Your Adoption Kit for Citrix Workspace Premium Thank you for choosing Citrix as your secure digital workspace partner. We put together this kit of promotional materials to help your organization prepare and onboard users with Citrix Workspace. If your role in IT doesn t include internal promotion, we recommend that you pass this kit along to your internal communications, readiness, or HR team so they can implement these materials to the fullest. Your kit includes: Workspace champion guide Creating awareness, promoting and rolling out Citrix Workspace shouldn t be the job of one person or even a single team. This guide will equip your organization s workspace champion (likely someone from internal communications, readiness, or HR) with the practical guidance and resources they need to build a team of champions, develop a timeline and rollout plan, and send out recommended communications. End-user guide This walks end users through the steps they need to take to get started with their new services. We suggest you include this guide in the final email communication and post it on your intranet. Citrix Citrix Workspace Premium adoption kit Cover letter
5 email communications When it comes to change, you can never over-communicate. Which is why we drafted five emails to keep your users informed during each stage of the process. We recommend you start sending the emails at least six weeks before the launch of your services. Facility flyers It s easy for emails to get lost in overloaded inboxes, so we designed some flyers for you to print out and post at popular areas around your office, like the break room, collaboration spaces, and even the hallway or elevator. Download your kit here: https://citrite.sharefile.com/d-s55938434932434aa Please edit these documents to best fit your organization s needs. How to make it your own Replace the Citrix logo with your organization s logo Replace Citrix Workspace app with the name of your own platform, if applicable Add or remove screenshots How to edit a PDF in Adobe Acrobat Pro or Acrobat Pro DC Open a file in Acrobat Pro or Acrobat Pro DC. Click the arrow to open the right pane, and click Edit PDF. Click on the text or image you want to edit. Acrobat shows you the tools you ll need. Add or edit text on the page. Lines and paragraphs reflow automatically, or you can click and drag to resize elements. Add, replace, move, or resize images on the page using selections from the Objects menu in the right pane. For further edits to your PDF, click on the Link, Header & Footer, Watermark, or Background options in the top menu. If you do not have Acrobat Pro or Acrobat Pro DC, you can modify the included Microsoft Word files to create custom versions for your needs. Thank you again for being a valued Citrix customer. We re sure your users will love having greater flexibility and productivity with access to their apps and from any device. Citrix Citrix Workspace Premium adoption kit Cover letter 2
Welcome to a better way to work Getting started with Citrix Workspace Citrix.com
Your new workspace is the easiest way to get work done across all your devices, from wherever you are. To get started, simply download Citrix Workspace app for instant, secure access to all your apps, desktops, and files. Citrix Citrix Workspace Premium adoption kit Getting started 2
What s inside Installing Citrix Workspace app 4 Access your apps 13 Access your files 16 Access your workspace on a mobile device 19 Citrix Citrix Workspace Premium adoption kit Getting started 3
How to install Citrix Workspace app Steps 1 & 2 Open your web browser, and navigate to https://www.citrix.com/downloads/workspaceapp/windows/workspace-app-for-windows-latest.html. Click Download Citrix Workspace app for Windows. Step 3 Right-click the Citrix Workspace App exe file, and select Run as administrator. Citrix Citrix Workspace Premium adoption kit Getting started 4
Step 4 Click Start on the welcome screen. Step 5 Select the box next to I accept the license agreement, and click Install. Citrix Citrix Workspace Premium adoption kit Getting started 5
Step 6 Click Add Account. Step 7 Enter your workspace URL, and click Add. Citrix Citrix Workspace Premium adoption kit Getting started 6
Step 8 Click Got it to continue or Learn More. Note: If you click Learn More, you ll be redirected to the Citrix Workspace app documentation page. Step 9 Enter your corporate user name and password, and click Log On. Citrix Citrix Workspace Premium adoption kit Getting started 7
Step 10 You can download Citrix Workspace app on your Mac or Linux device from here: https://www.citrix.com/downloads/workspace-app/ Citrix Citrix Workspace Premium adoption kit Getting started 8
Step 11 Note: If your IT team has enabled two-factor authentication, you ll need to complete the following steps. If not, you can skip to step 15. To enroll your device, click Don t have a password token? Citrix Citrix Workspace Premium adoption kit Getting started 9
Step 12 \ Enter your domain user name or email address, and click Next. Citrix Citrix Workspace Premium adoption kit Getting started 10
