Ideas for Announcements for Software Rollouts by Department
TABLE OF CONTENTS:
Developing a Rollout Communication Plan
About these Communication Templates
Early Announcement Template:
Early Announcement Example:
Requesters Pre-Announcement Template:
Requesters Pre-Announcement Example:
Announcement To Site Administrators Template:
Announcement To Site Administrators Example:
Announcement To IT Template:
Announcement To IT Example:
Announcement To Internal Department Personnel Template:
Announcement To Internal Department Personnel Example:
Developing a Rollout Communication Plan
Think about how different departments may be affected. They will need to know what, why, how and they may need to be communicated to on more than one occasion and in more than one type.
“Requesters”, “Site Administrators” and “Community Users” will require the most varieties and the most amount of “touches” than your department will, because it is not part of their primary focus. You may have to communicate at least 4 times: far ahead, just ahead, at the point of, and then after any changes with these groups.
People do not like change, so you should “sell the vision” to get them onboard with changes as soon as possible. They will be concerned with how it impacts them, not how it benefits you. Think as they think.
Do not try to provide all details in one communication if the message is getting long. Marketers use a technique called a “drip campaign” in which a certain amount of information is given at a time, more at a later date, more at a later date and so on. It gives time for people to process what they are given and keeps them engaged longer. It also helps with retention and catching people who missed or ignored the first communication.
About these Communication Templates
You will see a framework on the left and an example on the right. You may use ideas from these examples in emails, memos, blogs, communication posts, or other methods your organization uses. Do not limit yourself to one communication method.
Note the use of sections. As text gets long, the attention span of your audience will decrease. Break up the monotony. In these examples, we are using titles as sections to give a visual as well as give pertinent information.
Other templates, guides, videos and other resourcesare available from the Dudefor your use in a smooth rollout and transition.
Early Announcement Template:
What is Happening:
The XXXX DEPARTMENT is transitioning the procedures involving XXXX. We are preparing to launch an updated XXXX system on DATE.Why The Transition:
REASONS WHYHow This Will Help You:
WORK WITH YOUR VENDOR ON KEY BENEFITS OF THE CHANGEHow You Can Get Help :
We will be sending updates and instructions as we approach DATE.If you encounter issues that require assistance from the XXXX DEPARTMENT, please notify the administrators at your location. Your administrators will also have the ability to submit requests for your site to the XXXX DEPARTMENT and easily see updates on previously-submitted requests.
We look forward to providing the highest level of service with this new solution. /
Early Announcement Example:
What is Happening:
The Community Use Office is transitioning the procedures involving the reservation for the use of rooms, fields and the facilities. We are preparing to launch an updated event request system on August 1st.Why The Transition:
As the popularity of using our facilities has grown, we wish to ensure event requests are centrally located on one calendar, are easily routed for review and to reduce potential conflicts.How This Will Help You:
- No need to fill out triplicate paper forms
- Preview live availability for times and spaces
- Communications about status changes of your request
- If services are required, communications are sent to the appropriate coordinator
How You Can Get Help :
We will be sending updates and instructions as we approach August 1st.If you encounter issues that require assistance from the Community Use Office, please notify the administrators at your location. Your administrators will also have the ability to submit requests for your site to the Community Use Office and easily see updates on previously-submitted requests.
We look forward to providing the highest level of service with this new solution.
Requesters Pre-Announcement Template:
The XXXX DEPARTMENT is transitioning the procedures involving XXXX. We are nearing the launch of an updated XXXX system on DATE.To access the new XXXX system, visit XXXXX WEBSITE on DATE. We will have WHAT YOUR WEBMASTER IS IMPLEMENTING to assist you. We are also attaching similar instructions here for your convenience.
If you encounter issues that require assistance from the XXXX DEPARTMENT, please notify the administrators at your location. Your administrators will also have the ability to submit requests for your site to the XXXX DEPARTMENT and easily see updates on previously-submitted requests.
We look forward to providing the highest level of service with this new solution. /
Requesters Pre-AnnouncementExample:
The IT Department is transitioning the procedures involving the submission of help desk services. We are nearing the launch of our updated IT ticketing and tracking system on August 1st.To access the new IT service request system, visit the Employees portal or the IT Department page under Departments in mywebsite.comon August 1st. We will have links, instructions and videos to assist you. We are also attaching similar instructions here for your convenience.
If you encounter issues that require assistance from the IT Department, please notify the administrators at your location. Your administrators will also have the ability to submit requests for your site to the IT Department and easily see updates on previously-submitted requests.
We look forward to providing the highest level of service with this new solution.
Announcement ToSite Administrators Template:
What is Happening?
We are retiring our existing XXXX. We are excited to launch a new XXXX solution on DATE.DETAILS ABOUT WHAT IS OCCURRING
How This Will Help You:
SUMMARY OF BENEFITS – WORK WITH YOUR VENDOR OR THEIR WEBSITE FOR IDEASHow You Can Get Help:
COORDINATE WITH YOUR WEBMASTER ABOUT WHAT WILL BE ON YOUR WEBSITE AND WHERELinks for “Help” will also be available in the new work order system at the tops and bottoms of webpages with
- Email, Phone, Chat support
- “How To” Guides, Videos and other Resources
Announcement ToSite Administrators Example:
What is Happening:
We are retiring our existing work request website which has been in use for nearly 20 years. We are excited to launch a new online work tracking solution on Monday, May 9th, 2016.We have worked closely with the IT Department to compile a list of primary contacts for each location. The purpose of identifying key people is to avoid duplicate work orders, and keep the requests centralized in each school, building and/or program.
