Adoption goals & templates to transition to Meet

Getting your team to adopt a new tool can be difficult. Use these email messaging tools to support people in your organization during the transition to Google Meet.  

Step 1: Plan adoption goals & tracking

  1. Set your adoption goals and plan ahead for goal and feedback tracking. 
  2. Decide who should send the emails. 
  3. Determine if you need to designate or set up an email alias or website for internal feedback on Meet.

Step 2: Schedule messaging

We suggest the following schedule to keep up momentum and interest during the transition to Meet:

  • Email 1
  • Email 2 (the day after Email 1)
  • Email 3 (one week after Email 2)
  • Email 4 (one week after Email 3)

Step 3: Customize email templates for your organization

Copy and paste the following email templates into an editing tool, such as Google Docs. Revise them as needed to fit the voice and style of your organization. Change all parts in red. Then, send the emails following the suggested schedule to help your users get familiar with Meet.

 

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Email 1: Company-wide announcement encouraging the transition to Meet

Subject: Get started with Google Meet: Our new meetings tool

Hi team:

I’m happy to announce that we’re introducing Google Meet, a new meetings tool to help you host and attend meetings from anywhere. We launched Google Workspace to improve collaboration and transform the way we work. Meet will help us get the most out of our investment in Google Workspace, while we significantly improve the way we work across the company and with our partners and customers.

I think you’ll love using Meet. You can join meetings with a single click without having to download any software. You can also use Meet with tools you already use, such as Gmail and Google Calendar. 

We recognize that change can be hard, so we want to make it as easy as possible for you to get started with Meet. In the coming weeks, you’ll receive a few emails on how to make the most of Meet and its features. But don’t wait for us—if you want to learn more or get started now, visit the Google Workspace Learning Center.

We’re so excited about Meet that we’ve set an adoption goal of [Insert adoption goal, such as have 90% of company using Meet for meetings by month/day]. Give it a try today and help us meet our goal.

Happy meeting,

[Insert signature]

Email 2: How to join, present, and record in Meet

Subject: Join a meeting, present, and record in Google Meet

Hi team:

We want to make it easy for you to get up and running with Google Meet, our new meetings tool. For instructions on how to join a meeting, visit Join a meeting.

To join a meeting from your phone with audio-only access, go to Use a phone for audio in a meeting.

If you’re at the office, you might want to join from a conference room. [If: Meet hardware] You can join your meeting with just one click from a Google Meet hardware device. [/Endf] [If: 3rd-party hardware & interoperability enabled] Follow the instructions in the Google Calendar invite to join a meeting in Meet from our [Insert third-party vendor] equipment. [/EndIf]

For more ways to join a meeting—whether with a link or from your phone’s lock screen, visit the Google Workspace Learning Center.

For instructions on how to present in a meeting, check out Present during a meeting.

[If: You don't have the Business Starter edition] You can also record all or part of your meeting right from Meet. Recordings are saved to Google Drive and linked to your Calendar event. For details, go to Record a meeting.[/EndIf]

If you'd like to share how Meet is working for you, send us your thoughts by email at [Insert email address for tracking feedback] or through this link [Insert URL for tracking feedback].

Happy meeting,

[Insert signature]

Email 3: Learn about additional Meet features

Subject: Make the most of Google Meet with these great features

Hi team:

Now that you know how to join, present, and record in Google Meet—[Optional: Insert update, such as 75% of you have used Meet this week]—let’s check out some other great features that will help you make the most of your meetings. 

Change your layout

Meet automatically switches between screen layouts depending on how many people are in your meeting. You can also switch to a different layout anytime. To review Meet’s layout options, go to How to view people in Google Meet.

Pin and mute

You can pin or mute yourself or others. For details, go to Pin or mute Google Meet participants

Use captions

You can make it easier to follow what’s being said in meetings by turning on captions, which display text of the live conversation. 

Live-stream a meeting

(Only with Enterprise and certain Education editions)

With Meet, you can live-stream a meeting and invite up to 100,000 people in your organization to watch it in view-only mode. Invited guests can share the live stream link and anyone in your organization can watch the streaming event.

For view-only attendees, you need to create a separate calendar event and paste the streaming link. Learn more about how to live-stream a meeting.

