfaction
  • Process efficiency
  • Support ticket trends

Post-Deployment Tasks

  • System optimization
  • Performance tuning
  • User feedback implementation
  • Process refinement
  • Documentation updates

Deployment Guide

In phase 4, the focus is on tasks that involve setting up and implementing Pilot Tests, as well as the final rollout of &bookme – Scheduler in the company.

Pilot

You probably already have established pilot strategies in the area, which is why these should be used, as &bookme – Scheduler should be considered another new feature.

However, for the Pilot test itself, we recommend that you select (as a minimum):

  • 2-3 departments (with premises) with good geographical spread
  • 8-10 advisors + managers who can help test and provide feedback on the solution.

Input and experiences from the Pilot Test provide important insights for the later rollout, and provide the opportunity to use the pilot participants as ambassadors.

Full deployment

You probably already have established procedures for rolling out new features, so these should be used.