Welcome to SmarpSmarp is a hands-on tool to activate and measure the success of your employee advocacy program. Through the platform, employees can share company curated content to their social networks, building and improving their own professional brand. At the same time, the employer is able to tap into new audiences and increase the reach of communications. No matter what industry you are in, your employees can make the biggest impact. This guide is for Smarp admin users. With it, you will assure you are on top of things. We are happy to have you.
Identify Early Adopters & Foster a Culture of CollaborationPick a week to learn the basics. Identify a group of people who will act as the administrators of the platform and bring these people together. Instead of speculating, gather up, grab a coffee and start using Smarp together. Try out the following: import content, invite a colleague, connect social media accounts, go through the settings, and share some content. Next, find and involve key influencers in your company. Walk them through the basics and let them lead the way. Pilot for a week or so to make sure you are familiar with the basics.
Decide who to involve. Choose who should take part in your employee advocacy program. Marketing, sales, HR, recruitment, IT, and communications all have proven to benefit greatly from empowering employees to act as brand ambassadors.
Communicate the benefits. Let employees know they are important. Highlight the benefits of growing a professional brand and building an engaged professional network. Make it easy for employees to share and discover content. Let employees know participating is entirely voluntary but beneficial for both the employer and employee. Together you’ll make it a success!
Let the content flow begin. Decide who is mainly responsible for adding content, identify the main sources of content, and decide when the content shall be imported. Make decisions on publishing frequency and the availability of posts. Try to prioritize content that is of true interest and creates value for employees and their networks. Content may be related to what is going on inside the company, within the industry, or in the professional fields the employees represent. And do not forget the occasional humor!
Integrate employee advocacy into your communication efforts. Renew communication processes and actively campaign with the help of your employees. Make participating as easy and as rewarding as possible. Recognize the effort by giving constructive feedback and intrinsic rewards such as a shout-outs to top performers. Recognize the stars and support the ones who struggle to get started.
Adjust settings to Match Your Culture and ObjectivesYou can access your organization settings by clicking your organization name on the top bar. Finding the “right” default settings suiting your organization takes a bit of time. Start off with a gut-feeling, working your way towards the ideal settings. Go through the settings and familiarize what can be adjusted.
- Choose a name for your instance and set the default email domains with which users are able to sign up.
- Choose whether people are allowed to join using Google accounts and whether you want your employees to be able to invite each others (recommended).
- Pick the social networks you want employees to primarily use.
- Set the corresponding default points for sharing.
Content & Targeting settings
- Choose how long you want posts to be live by default by setting the expiration period. After posts have been live for the set time period, they expire and are moved to Archived posts. In Archived posts, you can always reactivate the posts.
- Utilize tags and campaigns. By associating tags and campaigns to posts, you enable users to filter the post feed by subject and evaluate posts by relevance. Using these features also enables you to filter analytics by campaigns and specific subjects (tags). This way you can identify what type of content works the best.
- Set target audiences if needed. By setting target audiences, you may group employees and make posts visible to only specific groups of people.
- Discuss the settings and gather feedback on how your colleagues feel about the current settings.
Gamification settingsBy default, users gain points for different actions like sharing, inviting colleagues, proposing posts, and generating clicks. The points affect to users ranking in the leaderboard and their ability to claim rewards. However, gamification is totally optional. You may disable sharing points, perks, and leaderboards if you think this is not for your company.
- Choose how many points you want to give out for each action.
- Decide if you want to utilize perks. Small rewards, a charity campaign or recognition outside SmarpShare? You get to choose!
- Preset the leaderboards you want to show. Leaderboards show the TOP10 performers during a given time. Users always see how they rank personally, but only the TOP10 is shown publicly.
Notifications settingsUnder Notifications, you may set whether or not you want to receive email notifications about proposed posts. Here you may also add a default invitation message you want to be attached to invitations sent from the platform. By setting the digest email frequency you can control how often users get email notifications of newly added content.
User settingsUser settings let you manage your user base. You can filter users by who have connected, not connected, shared or not shared. By clicking Edit, you can update users role. If an employee has left the company, you can also delete accounts here.
