Here comes Rovo! How to prepare your organization for an AI Rollout
I was in the room when Mike Cannon-Brookes announced that Rovo is now included with Cloud subscriptions. The reaction? Audible GASPS. 😮 Disbelief! 🎉 Smiles. 😃 Cheers! 🙌 Clapping. 👏
And after speaking with many folks at Team '25, I can confirm that I am personally JAZZED about Rovo. 🤖
Crowd goes wild!
Rolling out any kind of new technology is a process - you know you can't simply “turn on AI” and have everyone properly adopt the technology. You want employees to understand the benefits and use the tools in a way that makes their lives and jobs easier. You want to ensure a successful AI rollout with productivity gains. 📈
Luckily, I attended a session at Team '25 that addressed this topic directly. Atlassian and one of my customers, Udemy, hosted a session called, “Ready, set, AI: Preparing for knowledge management success.” This breakout session shared strategies to prepare your organization for an AI transformation. The ✨ brilliant ✨ speakers included:
- Lesley Martin, Manager of IT and Business Systems Program Management, Udemy
- Ashley Lopez, Head of Program Management, AI, Atlassian
- Daniella Latham, Principal Product Marketing Manager, AI, Atlassian
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This session was focused on AI for knowledge management, but I think you'll see that there are applications across many use cases and products. 🎥 You can catch the full session on-demand:
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Here are 6 key takeaways and steps to roll out AI across your organization. 👇
1 - Streamline your tech stack
This was a great tip that I hadn't considered initially. Many companies are suffering from SaaS sprawl - An abundance of applications across different teams that all provide similar functionality.
- Create an initiative to review all apps across the organization. Identify redundant functionality and consolidate/sunset where possible. The less tools and apps employees have at their disposal, the easier it is to govern their usage.
- Not to mention, you can greatly reduce your costs and save money by canceling redundant apps!🤑
- Allow apps to integrate and share information. This will provide a better AI experience.
- And with Atlassian’s Teamwork Graph, the more teams who are utilizing Atlassian products properly, the better the Rovo results will be!
2 - Standardize structure and content
Knowing that employees will be leaning heavily on AI and Rovo in the future, now is the time to ensure your tools are set up optimally.
- Make knowledge more accessible! Take a step back and reassess the structure and layout of your knowledge base. Organize spaces and pages into teams and projects.
- Review current user groups and permissions. Are further restrictions needed on confidential content?
- Create + identify Confluence templates for specific teams where needed to standardize the type of content collected.
- Audit for outdated content. Archive historical information.
- Identify data gaps. Utilize those new templates to add updated information in the proper format!
3 - Create processes
As you streamline content, it's time to consider how teams should use Atlassian products going forward.
- Whatever you decide, be sure to create and document those processes!
- Outline steps, templates to use, approvals needed, review cadence, etc.
- To keep content clean, utilize automations for future content reviews and scheduled archiving.
4 - Prepare people for transformation
People. Am I right? 😄 Most people don’t like change, which is why strategically planning this rollout is so important! Below are some ideas to help you be intentional about change management.
- Get leadership buy-in. Review the new processes and structure that have been put into place to ensure success. Educate them on AI and the rollout plan. Gather their feedback before educating the entire workforce.
- Pick a few simple AI use cases that employees can incorporate into their everyday lives. Instead of unleashing all the AI and telling the company, “ROVO CAN DO ANYTHING,” start smaller. 😉
- Educate employees on how to utilize Rovo search and Rovo chat on everyday topics and questions. Identify a few topics related to each team and show Rovo in action. So easy to use, y’all! 👍
- Explain the benefits of AI (save time, increase productivity) and show how to easily access it within Atlassian tools to summarize information and help create content.
- Educate employees through internal blogs, emails, videos, posts, and company meetings. People learn differently! 📚
- And finally, incentivize. Empower employees and acknowledge the cultural shift within the org. Encourage them to share Loom videos and tips of their favorite AI uses. Give away prizes. Recognize the AI champions. Provide speaking/presenting opportunities. 👏
5 - Keep your people engaged
It’s important to show the workforce that you’re listening.
- Build feedback loops into your rollout. Create surveys. Interview end users. Address resistance and gather suggestions.
- Bring employees on the journey and problem solve together!
- Monitor adoption to see who the early adopters are and what features are/aren’t being used. Learn why.
- Document learnings and review with employees to continue keeping them engaged.
- Make adjustments to processes and use cases as needed.
- Identify and celebrate AI wins! 🎉 Yay!
6 - Continue up-skilling your employees
Okay, employees have mastered the basics. Now what?
- Create a few simple Rovo Agents that improve productivity or relieve a pain point. Educate the workforce on this more “advanced” Rovo functionality. 🤖
- The key is identifying a few simple use cases for each team so that the content continues to be relatable. This may require you to meet with team leads and discuss some real life examples that will resonate with the audience.
- Create and document AI learning paths across the org. This can include basic vs. advanced AI usage, and/or paths for different teams or roles.
- Lean on early adopters and champions to help with AI educational content and presenting to the company. Encourage a culture of “always learning” and embracing AI. 🥰
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🎓 Take advantage of these free Atlassian Learning resources:
Did I mention they're free? 🤑 |
In conclusion... Rovo is awesome
These are just some of the steps you can incorporate into your AI journey, knowing that your organization is unique. I recommend reflecting on your own culture, workforce, and leadership team, and then creating a custom rollout plan that works for you.
Atlassian has some additional, great resources to help you with your AI strategy (with more on the way!):
- Playbook: Using AI to Accelerate Productivity
- Guide: Get Started with Atlassian Intelligence
- Webinar: Unleash your team with Rovo
With a proper rollout, I’m sure you (and your organization) will agree… Rovo is awesome. 😉
Can confirm. 😎
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Marie Bauer
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