Step 13 Open your email to get your verification code, and enter it in Citrix Workspace app, along with your corporate password. Then click Next. Citrix Citrix Workspace Premium adoption kit Getting started 11
Step 14 Download the Citrix SSO app from the App Store or Google Play to register your password token with your account. Then, either scan the QR code using Citrix SSO app or type the code into the app, and click Finish and Sign In. Citrix Citrix Workspace Premium adoption kit Getting started 12
How to access your apps Step 1 On the Home screen, click Recents to see the recent apps you have opened. Step 2 Click Favorites to see the apps you have marked as favorites. Citrix Citrix Workspace Premium adoption kit Getting started 13
Step 3 Select the star to mark an app as a favorite. Step 4 On the Apps screen, click All Apps to see all the applications that have been assigned to you. Citrix Citrix Workspace Premium adoption kit Getting started 14
Step 5 Click any application card to open it. Step 6 Click Favorites to see only the applications you have marked as favorites Citrix Citrix Workspace Premium adoption kit Getting started 15
How to access your files Step 1 On the Files screen, you will be able to access all your files. Step 2 Select any folder to open it. Step 3 Click any file to open it. Citrix Citrix Workspace Premium adoption kit Getting started 16
Step 4 When you access a file, you ll be able to perform the following actions: Download Email Get a link Initiate approval Delete Copy Move Add notes Step 5 Click Favorites to see only the files you have marked as favorites. Citrix Citrix Workspace Premium adoption kit Getting started 17
Step 6 Click Shared Folders to see folders that others have shared with you. Step 7 Additionally, you can perform the following actions: People: Manage users, employees, clients, address books, and distribution groups. Inbox: Manage your sent and received files. File Box: Store your sent and requested files. Recycle Bin: Manage your recently deleted files. Citrix Citrix Workspace Premium adoption kit Getting started 18
How to access your workspace on your mobile device Step 1 To download Citrix Workspace app on your mobile device, visit the App Store or Google Play, search for Citrix Workspace app. Once you download the app, sign in with your corporate credentials. Step 2 Citrix Workspace app will prompt you to then download Citrix Secure Hub for authentication purposes. Citrix Citrix Workspace Premium adoption kit Getting started 19
Step 3 On your mobile device, you have access to secure productivity apps, like Secure Mail. For more on how to use Secure Mail, read the user guides. Enterprise Sales North America 800-424-8749 Worldwide +1 408-790-8000 Locations Corporate Headquarters 851 Cypress Creek Road Fort Lauderdale, FL 33309, United States Silicon Valley 4988 Great America Parkway Santa Clara, CA 95054, United States 2018 Citrix Systems, Inc. All rights reserved. Citrix, the Citrix logo, and other marks appearing herein are property of Citrix Systems, Inc. and/or one or more of its subsidiaries, and may be registered with the U.S. Patent and Trademark Office and in other countries. All other marks are the property of their respective owner(s). Citrix Citrix Workspace Premium adoption kit Getting started 20
Tell everybody that a faster, simpler, and all-around better way to work is here A guide for Citrix Workspace champions Citrix.com
What s inside Introduction: What is Citrix Workspace? 3 How to use this guide 5 Building your team of Citrix Workspace champions 6 Planning your journey to user adoption 10 Sample timeline 11 Resources 16 Continuing to drive value 17 Citrix Citrix Workspace Premium adoption kit Champion user guide 2
The way we work has changed Employees today are no longer tethered to desks and fixed PCs. They re out in the field, visiting clients, roaming around campuses, and even working from home. They need the right tools to not only do their jobs effectively but to unlock innovation and better serve their customers. What is Citrix Workspace? Traditional workplaces are evolving into secure digital workspaces that adapt to the ways people want and need to work. Citrix Workspace powers a better way to work by providing access to everything you and your team need to get work done more efficiently, effectively, and securely. Workspace brings you the convenience of: The ability to get work done anywhere, at any time, on any device Single sign-on access to all your apps and files from one easy-to-use interface Integrated file sharing and approval workflows Automatic, behind-the-scenes system updates Data and privacy protection Citrix Citrix Workspace Premium adoption kit Champion user guide 3
Get to know Citrix Workspace Overview video https://youtu.be/cifqayfqu_q Demo video https://youtu.be/oc5emg-czk0 Citrix Citrix Workspace Premium adoption kit Champion user guide 4
How to use this guide This guide is designed to equip you with the tools you need to successfully create awareness, promote, roll out, and encourage adoption of Citrix Workspace within your organization. In this guide you ll find practical guidance for building your team of champions, developing a timeline and rollout plan, and recommended communications. Citrix Citrix Workspace Premium adoption kit Champion user guide 5
