Implementation Guide
A practical step-by-step guide to implementing Beep in your organization. From setup to optimization, get your team communicating effectively in days, not weeks.
Why a Communication Platform Matters
"In terms of communications, we were really lucky. We had our eyes opened when the smaller shake hit the city in the previous September. My senior management team made the decision there and then to print off all of our employees' contact details and keep them in our wallets or purses. It seems so low tech now but without those numbers things would have been very problematic."
When the 6.3 magnitude earthquake hit Christchurch's central business district, Graham's office evacuated, never to return. He and his management team manually texted everyone as soon as telecommunications were restored to check that everyone was safe.
"If we hadn't carried those numbers out on our persons, it would have been a far more drawn out process. Nowadays it won't be a piece of paper but whatever the system, the principles are the same. It needs to be accessible outside the office, up to date, and efficient. You have to have a plan."
Today's communication platforms have replaced paper-based contact lists. Businesses can now reach pre-defined groups or all staff in minutes—whether it's an emergency evacuation, a shift change, a customer notification, or an invoice reminder.
7 Steps to Successful Implementation
Follow these steps to integrate Beep into your organization smoothly and effectively.
1. Get Set Up
Select a plan that meets your needs and upload your existing contact information. Our team will help you import contacts from spreadsheets, integrate with your existing systems (like Xero or your CRM), and configure your account.
What you'll need: Contact lists (CSV, Excel, or database access), organizational structure (teams, departments, roles), and integration details if connecting to existing systems.
2. Practice with a Test Message
Before going live, send a test message to your team. Let them know a "test" is coming, then send a simple message via SMS and email. This familiarizes everyone with how they'll receive communications from Beep.
Example test message: "This is a test message from Beep, our new communication platform. Please reply YES to confirm you've received this."
3. Test Two-Way Communication
Send a message that requires a response. Ask recipients to reply with a simple "YES" to confirm they're okay or have received the message. Check your delivery reports to see who responded and follow up with those who haven't.
This mirrors how you'd use Beep in real scenarios—emergency check-ins, shift confirmations, appointment confirmations, or RSVP collection.
4. Practice Different Scenarios
Even with the best plan, success depends on your team understanding how to respond. Practice different scenarios to build confidence and identify gaps.
- Emergency scenarios: Evacuation alerts, safety check-ins, facility closures
- Business scenarios: Shift changes, roster updates, customer notifications
- Automated scenarios: Invoice reminders, appointment confirmations, payment alerts
Give your team peace of mind that they're protected and informed—whether it's a fire, flood, shift change, or payment reminder.
5. Seek Employee Feedback
Use Beep to send out a survey link—another opportunity for practice. The most prepared organizations are those who learn from their team and continuously improve.
Reflect on:
- • What went well?
- • What could we improve?
- • How well did we communicate?
- • Did everyone receive and understand the messages?
6. Review Delivery Reports
Use Beep's delivery reporting to track message delivery, read rates, and responses. Identify any issues with contact information, coverage gaps, or unclear messaging.
These reports create an audit trail for compliance and help you optimize future communications.
7. Make the Most of Your Platform
Beep may have started as your emergency alert system, but it should be considered for any important communication. When you need to send an immediate notification to everyone or specific groups, Beep provides a reliable vehicle to get the message across.
Train your team leaders, HR staff, customer service teams, and department heads so they can also benefit from your communication platform.
Common uses beyond emergencies:
- • Customer notifications
- • Shift and roster changes
- • Invoice and payment reminders
- • Appointment confirmations
- • Event updates and RSVPs
- • Policy announcements
- • Service disruption alerts
- • Delivery notifications
Key Principles for Success
Remember Graham's advice: the principles remain the same regardless of the technology.
Accessible Outside the Office
Your platform must work from anywhere. Beep is cloud-based and accessible from any device.
Up to Date
Keep contact information current through regular updates or automated syncing with your systems.
Efficient
Reach hundreds or thousands in minutes, not hours. Practice makes perfect.
Ready to Get Started?
Our team will guide you through every step of the implementation process. Get your organization communicating effectively in days, not weeks.