Add international dial-in numbers

When you create a meeting, an international dial-in number is automatically added. For details about using the dial-in feature and a list of supported countries, go to Countries where you can use a phone with Meet

Thank you for the amazing effort everyone has made so far helping us transition to Meet. Remember to reach out to us at [Insert email address for tracking feedback] or through this link [Insert URL for tracking feedback] to let us know how it’s going. If you’d like additional information on using any of these features or to learn about more things you can do with Meet, visit the Google Workspace Learning Center.

Enjoy all there is to do in Meet,

Thank you for the amazing effort everyone has made so far helping us transition to Meet. Remember to reach out to us at [Insert email address for tracking feedback] or through this link [Insert URL for tracking feedback] to let us know how it’s going. If you’d like additional information on using any of these features or to learn about more things you can do with Meet, visit the Google Workspace Learning Center.

Enjoy all there is to do in Meet,

[Insert signature]

Email 4: Follow up with usage stats & reinforce switching guides

Zoom

Subject: How to transition from Zoom to Google Meet

Congrats, team!

Thanks for helping us transition to Google Meet. Our goal is to have [Insert adoption goal, such as have 90% of company using Meet for meetings by month/day]. So far, [Insert goal status update, ## employees have started using Meet, so we’re at XX% of our goal]. It’s a team effort, and we’re grateful for your patience and flexibility as we move forward together.

To help us reach our goal, please visit the Google Workspace Learning Center or review the past emails in this series to learn more about the benefits and features of Meet, including joining, recording, and using captions.

If you need more help making the transition from Zoom to Meet, go to Switching to Meet from Zoom

To share any feedback, please contact [Insert email address for tracking feedback] or use this link [Insert URL for tracking feedback].

High five!

[Insert signature]

Webex

Subject: How to transition from Webex to Google Meet

Congrats, team!

Thanks for helping us transition to Google Meet. Our goal is to have [Insert adoption goal, such as have 90% of company using Meet for meetings by month/day]. So far, [Insert goal status update, ## employees have started using Meet, so we’re at XX% of our goal]. It’s a team effort, and we’re grateful for your patience and flexibility as we move forward together.

To help us reach our goal, please visit the Google Workspace Learning Center or review the past emails in this series to learn more about the benefits and features of Meet, including joining, recording, and using captions.

If you need more help making the transition from Webex to Meet, go to Switching to Meet from Webex. If you wish to share any feedback, please contact [Insert email address for tracking feedback] or use this link [Insert URL for tracking feedback].

High five!

[Insert signature]

Skype for Business

Subject: How to transition from Skype for Business to Google Meet

Congrats, team!

Thanks for helping us transition to Google Meet. Our goal is to have [Insert adoption goal, such as have 90% of company using Meet for meetings by month/day]. So far, [Insert goal status update, ## employees have started using Meet, so we’re at XX% of our goal]. It’s a team effort, and we’re grateful for your patience and flexibility as we move forward together.

To help us reach our goal, please visit the Google Workspace Learning Center or review the past emails in this series to learn more about the benefits and features of Meet, including joining, recording, and using captions.

If you need more help making the transition from Skype for Business to Meet, go to Switching to Meet from Skype for Business

To share any feedback, please contact [Insert email address for tracking feedback] or use this link [Insert URL for tracking feedback].

High five!

[Insert signature]

Generic email

Subject: Get more information on Google Meet  

Congrats, team!

Thanks for helping us transition to Google Meet. Our goal is to have [Insert adoption goal, such as have 90% of company using Meet for meetings by month/day]. So far, [Insert goal status update, ## employees have started using Meet, so we’re at XX% of our goal]. It’s a team effort, and we’re grateful for your patience and flexibility as we move forward together.

To help us reach our goal, please visit the Google Workspace Learning Center or review the past emails in this series to learn more about the benefits and features of Meet, including joining, recording, and using captions.

To share any feedback, please contact [Insert email address for tracking feedback] or use this link [Insert URL for tracking feedback].

High five!

[Insert signature]


Google, Google Workspace, and related marks and logos are trademarks of Google LLC. All other company and product names are trademarks of the companies with which they are associated.

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