# Communication kit
Announce RandomCoffee and keep people engaged with best practices, a ready-to-use announcement email, example sentences, visuals and taglines.
import Callout from '@components/Callout.astro';
import { Icon } from '@prosefly/astro-components';
Communicating about RandomCoffee inside your organization is key to its success. RandomCoffee is more than a way to have coffee together: it is a way to improve collaboration, break down silos and build an inclusive company culture.
Clear communication helps everyone understand what they gain by taking part: new perspectives, career opportunities, new skills. It also creates an environment where connections grow beyond each person's immediate team.
**The more interest participants feel, the more they take part, and the better your results.**
This page gives you best practices, a ready-to-use announcement email, example sentences and visuals to communicate about RandomCoffee.
## Plan your announcement
A well-crafted announcement creates excitement before the launch, which leads to higher participation once your first program starts.
- **What**: a compelling message that presents RandomCoffee and its benefits for employees.
- **Who**: from you (or, even better, from a leader) to the teams who will take part.
- **When**: before the launch, ideally 3 weeks before, with a reminder 1 week before. Once RandomCoffee is launched, keep communicating to keep engagement high (see [Keep people engaged](#keep-people-engaged)).
- **Where**: your usual internal communication channels (email, intranet, internal social network...). Combine them for maximum impact.
Send your announcement **after** adding your members to RandomCoffee. Your announcement invites them to their Member Portal, which they can only access once they are members of your workspace.
## Write your announcement
A strong announcement has six ingredients. Each one comes with example sentences you can reuse and adapt.
### Set the context and purpose
Explain why you are launching RandomCoffee and how it supports your company's goals. It helps employees understand why the initiative matters.
> "[Teams] have been working in two separate offices since [date]. This makes it tough to build personal ties. We may have found a solution: RandomCoffee."
> "We are ONE team. We are ONE business. And we share ONE vision. With the team and structure in place, we are ready to take it to the next level. How? Time to enjoy a cup of coffee with your colleagues from around the world!"
### Highlight the benefits for employees
Show clearly what employees gain: better collaboration, networking, personal growth...
> "RandomCoffee is an opportunity to meet colleagues from other countries virtually, over a coffee or tea. Employees from different functions or office locations will be randomly matched and invited to connect every week. The main goal is to help you stay connected while working remotely. This initiative has proven a great success for our colleagues in the [city] office."
> "Looking for advice on a work problem, or want to share what's going on with your team? There's no set agenda for these discussions. The conversation can go in any direction that helps you get to know one another. And if you need help to get started, conversation starters will be provided!"
> "RandomCoffee is THE fun digital solution for people working in [department] to meet up and socialize on a random, voluntary basis. It starts on [date]."
### Explain how RandomCoffee works
Give a short overview so that everyone knows how to take part. Include:
- the type of participation: are people asked to opt in before each session, or matched directly?
- the communication channel: email, Slack or Microsoft Teams;
- the frequency: every week, every two weeks, every month? On which day?
- the start date.
> "Each Monday, you'll receive an email asking whether you'd like to take part in the next round. If you're in, you'll receive your match by the end of the week. Then it's up to you and your colleague to schedule your RandomCoffee for the following week. Expect your first email on [date]! If you can't take part, simply decline and we'll ask you again next round. If you're not interested, you can unsubscribe."
### Designate a point of contact
Give the name of a person or a team that employees can contact with questions. You can also invite people to send their RandomCoffee pictures, to create a mosaic or a banner for your future communications.
> "Questions? Check the [RandomCoffee FAQ](/members/faq/member-faq/) or write to us at [email address]."
> "We hope you can join us! Please contact [email address] with any questions."
### Sign off with a personal touch
A warm sign-off adds authenticity and builds a sense of community.
> "Your very cool HR team at [Company name] ☕️"
### Keep it fun and informal
A casual tone makes your announcement more relatable and enjoyable to read. Add humor, fun visuals or anecdotes.
> "RandomCoffee doesn't generate curiosity, empathy or good humor. It doesn't make coffee either. We count on you for that part!"
> "We wish you many happy RandomCoffee breaks, and if you like the idea, post your photos, stories and comments in [community]."
