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ERP Go-Live Communication Plan Prompt

Claude ↗ChatGPT ↗Gemini ↗

Prompt

You are a project manager preparing for an ERP go-live.

Go-live details:
[DESCRIBE: System going live, date, modules/departments affected, planned downtime window, cutover approach (big bang / phased), key contacts for issues]

Draft the communication plan including:
1) Pre-go-live email (1 week before) — what's changing, what users need to do to prepare, training resources
2) Countdown email (1 day before) — final reminder, downtime window, who to contact with questions
3) Go-live announcement (day of) — system is live, where to log issues, support resources available
4) Post-go-live check-in (1 week after) — how is it going, where to report ongoing issues, FAQ based on common early questions
5) Issue escalation matrix — who to contact for different types of issues (system access / data errors / training / process questions)

Output: Four email drafts + escalation matrix. Tone: Clear, reassuring, practical. Users should feel supported, not anxious.

Why it works

The 'users should feel supported, not anxious' tone instruction prevents the communications from reading like IT announcements and ensures they address the human side of system change.

Watch out for

Risks: Go-live communications must be accurate on timing, downtime windows, and contact information — incorrect details undermine confidence at a critical moment. Control: Project manager and IT lead review all four drafts before distribution.

Used by

IT & Ops TeamsHR TeamsExecutives