Cloud Adoption Toolkit
Email templates to kick start a communications plan and keep teams informed throughout a cloud rollout
Email and announcement banner templates for introducing Atlassian Cloud products
The success of your cloud migration hinges on your teams actually adopting the new cloud products. At this point in your migration, you’re likely aware of the importance of thoughtful communications as part of your change management plan. Teams will need to hear the message multiple times and in multiple ways, before making a change. Allowing your teams the time they need to get comfortable with the new change will ensure they are open to it and prepared when the rollout takes place. When the message comes from someone they trust, they will be more likely to listen.
To help you get your teams up and running on cloud sooner, we’ve created a set of modifiable email and announcement banner templates you can use to inform your teams about your cloud launch.
What are announcement banners?
Announcement banners are attention-grabbing notifications positioned at the top of Atlassian product user interfaces, providing users with essential information in a prominent and easily accessible manner. Configuration of announcement banners can be performed by admins or individuals with appropriate admin privileges within Atlassian Cloud products (Jira Software and Confluence) and Server and Data Center products (JSW and Confluence).
When to use these templates
These email and announcement banner templates are to promote adoption of the new cloud products before and during the launch of your migration. These email templates are not to drive awareness of the migration itself. At this point in the process, you should have already communicated about the migration with your teams during the previous phases (assess, plan, prep, test, and/or migrate). At a minimum, one month prior to launch, your users should be aware that a migration is happening, when it is happening, and why. For guidance on what to communicate during the earlier phases, please reference Cloud migration toolkit.
How to use these templates
- Determine which channel you will use to communicate with your users. These templates are designed as emails and in-product announcement banners, but if you choose to use MS Teams, Slack, or another platform, you’ll want to update the copy accordingly.
- Copy the template provided below and paste it into a new email message, an announcement banner, or any communication tool of your choice.
- Customize the [ placeholder text ]. You’ll notice multiple areas to customize the product name (Jira Software Cloud, Confluence Cloud, Jira Service Management Cloud etc.). Depending on which product(s) you are launching, you should update the text.
- Add additional context to help your users understand how and why your organization is adopting Atlassian cloud products.
- Remove any content that isn't relevant to your users.
- When using email templates, send the emails to your users, inviting them to try the new products and provide feedback by replying to the email.
TIP: Consider customizing these templates further for specific functions or departments who may have a different level of awareness of the change. For example, if you're rolling out Confluence Cloud to the finance team for the first time, they’ll need a different message than if you're rolling out Jira Software Cloud to development teams that have been using Jira Server for years.
Communication is an ongoing journey
The email templates below are designed for a point in time - the introduction of your Atlassian cloud products. Once your users are up and running, they won’t need as frequent communication. That being said, it’s also not advised to go radio silent. We recommend sending a monthly or quarterly newsletter to your users to inform them about new features that have shipped, insights and success stories from across your organization, and additional use cases to expand how your teams think about their Atlassian products. If you’re already sending an IT newsletter with updates across your toolset, this could be as simple as embedding Atlassian-specific changes into your existing newsletter.
TIP: Subscribe to the Atlassian Cloud Roadmap to be informed of new cloud features that have shipped and are coming soon, so you can prepare your users.