Across the business we are using several platforms including Skype for Business, Microsoft Teams, Zoom and Live Storm Webinar software. As we are adapting rapidly to our emerging technology requirements, I wanted to provide an update on our Group approach to these.
Introduction of Microsoft Teams
While there are technical challenges with migrating to Microsoft Teams during this heavy period of remote working without risk to operational impact, we are confident that we can enable a first stage migration of video meetings to Microsoft Teams.
Stage 1 – Skype for Business retained for Skype to Skype audio calls, telephone calls, audio conferencing and chat as now, with Microsoft Teams used for video meetings. We expect this to be available within 4–8 weeks for all GC users.
Stage 2 and 3 – all workloads migrated from Skype for Business to Microsoft Teams. This will take place in later months.
We will update you on timescales and more detailed information for migration to Microsoft Teams in a couple of weeks.
Using zoom
There have been media reports highlighting security issues with the Zoom platform. Zoom has responded by releasing new guidance on security improvements for its paid licence versions. It is advised that if you have a paid licence that you follow this guidance.
While we recommend using Skype for Business where possible we understand that a flexible approach is required during these times. Therefore, we have made a tactical decision to purchase several temporary licences for Zoom to aid better collaboration whilst migration to Microsoft teams, as our new default video conferencing tool, takes place.
Zoom should not be used for meetings where sensitive information will be shared i.e. personal information, or for meetings that are classed as “classified” in alignment with current government advice on using this platform.
Further information on temporary zoom access will be sent out over the next few days via your business area.
LiveStorm Webinar Software
As we seek to deliver activity in new ways, we have also successfully trialled LiveStorm Webinar Software. This is an effective platform for delivering events, seminars and Q&A panel discussions. Further advice, guidance and support on how to deliver events using this platform is available from Group Marketing, with guidelines to follow.
Finally, I wanted to take this opportunity to remind you what technology is already available to you:
Audio conferencing and merging calls on your company mobile – you can set up an audio conference call and merge calls of up to 10 people on your company mobile by following these instructions.
Sharing your screen on Skype for Business – to share your screen with your colleagues using Skype for Business, simply click on the share content button at the bottom of your instant message window highlighted below and select 'share my desktop'. You will get a pop-up message notifying you that everyone will be able to see everything on the monitor you choose. Select OK. Your screen will then have a yellow border around it and your colleagues will be able to see everything you view on the monitor.
Privacy settings on Skype for Business – there are meeting options available to you in Skype for Business to enable privacy and confidentiality. These options enable you to have granular control of the Skype for Business meetings such as who is directly allowed to attend, whilst also managing features such as disabling items like instant messaging. To learn more about these meeting options, please read this guide.
Sharing folders and documents via OneDrive – you can either share individual documents or folders to people inside and outside of the organisation. Sharing and collaboration enables you to edit the same document at the same time live. Click the links below to see tips on different sharing options available to you:
- Share a folder within the organisation
- Share an individual document within the organisation
- Share files with anyone
As all our meetings need to be virtual until further notice, it is important that you are aware of best practice so that our clients and colleagues have the best video meeting experience we can deliver. Here are some etiquette tips for video meetings.
Introducing SOS message feature on company mobile phones
We have introduced ‘send SOS Message’ which allows you to share your location, visual and auditory surroundings recordings with a chosen contact, in case of an emergency. Once enabled, you simply press the power button three times quickly to send your message. Here is a step by step guide on how to set it up on your mobile.
Dominic Delsoldato
Head of IT