How This Will Help You:
Now you will see what is occurring at your locations concerning current and historical work.Work may be routed to you for fast, online approval vs. calling or emailing the Buildings and Grounds. Emails will also be used to inform you of status updates on work requests, plus we are providing easy searching and reporting abilities.How You Can Get Help:
In our website’s Employee Portal, links, videos and guides will be available in the “Buildings and Grounds” page under “Departments”Links for “Help” will also be available in the new work order system at the tops and bottoms of webpages with
- Email, Phone, Chat support
- “How To” Guides, Videos and other Resources
Announcement ToIT Template:
Why This Message:
VERY BRIEF SUMMARY OF WHAT IS OCCURRING
How Users at the Sites and Our Department Will Get Help:
ANY PROCESSES YOU AND YOUR VENDOR HAVE BEEN DOING THAT WILL HELP I.T. OR KEEP THEM INFORMEDLinks will be available at the tops and bottoms of SchoolDude’s system with
- Email, Phone, Chat support
- “How To” Guides, Videos and other Resources
Other Details of Importance:
WORK WITH YOUR VENDOR ABOUT ANY RELEVANT DETAILS TO EASE I.T.’s CONCERNS SUCH AS SECURITY, DEPARTMENT IMPACTS, ETC.SUMMARY OF HOW YOU ARE COMMUNICATING CHANGES AND PROVIDING ASSISTANCE TO DEFLECT IMPACTS ON I.T.
Thank you for your help, and we look forward to providing the highest level of service with this new system.
/Announcement ToIT Example:
Why This Message:
The Transportation Department is transitioning away from paper forms to online management of vehicles and drivers for trips.We wanted to inform your team of this change in case you should receive communications concerning this.We are preparing to launch a new, SaaS-based work order system called “TripDirect” by SchoolDude” on August 15th that will operate across multiple web browsers, has no limitations on seats or licenses, includes upgrades, and provides support for all personnel.
How Users at the Sites and Our Department Will Get Help:
We have been working on updating our website’s Employee Portalwith links to the SchoolDude site and tips will be available in the “Transportation” page under “Departments”Links will be available at the tops and bottoms of SchoolDude’s system with
- Email, Phone, Chat support
- “How To” Guides, Videos and other Resources
Other Details of Importance:
Authentication into SchoolDudesystem will be using an employee’s email address and an individual password. For certain employee types, we will also be using a global “submittal” password for a final layer of security.Users will have the ability to reset their password. We will have the ability to reset the global password and also be able to trigger a reset of auser’s password.
The Transportation Department pages in our website’sEmployee Portalare being updated to assist in the transition process to contain URLs to SchoolDude and for help documentation.
Thank you for your help, and we look forward to providing the highest level of service with this new system.
Announcement To Internal Department Personnel Template:
Why This Message:
EXPLAIN A CHANGE IS COMING AND WHY IT IS IMPORTANTWhat is Happening:
GIVE A BRIEF STATUS UPDATEHow Will This Affect You:
WORK WITH YOUR VENDOR ON ANY TIPS TO EASE WHAT YOU KNOW WILL BE YOUR STAFF’S FEARS AND CONCERNSHow and Who Will Provide Help:
REFERENCE ANY MATERIALS YOU HAVE ON WEBSITES, BULLETIN BOARDS, ETC.MENTION HOW THEY WILL GET HELP IF THEY NEED IT
Thank you for your help. We look forward to providing a higher level of service and improving communication with this new system while reducing the impacts we have typically dealt with in our old processes. /
Announcement ToInternal Department Personnel Example:
Why This Message:
The Buildings and Grounds is officially announcing to the schools and to the programs about the official retirement of the current work order form. Work orders will soon be coming online into Work Control directly from siteemployees via “SchoolDude” starting on August 1st. Our goal is begin reducing the emails and phone calls as more people start to submit work requests online vs. contacting Work Control.What is Happening:
We have worked closely with the IT Department to compile a list of personnel that will be authorized to submit or approve work requests from their specifically assigned locations into the Buildings and Grounds. The purpose of those key people will be to avoid duplicate work orders, and viewlive updates of their requests vs. contacting us.The Buildings and Grounds Department page in our website’s Employee Portalare being updated to assist in the transition process with updated links to SchoolDude and help documentation. If you are contacted by staff concerning work, you may direct them toward that website.
How Will This Affect You:
a)Less “hallway stops”. Now that users have an online option, you can advise people to use that option so we do not run the risk of letting their issue get delayed or fall through the cracks.b)We will work with you on your preference of “how do I get my work?” We understand some of you will prefer hard copies, some of you will want to access from a computer, and some of you will want to use a smartphone or tablet. We will accommodate for all 3 approaches for now.
c)For users wanting online access, you will receive an email with instructions
d)The sites will be submitting their own requests, and hopefully will be more descriptive than in the past, including the ability to attach a photo or other file about the issue
e)Online users may send a message from the work order to the person who submitted the request if they need clarification or wish to follow up
f)Everyone will be able to see comments in an “Action Taken” field if you need to communicate about what is, or did happen, about the work order
g)It will be easier to share work and communicate with co-workers on larger work items
h)The sites will have easy searching and reporting of work for their site, plus the ability to print a work order for you if needed
How Users at the Sites (and the Buildings Grounds) Will Get Help About SchoolDude:
In the our website’s Employee Portal, links to the SchoolDude Work Order site and tips will be available in the “Buildings and Grounds” page under “Departments”.Links are available at the tops and bottoms of the new work order system’s webpages with:
- Email, Phone, Chat support
- “How To” Guides, Videos and other Resources
Thank you for your help. We look forward to providing a higher level of service and improving communication with this new system while reducing the impacts we have typically dealt with in our old processes.
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