If it is a minor upgrade, you may not need to send alerts…it is important not to bombard people with too much information but rather find the right mix. Use scheduled maintenance templates to save time. Know your audience and communicate appropriately. If the outage affects everyone in the organization, then you need to send notifications to everyone. However, suppose only a handful of employees will be affected.
In that case, you should send to a custom audience only — people who get irrelevant information can become annoyed and will stop reading your future communications. How to announce scheduled maintenance Sending your information via different channels is a must — for example, you can send pop-up notifications to advise when scheduled maintenance is going to happen. Our top tips for using these templates are: Have templates for different types of maintenance — eg: major upgrades vs minor upgrades, server maintenance, downtime, etc.
Have templates for different parts of the scheduled maintenance process — in the lead up and then when the maintenance has concluded. Use simple, easy-to-understand language — your employees are not IT experts. Include what the impacts are and what it means for users.
Include any steps the employee needs to take. Include a time estimate for the disruption. If you need to, include contact details for more information or help.
If necessary, explain why the maintenance needs to take place eg: urgent patching or bug repair to keep the business safe. Once the template is filled out, you can schedule the content to be sent at a specific time. When scheduling the content, you can also select the audience you want it to go to.
Do not blame others for the downtime even if others are responsible and don't disparage vendors or other departments.
Assume your message will be seen by senior management and the other departments or vendors - discussions about root cause should be discussed directly with the parties involved, not in an email to all users.
And if you have to, err on the side of being apologetic, even if it isn't your fault. You're providing a service, and you need to interrupt this service, for a multitude of reasons. Even though you've give them warning, network maintenance is an inconvenience for your users, so feel free to acknowledge that.
Simply click the banner below and get our E-mail templates and examples to bring your admin communication to the next level. Admin's Toolbox. Good, now we have your attention: Would you like to get our very un-annoying, mostly un-salesy, informative weekly newsletter? Senhub: a new generation of connectors to enrich PRTG. Several options to monitor your backup with PRTG. The magic of building individual custom network maps with PRTG. Since , we offer monitoring solutions for businesses across all industries and all sizes, from SMB to large enterprises.
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Read more: 10 Most Common Helpdesk Problems What sort of information should you include in an outage notification? Is the issue company-wide or just affecting employees in a specific location. Are there any steps that employees can take to help overcome the problem or is it something they need to wait to be fixed.
Tell them that you are investigating or fixing the problem. The estimated time of the issue being resolved. When you expect to provide them with any further information. How to use DeskAlerts to send system outage messages Many companies have taken the burden off their IT help desks by using DeskAlerts to communicate with employees during a known outage or incident.
Push notifications or text message alerts sent to mobile phones. Scrolling desktop tickers that can keep employees informed about the status of an outage while work is being done to resolve it. Login screen alerts that can let people know about critical IT incidents Screensavers and digital signage that can remind people about outages or maintenance.
This is more efficient for everyone — and allows the IT team to focus on the work they need to do. To make this even easier, and increase the effectiveness of your communications, here are ready-to-use IT outage notification message templates are available right now for your IT team to use - just select, edit and send. For planned outages, effective communication will give staff time to prepare in advance.
Send multiple reminders to staff in the days coming up to a planned outage to ensure staff are prepared. The IT Team will advise when all services are restored.
For unplanned outages, timing is everything. Staff need outage alerts as soon as possible to avoid frustration and an influx of Helpdesk calls. Inform them of alternative systems to use during the outage period so that they can keep working. SnapComms offers alternative methods to get employee attention for important messages. Alert templates get immediate employee attention for unplanned outages, cyber-attacks or any other type of urgent IT message.
Delivered directly to employee screens, these Alerts bypass email so they get seen and get read, without adding to email-overload. Desktop Tickers provide helpful status updates at a glance. Scrolling newsfeed-style messages appear at the bottom of employee screens, delivering timely information without disrupting busy staff.
Templates for Alerts and Tickers combine best practice design with pre-written content to make delivering successful messages fast, simple and efficient. Use these templates as a guide for your IT outage notifications. Try our pre-configured IT outage notifications for yourself with a free day trial of SnapComms.
How you handle an unplanned outage is crucial in mitigating its effects. Alerting users to an incident of an outage or degraded service is vital.
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