Assignment-1-3 Business Communication Writing Style 1

John Bryan Spillman COM320-F5FF [email protected] Article 1 – Wintel Server Maintenance Communication

 In my honest opinion, you cannot determine who this addressed to. It doesn’t really

define anyone in particular. It’s more like a statement email than an individually

addressed one.

 The tone of the communication is rather boring and strict. I feel that the communication

leads someone to not want to do what is being asked of them.

 I personally know the audiences have different needs because of the lack of attention

most people have while reading emails. Most readers got to the bottom of the first

paragraph and stopped.

Article 2 – WSUMI Implementation

 I wrote this email, so I knew it was to the people I addressed it to. They are in the TO:

field on the printout. It looks to provide some feedback and insight on this project.

 The tone I tried to reflect while writing this document was concern. This is a high risk

project and I wanted to show the management the lack of responses we are receiving

while trying to incorporate this.

 In this case, I believe I addressed the needs section by identifying the sections that would

pertain to the different support groups. Assignment-1-3 Business Communication Writing Style 2

The IMAP before and after documents definitely left you with an obvious choice to why

the IMAP method is the better option. The IMAP style of writing allows for quick skimming

of the article, to get to the information needed with out being lost in a sea of text. I can also

see why this would be the preferred method of writing for military branches. It can easily be

followed by people of varied intelligence levels. Being a business professional, I love the

IMAP style for obvious reasons. The time saving element alone is enough to sell me, the

IMAP website had a nice demonstration showing approximate time and money saved per

year. Assignment-1-3 Business Communication Writing Style 3 Assignment-1-3 Business Communication Writing Style 4

Subject: 2009 Wintel Server Maintenance Communication Windows Server Operations has been working with the Production Assurance Leadership Team as well as the NSC PAC in establishing a 2009 Windows Server Maintenance Schedule. The Maintenance Schedule will serve as a significant pro-active effort to ensure standard, repeatable processes while helping to achieve server currency, incident avoidance and unplanned outages.

As part of the initial process, all Server Technical Contacts are being asked to update their server(s) classification/role by going into SID (Server Information Database) via the link provided. When the server's classification is selected, a drop down box will appear requesting selection of a Maintenance Window. Please select the maintenance window that will have the least impact to your environment. If you are unsure of the server's classification and/or maintenance window it is your responsibility to check with the Application owner(s). Compliance is mandatory. We must have these records updated by 02/28/2009. If we do not have your information by this date, a server designation/maintenance window will be chosen for you based on the current information in SID.

The selection window for server designation is from 2/01/09 through 2/28/2009.

These windows are based upon requirements agreed upon by the lines of business through the WSUMI project initiated by Windows Server Operations to address server currency. The maintenance window selection you make in SID will be used for performing software update activities that maintain server currency, compliance, and enhance the environment.

Upgrades will be completed to maintain the recommended level of code, support new features and address any software bugs or vulnerability. Project work and the replacement of any hardware that would cause impact across multiple lines of business will also be scheduled during this time. All activities that are performed during the maintenance window will follow the standard change procedures and approvals.

Thank you.

Important Links

Server Information Database: Link

Server Information Database Everything View: Link

Server Information Database Contacts View: Link

Server Contact Search: Link Assignment-1-3 Business Communication Writing Style 5

Server Information Help Guide: Link

Subject: WSUMI Implementation \ Builds \ Window Selection.

The WSUMI project is scheduled to run 3 times per year, and will bring servers up to the latest tested build excluding some differences between Applications, Firmware, and Drivers.

I know this will create additional work for the team that builds the Builds.

For Example: Nationwide - Build 9.1.1 This brings all the Operating System service packs, patches, firmware, drivers and NSC applications to a certain level. This build would be different from the builds that are maintained via the WSUMI process.

With the implementation of WSUMI there will be a need to maintain several more build templates until we get through this cycle a few times.

1) Patch Cycle 001 - Microsoft Service Packs and Patches. 2) Patch Cycle 002 - Microsoft Service Packs and Patches, Hardware Drivers and Firmware updates.

3) Patch Cycle 003 - Microsoft Service Packs and Patches. NSC Applications and Tool updates.

I don't believe the build team is aware of the need to create these builds, and it's getting very close to crunch time. I also proposed we incorporate some sort of detail to the Build stamp that gets put on these servers.

For Example: NSC Build 9.2.001, NSC Build 9.2.002, NSC Build 9.2.003,

The 001, 002, 003, represent the WSUMI cycle where the server was last updated, along with the Build level it's close too. I am very open for suggestions, but that is all I could think of right now.

I might be thinking too far in the future though, we still have a very low turnout for maintenance window selections. Please note the "% Not Edited" column does not include the general exceptions for ESX, Domino, Domain Controllers, or other Infrastructure servers. These will applied when the SID buttons are created to mass select and approve exceptions for these servers. SERVER TEAM Server Classification (from MW Section) Server Counts % Not Edited NSC-WINDOWS-SERVER-SUPPORT Total Count Of Servers: 2069 88.21 Development 23 Disaster Recovery 10 Production 188 Test 23 (Not Edited Yet) 1825 SERVER TEAM Server Classification (from MW Section) Server Counts % Not Edited NSC-SERVER-WINDOWS-APPHOST Total Count Of Servers: 962 96.99 Disaster Recovery 1 Assignment-1-3 Business Communication Writing Style 6

Production 25 Test 3 (Not Edited Yet) 933