## Announcement email template
Copy this email, then adapt it to your organization. Replace the text in brackets, and adjust the "How does it work?" part to your program: with "Automatic participation", members are matched directly and do not decide before each round. You can add the [banner](#banners) at the top of the email.
```text wrap
Subject: Your next opportunity starts with a coffee: join RandomCoffee!
Dear team,
We are thrilled to introduce RandomCoffee (https://www.random-coffee.com/), a new initiative to foster connections and collaboration across our organization.
What is RandomCoffee?
RandomCoffee matches people for virtual or in-person coffee meetings, to help everyone build connections and grow their network. The objective: open up new opportunities for each one of you.
- Expand your network: meet colleagues you may not interact with daily.
- Share knowledge and develop your skills: exchange insights and perspectives from different parts of the company. Get support from your peers and learn new things.
- Build relationships: connect on a personal and professional level, and build relationships you can rely on in the long term.
- Step away from your daily tasks: take a break, have a coffee in good company, and return to work refreshed!
How does it work?
It's very simple!
1. Decide if you want to take part in each round.
2. If you accept, you'll be matched with one or more colleagues.
3. Schedule your coffee meeting with your match, ideally within a week.
4. Meet your match, virtually or in person, and enjoy a meaningful conversation!
Get started today!
Access your Member Portal to set your availabilities, define your matching preferences and share a few details about yourself, so that we can match you with the right colleagues: https://app.random-coffee.com/account
Learn more about your RandomCoffee experience: https://help.random-coffee.com/members/getting-started/how-randomcoffee-works/
Read the FAQ: https://help.random-coffee.com/members/faq/member-faq/
We strongly believe RandomCoffee will enrich our company culture and help us achieve our shared goals. Join us in making [Company name] an even more inclusive, collaborative and enjoyable workplace!
If you have any questions or need help, please reach out to the HR team at [HR email address].
Warm regards,
[Your name]
```
## Spread the word
Here are the most effective ways to communicate about RandomCoffee. Use some or all of them, depending on your company culture and habits.
### Make an official announcement
- Write an engaging message for future participants: why RandomCoffee, what they gain, how it fits your company goals, how it works and how to start. Start from the [announcement email template](#announcement-email-template).
- Send it by email, ideally from a top executive, and publish it on your intranet or internal communication platform.
### Organize information sessions
- **Kickoff meeting**: host a virtual or in-person kickoff to introduce the initiative, show how it works and answer questions.
- **Q&A sessions**: schedule follow-up sessions to address concerns and give more details.
### Create communication materials
- **Flyers and posters**: place them in common areas, especially near the coffee machine. Use our [visuals](#visuals) and [taglines](#taglines), made for this purpose.
- **Digital graphics**: add our [banners](#banners) to email signatures, intranet posts and newsletters.
### Get leadership endorsement
- **Executive messages**: ask leaders to endorse RandomCoffee personally or mention it in their own communications.
- **Video message**: record a short video of a company leader explaining the initiative and encouraging participation.
When leaders take part themselves and talk about it, they amplify the message and set an example for everyone.
### Invite people to their Member Portal
Members access their Member Portal at [app.random-coffee.com/login](https://app.random-coffee.com/login). From there, they can:
- answer the current session's invitation;
- set their matching preferences and availabilities;
- get matched instantly with a colleague, at random or based on criteria they choose;
- see all their past matches.
See [Member Portal overview](/members/getting-started/member-portal/) for a full tour.
### Set up engagement campaigns
- **Countdown campaign**: before the start date, share daily or weekly teasers and fun facts about the initiative.
- **Testimonials**: if you ran a pilot, share participants' testimonials about their experience and what they got out of it.
### Add incentives and gamification
- **Incentives**: offer small rewards for early sign-ups or for taking part in a number of sessions.
- **Recognition**: highlight the most active participants (your "Top Randomers") in your internal communications, or give them small rewards.
### Use key moments
- **During onboarding**: introduce RandomCoffee to new hires. It helps them join the company culture early and start building connections right away.
- **Before busy periods**: remind people about RandomCoffee before intense periods or projects, to relieve stress and build team support.
- **Around company events**: town halls, quarterly meetings or team-building events are good occasions to promote RandomCoffee and encourage participation.
