IT Outage and maintenance notification in email PDF

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WRITTEN ASSIGNMENT #3

Written Assignment #3: IT Communications

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WRITTEN ASSIGNMENT #3

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Contents IT Outage Notification........................................................................................................3 IT Maintenance Notification...............................................................................................4 IT Outage and Maintenance Completed Notification.........................................................6 Summary............................................................................................................................7

WRITTEN ASSIGNMENT #3

IT Outage Notification From: pal Singh Sent: August 20, 2019 9:33 AM To: All Contacts Subject: Unplanned IT Outage All, An outage has been occurred on August 20,2019 around 9:00 AM. All servers and computer are unavailable to the user. As IT department is searching for the immediate solution of a problem and updates will be provided as soon as the solution become available. Our office services and website will not be available during this time. We apologize in advance for any inconvenience that might be available this time. Who: ALL email users of Jatt’s Coco Cake. What: Backup your important data When: On august 22, 2019 for approximately 6 hours Why: System failure Duration: N/A Impact: All email server usage. Office 365 services. Ajaypal

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WRITTEN ASSIGNMENT #3

Systems Administrator Jatt’s Coco Cake 16 cedar Street Kitchener , ON, H3OW23 Direct: 523-456-454 x2236 Fax:

519-123-4568

please consider the environment before printing this email This communication is directed in confidence solely to the addressees listed above, and may not otherwise be distributed, copied or used. Kindly notify the sender by reply email if your name is not included as an addressee and then delete the message received in error.

IT Maintenance Notification From: pal Singh Sent: August 21, 2019 9:36 AM To: All Contacts Subject: IT Maintenance period All, ITS will be conducting the Monthly Microsoft Patching on all the company’s computers and servers from now onwards. We would like to remind you about the unavailability of the system on Tuesday, August 22, 2019. As it will start early morning, so it is better to back up your important work on your drive. In this maintenance time, system will be upgraded to fix the patches and make better infrastructure, overall, it improves communication.

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WRITTEN ASSIGNMENT #3

The system will be out of service until 01:00 PM. If anybody urgently need system to access, then contact ITS to know the time when the system will be available. ITS will send out an email to notify the users when all IT systems are active and running. Who: ALL users of Coco Cake. What: Make sure your computers must be available at the time of maintenance, including laptops powered on – but logged off. When: On Tuesday, August 22, 2019 for approximately 6 hours Why: System will be updated to maintain the better communication across all departments and to fix bugs Duration: 6 hours Impact: Employees not logged off may lose important data when their system restarts automatically. No employee should be available at the maintenance time in the office on a computer. Your support is appreciated. Please set a reminder on your phone for this activity. pal Systems Administrator Coco Cake 58 cedar Street Brampton , ON, H3OD23 Direct: 523-456-454 x2236 Fax:

519-121-4568

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WRITTEN ASSIGNMENT #3

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 please consider the environment before printing this email This communication is directed in confidence solely to the addressees listed above, and may not otherwise be distributed, copied or used. Kindly notify the sender by reply email if your name is not included as an addressee and then delete the message received in error.

IT Outage and Maintenance Completed Notification From: Pal Singh Sent: August 21, 2019 9:36 AM To: All Contacts Subject: IT Outage and Maintenance completed All, The problem regarding outage and maintenance has been resolved and users can use their computers. The communication has been improved in the department and now users can use their system with the updated patches. Who: ALL users of Coco Cake. What: Users can continue their work. When: October 7, 2019 Why: All problems in the system has been fixed. Duration: N/A Impact: 

Users can use better services from now onwards.

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Communication is improved in the system.

Pal Systems Administrator

WRITTEN ASSIGNMENT #3

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Coco Cake 56 cedar Street Brampton , ON, H3OW23 Direct: 523-456-454 x2236 Fax:

519-121-4568

 please consider the environment before printing this email. This communication is directed in confidence solely to the addressees listed above, and may not otherwise be distributed, copied or used. Kindly notify the sender by reply email if your name is not included as an addressee and then delete the message received in error.

Summary I have been given with the two templates to inform the employees about outage and maintenance and I chose sample A to notify the users. I found sample A more consistent and easier to follow than sample B. As I can also add more information in the template A. It is better to write in the sentences than points because it provides deep detail of the subject. Template A is customized in the better way to put your knowledge in the action. It saves my time and I sent more information to the employees in the shorter time. As the outage and maintenance information was easy to combine in the outage and maintenance completed section through sample A template.

WRITTEN ASSIGNMENT #3

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