Agile working: a better digital experience for all

Hands typing on keyboard

A massive programme of works to bring aging hardware and software up to date is taking place over the coming months – and the Trust needs your help to make this happen!

We all have access to Microsoft Office and a Trust email account. Currently, there is a mix of computing devices, including shared PCs at stations, desktop PCs, laptops and tablets.

This year we will start the refresh by replacing our old exchange email system. We are moving to a new system that complies with NHS standards and lets us move us away from NHSMail.  This will give you a state of the art email system, with better security, less clutter and quicker ways of handling your mail.

This will be followed by a second phase focused on changing how we collaborate and store our documents and knowledge; to improve and unify the technology you have and to deliver a digital workspace that is a better fit for work.

Known as agile working, this second phase will help the Trust meet the demands of a modern, mobile health care provider, especially in a geographically-challenged organisation. This will include rolling out virtual meetings, mobile access and anytime, anywhere collaborative working. Most importantly, it will give us all the latest technology, with the benefits this brings. For the more technically interested, it is based on Microsoft Office 365.

However, our priority is to migrate email effectively, quickly and with minimal disruption. To do this it is essential that all staff do some housekeeping on Outlook to clean up your old and large emails:

  • large messages need to go first!

In most cases you’ll find  20 per cent of your mailbox items account for 80 per cent of the actual size of the mailbox. Please schedule some time this week to clean your inbox and PST files. If you are using Outlook 2010 or later:

  • click on the ‘file’ tab then ‘info’
  • choose ‘cleanup tools’ on the drop-down button
  • choose ‘mailbox cleanup’.

  • In the dialog that pops-up, select Find items larger than and set the value option to 2048 KB (which is 2 MB). You could even try reducing this to 1024 KB (1 MB)

  • Review all the emails that are shown and delete old items including archived emails and those emails which have ‘expired’
  • Next, reduce the number of documents stored in your email folders by moving email attachments to your N or the P Drive
  • As a matter of good practice, see if you can reduce your inbox to less than 200 items. Research shows that inboxes with 80 items or less are far easier to manage. If you need to keep them then move them into sub folders or save attachments as above
  • It is also good practice to eliminate clutter. This is something that the new system will help you with, but you can make a start by ‘unsubscribing’ from external content you no longer wish to receive.
  • Be ruthless! Don’t hoard!

We plan to move the email system late summer and early autumn, so need everything to be as clean as possible by then.

We’ll be providing more information about the timescales for your individual email migration and what you can expect to change and improve over the next couple of weeks. We will then let you know more about the agile working project and any new devices.

If you have any questions or comments, please pop them below this article for IM&T colleagues.

Published 10th August, 2017

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