## Keep people engaged
### Invite people to share their RandomCoffee stories
Encourage participants to post a picture or a story about their RandomCoffee on your internal social network or on LinkedIn. It builds a sense of belonging and makes others want to join.
### Keep the momentum
Keep promoting the initiative regularly so that it stays top of mind. Use the ideas on this page throughout the year, refresh your messages with [monthly themes](/admin/best-practices/monthly-themes/), and launch new programs from our [program ideas](/admin/best-practices/program-ideas/).
## Visuals
Download these visuals and use them in your emails, intranet, posters and signatures. Each link opens the full-size file.
### Banners
[Download the banner "Your next opportunity starts with a coffee" (PNG, 2226 x 316 px)](/downloads/communication-kit/banner-your-next-opportunity.png)
[Download the banner "Grow your network, one coffee at a time" (PNG, 2224 x 312 px)](/downloads/communication-kit/banner-grow-your-network.png)
### Pictures
#### "Your next opportunity starts with a coffee"
Nine pictures of people holding a RandomCoffee mug with this tagline (JPG, 900 px wide).
Download: [picture 1](/downloads/communication-kit/your-next-opportunity-01.jpg), [picture 2](/downloads/communication-kit/your-next-opportunity-02.jpg), [picture 3](/downloads/communication-kit/your-next-opportunity-03.jpg), [picture 4](/downloads/communication-kit/your-next-opportunity-04.jpg), [picture 5](/downloads/communication-kit/your-next-opportunity-05.jpg), [picture 6](/downloads/communication-kit/your-next-opportunity-06.jpg), [picture 7](/downloads/communication-kit/your-next-opportunity-07.jpg), [picture 8](/downloads/communication-kit/your-next-opportunity-08.jpg), [picture 9](/downloads/communication-kit/your-next-opportunity-09.jpg).
#### "Brewing connections, building relationships"
Nine pictures of people holding a RandomCoffee mug with this tagline (JPG, 900 px wide).
Download: [picture 1](/downloads/communication-kit/brewing-connections-01.jpg), [picture 2](/downloads/communication-kit/brewing-connections-02.jpg), [picture 3](/downloads/communication-kit/brewing-connections-03.jpg), [picture 4](/downloads/communication-kit/brewing-connections-04.jpg), [picture 5](/downloads/communication-kit/brewing-connections-05.jpg), [picture 6](/downloads/communication-kit/brewing-connections-06.jpg), [picture 7](/downloads/communication-kit/brewing-connections-07.jpg), [picture 8](/downloads/communication-kit/brewing-connections-08.jpg), [picture 9](/downloads/communication-kit/brewing-connections-09.jpg).
#### "Time to uncover fresh opportunities over coffee!"
Five pictures of a smartwatch showing this tagline (JPG, 900 px wide).
Download: [picture 1](/downloads/communication-kit/fresh-opportunities-01.jpg), [picture 2](/downloads/communication-kit/fresh-opportunities-02.jpg), [picture 3](/downloads/communication-kit/fresh-opportunities-03.jpg), [picture 4](/downloads/communication-kit/fresh-opportunities-04.jpg), [picture 5](/downloads/communication-kit/fresh-opportunities-05.jpg).
## Taglines
Use these taglines in your posters, emails and posts:
```text wrap
RandomCoffee: where every cup sparks a new connection
Brewing connections, one coffee at a time
Blend ideas over coffee!
Brewing conversations, building relationships
Unlock new connections over coffee!
Discover your next great conversation: join RandomCoffee!
Stirring up success: connect beyond your desk!
```
## Downloadable resources
All the visuals of this kit in one file, ready to use in your emails, intranet posts and presentations. They are in English.
| Resource | Content | Format |
| --- | --- | --- |
| Banners | "Your next opportunity starts with a coffee" and "Grow your network, one coffee at a time" | 2 PNG, about 2,200 x 310 px |
| Mug "Your next opportunity starts with a coffee" | 9 pictures | JPG, 900 px wide |
| Mug "Brewing connections, building relationships" | 9 pictures | JPG, 900 px wide |
| Smartwatch "Time to uncover fresh opportunities over coffee!" | 5 pictures | JPG, 900 px wide |