Caroline Duncan : Oct 16, 2023 4:29:00 PM
Scheduled maintenance of IT systems is an almost unavoidable part of life. However, your IT systems are the backbone of your organization, and employees rely on them to be able to do their work. By appropriately communicating with employees ahead of time, you can help make the process less painful for everyone involved. And that is why you need a scheduled maintenance email template.
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We know why the scheduled maintenance itself is crucial – without it, there could be security problems, bugs might go unfixed, and new features may be unavailable to users. However, appropriate and timely communication is just as important as the maintenance itself.
Before you announce the scheduled maintenance to your employees, it’s important that you understand what impact it is going to have on them and their work. Asking yourself these key questions can then help you to devise an appropriate announcement:
Only after you have all the answers start creating maintenance notifications.
When it comes to communicating with employees, you should ensure you give them plenty of notice. After all, unlike unplanned outages, you know when a planned one will happen, so letting people know ahead of time will help them prepare for the systems being unavailable. A system maintenance message sent in advance is able to prevent company losses and improve the IT department's reputation.
A scheduled maintenance message notifies users of upcoming work that may temporarily affect service availability. This allows users to prepare in advance and take the necessary steps.
An emergency maintenance message informs users of sudden problems that require immediate resolution. Typically, these messages include information about the nature of the problem and an estimated time to get the system back up and running.
This notification informs users that maintenance work has been completed and services are available again. It may also contain information about changes or improvements that have been made.
This message warns users of possible service disruptions due to ongoing maintenance. It is important so that users can take this into account in their work.
These messages provide users with up-to-date information on the progress of maintenance, including changes to plans, extensions to work or early completion.
These types of messages help maintain transparent and effective communication with users during maintenance work.
Best practice for communicating scheduled maintenance to your employees includes:
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.
Scrolling desktop tickers are a good way of updating employees throughout the maintenance process, particularly if the downtime is shorter or longer than anticipated. Don’t forget about those employees who aren’t always at their desks: send a text message or notification via an employee app to make sure they are aware of scheduled outages that could affect their work.
As mentioned above, having IT outage templates pre-prepared and ready to go will help you to save time when you have a scheduled maintenance notice to send.
Here are some scheduled maintenance message examples you can send by email, pop-up, scrolling ticker, SMS, and more.
Use these system maintenance notification samples to create messages and alerts for your business needs. For example, you can use the scheduled maintenance email sample. can the website under maintenance email template or server downtime email sample in advance to be ready to send them in two seconds when it is time.
Attention users of (software/service name):
Please be aware that (software/service) will be unavailable at (date/time) to (date/time) as the IT team will be performing scheduled maintenance at this time.
During this time, you will be unable to (insert what functions will be affected). Before maintenance takes place, please make sure you (list any steps here that the employee needs to take). The IT team will advise when the maintenance is complete, and services have been restored.
This maintenance is necessary for (list reasons). We apologize for any inconvenience.
What will be affected: (list services affected)
What won’t be affected: (list services not affected)
For more information, or if you have any questions, please contact the IT Team at (contact details).
Attention users of (software/service name):
The scheduled maintenance of (software/service) has now concluded. Access should now be restored. The maintenance was necessary for (list reasons).
If you are having any issues using (software/service), please contact the IT Team at (contact details). Thank you for your patience.
Please be aware that we will be performing routine server maintenance on (date/time) to (date/time). This is necessary for server performance and also (any other reasons).
As a result, the following systems/functions will be unavailable during this time:
Before maintenance takes place, please make sure you (list any steps here that the employee needs to take). The IT team will advise when the server maintenance is complete and services have been restored.
For more information, or if you have any questions, please contact the IT Team at (contact details).
Please be advised that there will be scheduled downtime across our network from (date/time) to (date/time). This is because we are performing work on (functions/parts of the network).
As a result, you may experience problems accessing the following services during this time:
(list of services)
We apologize for any inconvenience.
For more information, or if you have any questions, please contact the IT Team at (contact details).
Keeping your employees informed about scheduled maintenance will help them plan and ease their frustrations, particularly when you show you understand their impact on them.
Maintenance messages are communications that inform users about the temporary unavailability of systems, websites, or other services that they use because of updates or other maintenance. These messages keep users informed about the status of the service or system and the expected duration of the outage.
There are different types of scheduled maintenance that are carried out to ensure ongoing system stability. Scheduled maintenance examples include:
There are three main types of maintenance that affect systems and system users. These are:
A maintenance notification is a message sent to users of a system to inform them about upcoming or ongoing maintenance. It should include the date and time of the maintenance, the affected systems, and any steps that users need to take to prepare or avoid disruptions.
To write a scheduled maintenance announcement email, follow these steps:
Identify the purpose of the notice. Is it to inform users about upcoming maintenance? Is it to notify them of an outage? Next, determine the audience for the notice. Who needs to know about the maintenance? Gather the necessary information. What date and time will the maintenance take place? Which systems will be affected? Write the notice in a clear and concise way. Use plain language and avoid jargon. Proofread the notice carefully before sending it out. Send the notice to the appropriate people.
Scheduled maintenance examples common in business is when a company schedules regular maintenance on its servers and other equipment. This helps to ensure that the equipment is running properly and that there are no unexpected outages. Scheduled maintenance can also help to identify and fix potential problems before they cause an outage.
The best subject line for a scheduled maintenance notice should be clear and concise and present information upfront to the reader. Examples include:
Send urgent notifications to any corporate devices: PCs, phones, tablets, etc.
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