Congratulations on customizing TerraTrue to your needs! This article will outline key considerations to effectively socialize the importance of Privacy by Design and how to engage with your stakeholders to maximize its impact and reach.
Introducing TerraTrue to your cross-functional partners requires thoughtful change management. When launching TerraTrue, it’s important to consider your organization’s current processes around reviews, its culture and attitude towards proactive safety, and how this process you’re building in TerraTrue ties into your organization’s larger priorities.
If part of your onboarding has been configuring an integration such as Jira or Ironclad, you’ve likely already brought cross-functional partners into TerraTrue and introduced them to the tool. Even so, a roll-out still requires thoughtful coordination to ensure that TerraTrue enhances your processes without introducing unnecessary delays.. We’ve helped our customers successfully complete this exercise by following these six best practices:
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Find champions in other functions
- Look for the people who care about safety and build rapport with them. They can influence peers within their function, which can be incredibly helpful! We have found teams who work with PII, such as Product, Engineering, Security, and Compliance resonate most with TerraTrue.
- Securing leadership buy-in and commitment at the outset is crucial to building a strong data privacy program.
- When reaching out, emphasize how you want to be a good partner. Jointly, defining and outlining how to achieve your respective business goals through TerraTrue is key to effective cross-collaboration!
- Learn how their processes work. You don’t need to learn code, but it helps to know what tool your product team uses and how they typically plan their roadmap.
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Get the messaging right.
- Instead, try to appeal to people on a human level. We are ALL consumers of hundreds of products, all of which collect, store, share, and use our data. Being a good steward of data is the right thing to do.
- Real-life consequences of non-compliance, such as fines, regulatory scrutiny, and audits, can provide context for why this is important. However, we have found more traction with the carrot (being good stewards of data) than the stick.
- Tie it into your larger business objectives. Is your company trying to go global? If so, you’d better be ready for GDPR. Similarly, upcoming M&As can be a strong impetus for cleaning up privacy and security practices internally. Investors are frequently looking at ESG as well.
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Partner with your internal comms or L&D teams.
- Most organizations will have a person, process, or team dedicated to communicating changes. Whether it’s a Learning & Development function or an internal comms team, they can help you understand what the best way to start rolling this out will be - whether that’s an email, a post in a Slack channel, a meeting you schedule with certain stakeholders, etc. Partner on them!
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Start with a small test group
- For some TerraTrue customers, rolling out the tool is an upgrade to an existing process. There’s a learning curve and training that needs to happen, but it doesn’t significantly change the business user’s workflow.
- For others, TerraTrue may be the start of your new safety program. In these cases, it may be best to start with a small group and get their buy-in on providing feedback during a defined period of time to observe their resonance with the new process.
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Document your training recordings, materials, and SOPs in an internal Wiki/Confluence.
- Record any live trainings and put them somewhere for people to review back to
- Have a plan for new employees who will be creating launches and/or reviewing in TerraTrue - how will new employees in this target audience learn about TerraTrue and your organization's approach to Privacy by Design? How can you incorporate this into the onboarding for your cross-functional teams?
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Be available as a resource.
- Setting up a Slack channel will ensure that you can be reached when users have in-flight TerraTrue questions.
- Host office hours or set up multiple training sessions ahead of time when onboarding a new team.