Building your team of Citrix Workspace champions One of the most important steps in powering a better way to work for your organization is to create a team of cross-functional champions. Assembling the right team means identifying individuals who are positioned to motivate and manage change within your organization. The people you choose don t have to be line-of-business leaders or directors; they can be passionate team members from various functions of the organization who are interested in driving productivity and organizational enablement. Citrix Citrix Workspace Premium adoption kit Champion user guide 6
Use this template to start building your team It will help you identify potential champions and the best practices you need to get started fast. Citrix Workspace champions team template Role Description Department Executive Champion Responsible for communicating Citrix Workspace value at a high level to the organization. Responsible for managing any final approvals from technical or success leads. Executive leadership. (May be delegated to director or success lead). You should identify this person prior to the kickoff meeting with the rest of the team. Technical Lead Responsible for successful technical implementation and rollout to employees. IT (Already identified). Success Lead Accountable for assigning roles, responsibilities, managing the timeline of the initiative, and enabling fellow champions. That s you. Unless you choose to nominate someone else to lead the initiative. Implementation Lead Responsible for developing and distributing internal communications to educate and enable existing employees to successfully utilize Citrix Workspace. Marketing/HR. Depending on the size of the organization and the level of depth of your customized playbook, you may choose to break this role out among a few individuals. Line-of- Business Champions Responsible for becoming educated on Citrix Workspace to amplify the value back to respective teams and serve as a go-to for nontechnical Citrix Workspace questions or objections. Various departments or lines of business. - If your organization is taking a phased onboarding approach, we recommend starting with the departments that will be the first to use Citrix Workspace. - If your organization is onboarding all departments at once, we recommend inviting someone to the team from each line of business or key department. Citrix Citrix Workspace Premium adoption kit Champion user guide 7
Once you have identified the appropriate team member(s) for each role, invite them to join a kickoff meeting to learn more about Citrix Workspace. You can use the following email as a starting point for asking them to join the team and learn more about Citrix Workspace, a better way to work. Sample team introduction email From: you@email.com To: workspace-team Subject: Workspace introduction Hi all, [Organization Name] has invested in Citrix Workspace, a solution that will help bring all of us more freedom and security to get work done onsite, on the road, or even from home. [IT/Technical Lead Name] is managing the technical rollout of Citrix Workspace to all employees, but before this happens, it s important that we educate our employees so they can adopt it as soon as it s ready for use. Please join me on [Date] to discuss how we can each play a role in preparing our organization to adopt and benefit from Citrix Workspace. [Your Name] Citrix Citrix Workspace Premium adoption kit Champion user guide 8
Champions aren t made overnight. Use your first kickoff meeting as an opportunity to inform and begin generating excitement around Citrix Workspace. Kickoff meeting sample agenda Lead Approximate Time Topics Success Lead 10 min Introduction: Reminder of why you re here, overview of topics that will be covered. Play Workspace intro video. Executive Champion 10 min Value: Executive overview of the key benefits that Citrix Workspace will deliver for the organization. Success Lead 20 min Overview of roles and high-level timeline: Allow time for questions at this point. Aim to receive commitment from team members or names of other team members who could be a good fit. Success Lead 5 min Next steps: Thank the participants for their time and willingness to co-lead the journey to end-user adoption, and set the expectation of what to expect (follow-up email with action items tied to timeline). Citrix Citrix Workspace Premium adoption kit Champion user guide 9