Creating postsBringing content to the platform is as easy as Copy and Paste. In order to create a post, Copy the URL-link directing to the content you wish to import and Paste it in the URL box on the post feed. Once you have pasted the URL, Smarp automatically loads available details on the post and opens post editing options.
Editing postsOnce the post editing options have opened, you may start editing the post. You can adjust the title and the description by clicking and editing the highlighted text. You may also set points specifically for the post you are importing. You can always open the editing options again by hovering on top of posts on the post feed and clicking the Edit post button. Under Advanced Settings, you may adjust more.
Advanced settingsUnder advanced settings you may specify more detailed post settings.
- Comments tab - you may set default comments for the post. These work only as suggestions for users. Users always get to personalize default comments as they wish.
- Scheduling tab - you may set a specific time when the post should be published and archived.
- Target Audience tab - If you are utilizing Target Audiences, you may set the post visible for only a certain audience under this tab.
- Image tab - If the image did not load automatically or you wish to change it for another, you may copy and paste an URL linking to new image under the Image tab.
- Networks tab - you get to tick the most important networks for the post. These networks are the ones the post will be available for sharing.
- Tags & Campaign tab - specify to which campaign the post relates to and which subject does it represent. By setting Campaigns and Tags, you can get analytics based on them. For example, associating Campaigns to posts relating to a product launch, you can afterwards analyze what kind of traction launch related content generated. By using tags, you also enable users to filter their post feed by Tags (subjects).
Archiving postsPublished posts are moved to Archived posts after they have been live for a certain amount of time. You can specify the time post by post, otherwise posts will be expired after default post expiration time (you can set this under Content & Targeting settings).
You can also hover on top of the posts on the published posts section and archive posts manually by clicking the Archive button.
Reactivating posts.Once posts have been archived, they are moved under Archived posts. Here you may always reactive the posts if needed.
Deleting postsIf a post turns out irrelevant, expires timely or is moved from it’s original source, you may want to consider deleting the post. Deleting a post totally removes the post from Smarp and the action cannot be undone. You may delete a post by hovering on top of a post, and clicking the Delete button.
Analytics and TargetsNow that you are sharing, you start getting data on traction. With the help of Analytics, you get to see how much traction and clicks you generate as a company. Identify the star users and the kind of content that has the most impact. Set some targets that you would like to achieve with Smarp and employee advocacy. Decide on the most valuable KPIs and start monitoring them regularly. Aim high and work for it!
Invitations and LaunchingTime to launch! Let’s go big! Find a suitable timeframe and communicate what your employee advocacy program is all about. What does it mean for your company. What does it mean for employees. Make sure you have checked all the settings and have some content available. Make joining compelling and fun, encourage people to join. Write an invitation message suiting your respondents and set it under Notifications settings. Make a list of all the people you want to invite. You may either send out a mass invitation using CSV files under “Invite colleagues” or you may let Smarp handle the invitations. Pick a date for the launch and let the era of advocacy begin!
Follow these steps:
- Set a date and send out the first invitations
- After 24 hours, an automatic invitation reminder is sent to invitees
- After a week or two, send another round of invitations, now to the people who have not yet connected
- Give it another few weeks and send a third round of invitations to people who have not yet connected
- Bear in mind that you can invite more people whenever
Definitions of basic terms
Users:Connected - A user who has connected at least one social media account to Smarp.
Not connected - A user who has been invited to Smarp, but who has not connected any social media account to their Smarp account.
Shared - A user who have shared content via Smarp.
Not shared - A user who has received an invitation, but has not shared anything yet.
Analytics:Active user - A user who have logged in to Smarp (within the selected date range)
Posts - The number of posts published (within the selected date range)
Shares - An individual post shared to social media via Smarp
Click(s) - When someone clicks a post link that has been shared to social media via Smarp
Reach - The number of unique shares multiplied by the number of users’ social media account's followers/friends/connections within selected date range.
Reactions - A measure unit of engagement which takes into account all traction the shared posts get on social media, except clicks (i.e. comments, likes, favorites, retweets, and (re-)shares). Reactions are not measured in real-time. It can take up to 72 hours for our bot to crawl these numbers.
Gamification: Smarp PointsReward Points - points earned that can be redeemed for rewards
Lifetime Points - all points which users have collected throughout their Smarp history