A successful rollout of Kordiam depends on more than just the tool it also depends on how you introduce it, prepare your team, and align it with your newsroom’s needs. 

We gathered insights from newsroom leaders and communications professionals who’ve already been through the process. Here’s what they recommend for a smooth and effective rollout. 

Set a Clear Foundation Before You Begin 

Focus on real problems first 
Before configuring Kordiam, understand where your workflow breaks down. What’s duplicated? What causes delays? 

“Think about your pain points and what annoys you most about your current workflow. Then, find out how Kordiam can solve those problems.” —  A communications lead at a university 

Talk to your team early 
Transparency builds trust. Communicate your goals clearly before rollout, especially with teams used to other systems. 

“The key is open communication. Be open about why you are introducing Kordiam. Make it clear that it is not a control mechanism. Prepare your team for the new tool that will replace their usual routines because people may find it invasive.” — A communications lead at a university 

Roll Out With Intention, Not All at Once 

Keep it lean 
Start with essentials like scheduling or planning. Expand once people feel confident and workflows are stable. 

“Kordiam is very powerful, but the intuitive operation takes some time. Keep your processes and Kordiam as lean as possible, and optimize the SaaS solution for your use cases with user input.” — Lukas Aebersold, Product Owner Digital Channels & Transformation, SBB (Swiss Railways) 

Assign contact people 
“Have a specialist or contact person for Kordiam issues in each unit. This ensures that the entries are of the same high standard.” — Matthias Kuld, Project Manager, Badische Neueste Nachrichten (read about how they are using AI in their editorial workflow here.)

Expect Resistance, Especially in Distributed Teams 

Onboarding will be gradual 
 If your newsroom has a decentralized structure, expect progress to take time. 

“Only a few people came drop by drop into the system. It takes a lot of effort to include centralized and decentralized structures.” — A communications lead at a university 

In decentralized organizations, adoption tends to happen gradually. Some teams address this by starting small and expanding step by step. For example, Ippen Media supported their rollout with an internal e-learning platform to make onboarding easier. 

“It was surprising to realize how few of the actual possibilities we used at the start.” — Matthias Kuld 

As more teams use Kordiam regularly, they discover additional features that help them work more efficiently. 

Focus on the Value You’ll Unlock 

Make information easy to find 
 “Kordiam is an effective tool for centralizing all our knowledge and information. It makes content accessible to all colleagues, enabling them to use the content to improve their work.” — A communications lead at a university 

Teams stressed how much time this saves compared to searching through emails, notes, spreadsheets or calendars. 

Reduce duplication 
 One communications lead described event planning: 

“Previously, Person A would hear about an event and publish it on their channel. Person B would only notice if they happened to monitor that channel. Now, one person gathers information and shares it via Kordiam. Communication is more consistent, and the workload is reduced.” 

Keeping Everyone Aligned Without Extra Noise 
Alexander Sing of Mediengruppe Pressedruck explained how his team moved from spreadsheets and Outlook calendars to a unified workflow: 

“Now, everything is in one place. We communicate less via chat, email, or phone, and it’s much easier to see what each editorial team is planning.” 

He added: “Our print production works with a strict Kordiam-based workflow to minimize communication between local offices, production desks, national and international editors and their counterparts at other publications.”  Read more about their process on our blog.

Rolling out Kordiam is about more than software, it’s about collaboration and clarity. 

Success comes from aligning the tool with the way your team works. That means asking the right questions, preparing people for change, and rolling out features in a way that builds confidence. 

Take it one step at a time. Stay focused on your team’s real needs. And when you need help, we’re here to support you. 

Ready to plan your rollout? 
Let’s build a strategy tailored to your newsroom.