Planning your journey to end-user adoption This section illustrates a few resources that will help you and your team plan your journey toward a successful rollout: Sample timeline Sample email communications End-user guide Additional resources These supporting materials are intended to support you in the development of a communications strategy that will interest, excite, and educate your end-users. After all, you don t want anyone to ever feel surprised by change. These resources will allow you to successfully manage change by engaging people early, acclimating them to what s to come, and empowering them to use Citrix Workspace in a way that will power a better way to work long after the launch. You can customize all the materials included in this section based on your organization s primary goals and use cases for Citrix Workspace. Tips: 1. When customizing your communications strategy and tactics, consider your company culture and specific use cases. 2. Try using a mix of communication tactics to inform your end-users of the changes ahead (get outside the inbox). 3. Be sure to have your executive champion send the first communication. Your champion should be someone who is widely respected within the organization and whose announcement won t go unnoticed (Bonus point: schedule the first communication for an all-hands meeting). Citrix Citrix Workspace Premium adoption kit Champion user guide 10
Sample timeline During the procurement process or immediately after Get to know Citrix Workspace Outcome: Educate yourself on what Citrix Workspace is and the benefits it will bring to users and the organization. Owner: Success Lead Other Participants: N/A Deadline: During the procurement process or immediately after Meet with IT Outcome: Get any immediate questions you may have answered. E.g., primary outcomes for the organization, rollout timeline, preferences on level of participation in end-user adoption/communication efforts. Owner: Success Lead Other Participants: Technical Lead Deadline: During the procurement process or immediately after Build your team Outcome: Complete the Project Team Template and send out an introduction email inviting prospective team members to a kickoff meeting. Owner: Success Lead Other Participants: N/A Deadline: During the procurement process or immediately after Citrix Citrix Workspace Premium adoption kit Champion user guide 11
Sample timeline 12 10 weeks before rollout Facilitate kickoff meeting Outcome: Get commitment from the team, generate excitement, and establish next steps (see sample kickoff meeting agenda below). Owner: Success Lead Other Participants: Executive Champion, Technical Lead, Implementation Lead, Line-of-Business Champion(s) Deadline: 12 weeks before rollout Create timeline Outcome: Using this sample timeline, establish the remaining portion through team collaboration Owner: Success Lead Other Participants: Implementation Lead (Incorporate the feedback of others as you see fit.) Deadline: Immediately following the kickoff meeting Customize your communications strategy and tactics Outcome: Using the samples provided in this adoption kit (emails, signage, end-user guide), customize your communications strategy to interest, excite, and educate your end-users. Owner: Implementation Lead Other Participants: Success Lead Deadline: 10 weeks before rollout Citrix Citrix Workspace Premium adoption kit Champion user guide 12
Sample timeline 8 weeks before rollout Develop end-user training plan Outcome: Coordinate with HR or your learning and development team to develop a training plan in collaboration with line-of-business champions. Finalize schedule for line-of-business champions to facilitate training sessions. Owner: Implementation Lead Other Participants: Success Lead, Line-of-Business Champion(s) Deadline: 8 weeks before rollout Finalize communications tactics and timeline Outcome: All content has been customized to fit your organization s needs, and everyone on your team is aware of responsibilities in implementation phase. Owner: Implementation Lead Other Participants: Executive Champion, Line-of-Business Champion(s) 8 weeks before rollout Citrix Citrix Workspace Premium adoption kit Champion user guide 13
Sample timeline 6 5 weeks before rollout Finalize end-user training plan materials Outcome: Create supporting training materials as needed. Owner: Implementation Lead Other Participants: Line-of-Business Champion(s) Deadline: 6 weeks before rollout Implement communications strategy and tactics Outcome: Ensure executive champion is equipped to make organization announcement. Ensure subsequent emails are scheduled to be sent. Ensure signage/office flyers are printed and ready for posting. Post all materials on the corporate intranet for easy access. Owner: Implementation Lead Other Participants: N/A Deadline: 6 weeks before rollout Train the trainer Outcome: Facilitate train the trainer sessions to ensure assigned champions have opportunity to ask questions and become informed prior to leading training sessions. Owner: Success Lead Other Participants: Implementation Lead, Line-of-Business Champion(s) Deadline: 5 weeks before rollout Citrix Citrix Workspace Premium adoption kit Champion user guide 14
Sample timeline 2 weeks 1 week before rollout Train end-users Outcome: Line-of-business champions to facilitate training sessions. Owner: Line-of-Business Champion(s) Other Participants: End-users Deadline: 2 weeks before rollout Ask for feedback Outcome: Check in with champions frequently. Ask for candid feedback from end-users. Owner: Success Lead Other Participants: Line-of-Business Champion(s) Deadline: 1 week before rollout Citrix Citrix Workspace Premium adoption kit Champion user guide 15
