As we reach the final stage of the Skype telephony roll out, we’re about to start removing desk phones*. We have over 1500 staff members now on Skype telephony, increasing to over 1900 by end of the roll out.
We want to ensure removal of phones is as smooth a process as possible and we minimise potential risk or disruption to your services, therefore we’ll be adopting a phased approach to this process over a four-week period.
*Note: With the exception of Family Services, who are on a separate timescale for the removal of the desk phones. Communication will be issued to their teams separately within the next three weeks.
What do you need to know
Four weeks prior to removal of the phones, Services will be sent a spreadsheet which will include details of phones which are exempt from removal:
•each service will need to review the data and ensure all telephone numbers used for duty lines, cisco call centres and general customer enquiry lines have been captured on the exemptions spreadsheet
•in line with this, services will need to agree on the number of phones that will be retained as part of the business continuity dependent on a set of criteria.
Three weeks prior to removal, the desk phones will be disabled remotely. Services will have the opportunity over a period of two weeks to inform us of any phones which have been switched off in error via firstname.lastname@example.org
This process will provide extra assurance that:
•business critical phones are not disposed of when the phones are physically removed
•all staff members in scope are enabled on Skype and have the capability to utilise it
•a support plan is in place to guide everyone towards adopting more collaborative working practice using skype, for example setting up of team call groups. This will ensure no business-critical calls are missed.
One week prior to removal, all data collated from services will be reviewed and a plan co-ordinated with IT and services to agree timescales for removal of the phones. This will be followed by an email to confirm the agreed dates and final process for the removal:
•phones which are exempt from removal will be labelled, to ensure IT remove the correct phones
•phones will be removed floor by floor on predetermined dates
•removal will take place outside of working hours where possible to avoid disruption to services