Updated: Mar 28
Whether you are sending an email IT outage notification or using direct to screen messaging tools like pop-up alerts or scrolling ticker alert software it is important to get the word out as fast and effectively as possible guaranteeing employee awareness so IT can get to work on resolving IT outages.
Effectively Communicating IT Outages to Employees
Distributing IT system outage notification alerts should be fast, easy and far reaching.
In addition to what you are communicating equal thought has to be given to how you are sending an IT outage communication.
Send IT Outage Notifications to Employee Devices
Cast a wide net and make sure to target all impacted employee devices notifying staff of an IT outage.
Send IT outage notifications to employee desktop and laptop screens with an outage alert notification
Send internal communication to common area screens notifying employees of system outages, downtimes and resolution ETA
Send employee notifications to mobile devices communicating IT outages to staff who are not at their desks or offsite
Send IT Outage Notifications to Targeting Groups and Employee Distribution Groups
Have your targeting lists ready to notify employees of unplanned or planned outages.
Target email distribution groups with outage communications
Target Active Directory groups targeting employee names and machine names
Create custom targeting groups for specific departments or regions
Maintain all employee IT outage distribution lists for accurate targeting
Capture staff mobile numbers and update active directory, exchange and all targeting lists
Effective IT Outage Communication Tools
Having effective internal communication tools to keep employees informed is a must have to effectively communicate IT planned and unplanned system downtime and outages.
Available Employee Communication Tools:
Email: Email is the most commonly used tool for employee communication. However the downside is that email has to be open at the time of this communication which often leads to employees learning of an IT outage before an email is ever read
Collaboration Tools: Similar to email have to be open to effectively communicate an outage to an employee.
XComms: Having the XComms internal communication tool in place not only provides excellent communication tools for any type of internal communication but is by far the most effective tool to communicate an outage to employees on desktop screens, common area screens and mobile devices.
Trying to figure out how to update employees is a lot more difficult than it seems and an IT person’s time is better spent on problem resolution.
Best IT Outage Notification Templates
Having ready to use IT outage communication templates is great for saving time and instantly communicating to employees during any system downtime whether planned or unplanned.
Creating editable outage notification templates for instant use during any downtime to instantly get the word out to all impacted employees is highly recommended and easy to do within the XComms Platform.
Outage Notification Template Examples:
Learn more about how XComms can help your organization send out IT notifications to employees.