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  • Writer's pictureCristina

Best System Outage Notification Templates

Whether you are sending an email System outage notification or using direct to screen messaging tools like desktop 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 the IT Staff can get to work on resolving system outages.

System Outage Notification templates


​How To Effectively Communicating System 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 system outage communication.

Send System Outage Notifications to Employee Devices Best Practices

Cast a wide net and make sure to target every impacted employee device notifying staff of any System outage.

  • Send system outage notifications to employee desktops and laptop screens with an system outage alert notification

  • Send internal communication to common area screens notifying employees of system outages, downtimes and resolution ETA

  • Send employee notifications to all mobile devices communicating System outages to staff who are not at their desks or offsite

template to tell employees of system outage or downtime

Sending System Outage Notifications to Targeting Groups and Employee Distribution Groups

Have your targeting distribution lists prepared 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 System outage distribution lists for accurate targeting

  • Capture staff mobile numbers and update active directory, exchange and all targeting lists

best system outage notification templates


Most Effective System Outage Communication Tools

Having effective internal communication tools to keep employees informed is a must have to effectively communication 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 system 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 System Outage Notification Templates

Having ready to use system outage communication templates is great in saving time and instantly communicating to employees during any system downtime whether planned or unplanned. I

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:

Best Service Impact Notification Template

Best Service Impact In Progress Notification Template

Best Service Impact Resolution Notification Template


Learn more about how XComms can help your organization send out system outage notifications to employees with easy to use templates.

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