OVES Training — Communication Templates¶
Why these templates?¶
These templates exist to:
- Keep announcements consistent — Everyone gets the same key information (topic, date, time, facilitator, materials) in a clear format.
- Save time — No need to draft a new message each time; fill in the inputs and copy.
- Meet requirements — The structure reminds you of notice rules (e.g. Priority 1 must be posted by Monday) so nothing is missed.
- Support different session types — Sporadic sessions (product launches, AI training) need full announcements; regular sessions (refresher, digitization) need shorter reminders.
How to use: Fill in the inputs for your session type, then copy the post into your Teams channel. The greeting uses @OVES Training to tag the channel so all members are notified.
Priority 1: Product Manager Sessions — 2-Day Notice Required
Product Manager Sessions (Priority 1) must always be announced at least 2 days in advance.
For any Wednesday session, the announcement must be posted no later than Monday so participants can plan accordingly. This is a mandatory requirement.
Which Template to Use?¶
| Category | Cadence | Template | When to Post |
|---|---|---|---|
| Product Manager Sessions (Priority 1) | Sporadic | Sporadic (full) | No later than Monday (2 days before Wednesday) |
| Commercial & Marketing | Sporadic | Sporadic (full) | 3–5 days ahead |
| AI Skills & Adoption | Sporadic | Sporadic (full) | 3–5 days ahead |
| Refresher & Onboarding | Regular | Regular (short) | Weekly or as needed |
| Digitization Skills | Regular | Regular (short) | Weekly or as needed |
Sporadic = One-off or occasional sessions; full announcement each time.
Regular = Recurring sessions with standing calendar invite; shorter reminder post.
Notice requirements summary¶
| Priority | Category | Minimum notice | Deadline for Wednesday session |
|---|---|---|---|
| 1 | Product Manager Sessions | 2 days (mandatory) | Monday |
| 2 | Commercial & Marketing | 3–5 days recommended | As scheduled |
| 5 | AI Skills & Adoption | 3–5 days recommended | As scheduled |
| 3, 4 | Refresher & Onboarding, Digitization Skills | Standing calendar invite | N/A |
Template A: Sporadic Sessions (P1, P2, P5)¶
Use for Product Manager, Commercial & Marketing, and AI Skills sessions. Full announcement with facilitator and materials.
Priority 1 (Product Manager) sessions
If this is a Product Manager Session (Priority 1), you must post by Monday for a Wednesday session. The 2-day notice requirement is mandatory.
Fill 5 inputs¶
| # | Input | Your value | Example |
|---|---|---|---|
| 1 | {{TOPIC}} |
What the training is about | Launch of New E-3 Pro |
| 2 | {{DATE}} |
Wednesday's date | Wednesday, 23 April 2025 |
| 3 | {{FACILITATOR}} |
Who's leading | Elsa Lin |
| 4 | {{TIME}} |
Start time | 11am |
| 5 | {{MATERIALS}} |
attached below / available at: [link] | attached below |
Copy this post¶
{{TOPIC}}
Hello @OVES Training,
Today's training will cover {{TOPIC}} and will be led by {{FACILITATOR}}.
Date: {{DATE}}
Time: {{TIME}} EAT
Materials: {{MATERIALS}}
Please plan to attend. Have a productive day ahead.
Template B: Regular Sessions (P3, P4)¶
Use for Refresher & Onboarding and Digitization Skills. Shorter post — these have standing calendar invites; use this when you want to remind people of this week's topic.
Refresher & Onboarding audience
Refresher & Onboarding sessions are for those responsible for onboarding — those in charge of operations and commercials in each country — not everyone.
Fill 4 inputs¶
| # | Input | Your value | Example |
|---|---|---|---|
| 1 | {{TOPIC}} |
This week's topic | Navigating Microsoft Teams |
| 2 | {{SERIES}} |
Refresher & Onboarding / Digitization Skills | Refresher & Onboarding |
| 3 | {{DATE}} |
Wednesday's date | Wednesday, 2 April 2025 |
| 4 | {{TIME}} |
Start time | 11am |
Copy this post¶
{{TOPIC}}
Hello @OVES Training,
This week's session covers {{TOPIC}}. Part of our regular {{SERIES}} series.
Date: {{DATE}}
Time: {{TIME}} EAT
Please plan to attend. Have a productive day ahead.
Optional: Add facilitator or materials¶
If this week has a guest facilitator or materials to share, add:
Led by {{FACILITATOR}}. Materials: {{MATERIALS}}
Example: Regular session post¶
Navigating Microsoft Teams
Hello @OVES Training,
This week's session covers Navigating Microsoft Teams. Part of our regular Refresher & Onboarding series.
Date: Wednesday, 2 April 2025
Time: 11am EAT
Please plan to attend. Have a productive day ahead.
When to post
Regular sessions have standing calendar invites. Use this template when you want to post a weekly reminder in the channel, or when the topic changes (e.g. monthly rotation).
Reminder Post (Day Before)¶
Fill: {{TOPIC}} · {{DATE}} · {{FACILITATOR}} · {{TIME}}
Reminder — {{TOPIC}}
Hello @OVES Training,
A quick reminder: tomorrow's training on {{TOPIC}} will be at {{TIME}} EAT, led by {{FACILITATOR}}. Please plan to attend.
Have a productive day ahead.
Example: Filled-In Post¶
Launch of New E-3 Pro
Hello @OVES Training,
Today's training will cover Launch of New E-3 Pro and will be led by Elsa Lin.
Date: Wednesday, 23 April 2025
Time: 11am EAT
Materials: attached below
Please plan to attend. Have a productive day ahead.
Then attach your PowerPoint to the post.
Attaching Materials for Pre-Session Review¶
When you want people to review materials (e.g. a PPT) before the session:
Option A: Attach to the post¶
- Write your post and set
{{MATERIALS}}to attached below - Before sending, click the paperclip icon below the message box
- Attach your file(s) — they will appear below your message
- Send
People can download and review the materials as soon as the post goes up.
Option B: Share a link¶
- Upload the file to SharePoint or a Teams channel first
- Get a shareable link (right-click file → Share → Copy link)
- Set
{{MATERIALS}}to available at: [paste link] - Paste the link in place of
[paste link]
Use links for large files or when you may need to update the file (everyone sees the latest version).
Optional: Ask people to review before the session¶
If you want people to read or watch materials beforehand, add this line before the sign-off:
Please review the materials before the session so we can make the most of our time together.
Example:
Materials: attached below
Please review the materials before the session so we can make the most of our time together. Please plan to attend. Have a productive day ahead.
Why Include the Date?¶
Including the date (e.g. Wednesday, 23 April 2025) helps because:
- Clarity — When posted on Monday, it's clear which Wednesday
- Archives — When people scroll back, the date stays visible
- Calendar — Easier to add to calendar or forward
- Month boundaries — Removes ambiguity at the start or end of a month
Checklist Before Posting¶
- [ ] Chose the right template (Sporadic vs Regular)
- [ ] Replaced all placeholders (5 for Sporadic, 4 for Regular)
- [ ] Confirmed the correct date and time are included
- [ ] Materials attached or link added (if applicable)
- [ ] Priority 1 (Product Manager) only: Confirmed posted by Monday — 2-day notice is required
- [ ] Posted in the correct channel (e.g. OVES Training)