All available resources Complete adoption kit: Download and customize your full resource kit: https://citrite.sharefile.com/d-s55938434932434aa Sample timeline: Recommended steps in planning for and distributing communications to your end-users. Download and customize your timeline: https://citrite.sharefile.com/d-sd09add23dc24f019 Sample emails: When it comes to any kind of change, you can never over-communicate. We drafted six sample emails designed to inform end-users about the benefits they ll get with Citrix Workspace. We recommend you start sending the emails at least six weeks before your launch. You can use the sample timeline to help with scheduling and implementation. Download and customize your emails: https://citrite.sharefile.com/d-s7146488345a4893b End user guide: This guide walks end-users through the steps they ll need to take to get started with Citrix Workspace. Download and customize your end-user guide: https://citrite.sharefile.com/d-s4c6cc62c27345009 Facility flyers: Print and post flyers in common areas to raise awareness and educate about Citrix Workspace. Download and print your facility flyers: https://citrite.sharefile.com/d-s51cf228bb2648979 Citrix Citrix Workspace Premium adoption kit Champion user guide 16
Continuing to drive value The journey toward powering a better way to work through Citrix Workspace doesn t end after the final email goes out or the last training was completed. We encourage iteration and celebration. Just like the workspace experience will continue to improve over time, so should your end-user adoption strategy. To make it just a little easier for you, we ll keep all the latest resources available to you at citrix.com/support/end-user-adoption. Citrix wants to hear about your experience deploying Citrix Workspace to your end-users. Let us know what you think! Enterprise Sales North America 800-424-8749 Worldwide +1 408-790-8000 Locations Corporate Headquarters 851 Cypress Creek Road Fort Lauderdale, FL 33309, United States Silicon Valley 4988 Great America Parkway Santa Clara, CA 95054, United States 2018 Citrix Systems, Inc. All rights reserved. Citrix, the Citrix logo, and other marks appearing herein are property of Citrix Systems, Inc. and/or one or more of its subsidiaries, and may be registered with the U.S. Patent and Trademark Office and in other countries. All other marks are the property of their respective owner(s). Citrix Citrix Workspace Premium adoption kit Champion user guide 17
Make the world your office Download the Citrix Workspace app today Finally. Technology that adapts to how you want to work. Get work done your way from anywhere, on any device, at any time Instantly access all your apps and files from one easy-to-use interface Sign in once, and be done with passwords for the day It s easy to get started. Download the Citrix Workspace app at citrix.com/workspaceapp Have questions? Reach out to IT for help.
Get work done your way from anywhere, on any device, at any time Your new workspace is here. Easily and securely access all your apps and files from one simple place. Just sign in once, and go. It s easy to get started. Download the Citrix Workspace app at citrix.com/workspaceapp Have questions? Reach out to IT for help.
Keep your data safe Set up two-factor authentication on your device What is two-factor authentication? Two-factor authentication is an added layer of security to prevent someone else from accessing your workspace, even if they have your password. Each time you sign in to your workspace, you ll need to enter your user name, password, and a secondary password token. A password token is a temporary code that will be different each time you sign in. To get started, follow the steps below to enroll your device. How to enroll your device for two-factor authentication Step 1 On the sign-in screen, click Don t have a password token? Step 2 Enter your user name or email, and click Next. You ll receive an email containing a one-time verification code. Citrix Citrix Workspace Premium adoption kit Two Factor Authentication Flyer 1
Step 3 Open the email, and enter the verification code. Step 4 Download the Citrix SSO app from the App Store or Google Play to register your password token with your account. Then, either scan the QR code using Citrix SSO app or type the code into the app, and click Finish and Sign In. Enterprise Sales North America 800-424-8749 Worldwide +1 408-790-8000 Locations Corporate Headquarters 851 Cypress Creek Road Fort Lauderdale, FL 33309, United States Silicon Valley 4988 Great America Parkway Santa Clara, CA 95054, United States 2018 Citrix Systems, Inc. All rights reserved. Citrix, the Citrix logo, and other marks appearing herein are property of Citrix Systems, Inc. and/or one or more of its subsidiaries, and may be registered with the U.S. Patent and Trademark Office and in other countries. All other marks are the property of their respective owner(s). Citrix Citrix Workspace Premium adoption kit Champion user guide 2