Current project: Zoom Telephony

Starting in 2025, telephony on Zoom will gradually become the new professional telephony system at UNIGE, replacing the current Cisco solution, which has become obsolete. Even if our phones are still working well for the time being, the underlying technology can no longer be updated and maintained and therefore needs to be replaced. The chosen solution aims to simplify communication by integrating telephony, videoconferencing, and chat into a single application: Zoom. As part of this transition, each individual with a personal line will have the option to choose between a headset or a physical telephone. The phones not assigned to individuals (e.g., in laboratories), will instead be replaced by fixed phones compatible with Zoom. All current phone numbers will be retained. The migration will take place over two years (2025-2026), site by site.

why zoom ?

Simplicity: A single tool for all communications—telephony, online meetings, and chat.
Multi-platform compatibility: Supports Windows, Mac, Linux, iOS, and Android.
Flexibility: With the Zoom Workplace mobile app, working on the go or remotely has never been easier.
Intuitive features: Zoom’s user-friendly interface ensures smooth navigation between its numerous features, such as searching for contacts through the integrated UNIGE directory, sharing documents directly via chat during calls, optimized screen sharing with Zoom Meetings, and an enjoyable messaging experience.
Security: Zoom complies with Swiss legal standards for data protection, with end-to-end encrypted conversations.
Existing adoption: According to a survey conducted at UNIGE, 96% of staff members are already using Zoom.

why adopt the Headset ?

As part of this migration, all staff will have the opportunity to transition from desk phones to headsets, benefiting from numerous advantages:

Hands-free operation, allowing you to continue your activities uninterrupted.
Enhanced comfort in your workspace, with the headset offering noise isolation—a significant asset, especially in open-plan offices.
Optimal use of telephony and meeting services through the Zoom application.
The ability to work remotely under the same conditions as in the office
Significant budget savings for the institution, as the headset costs half as much as a physical telephone;
Notable energy savings, as the headset consumes on average 15 times less energy than a physical telephone;

For all these reasons, the use of a headset is recommended. The personal choice of headset or physical phone will be made via a form sent prior to the actual migration of each site.

Estimated execution schedule

The site located at 66 Bvd Carl-Vogt serves as the pilot site. The effective migration dates may be adjusted based on the ease of access to offices at each site for necessary connections and the number of phones to be implemented.

> See the migration process schedule for the pilot site

CONCRETE MIGRATION PROCESS IN 5 PHASES

Preliminary Information Phase:
Users at the designated site are informed about the key aspects and milestones of their telephony migration to Zoom. Staff are also briefed on the use of upcoming telephony equipment to help them decide whether to opt for a headset or a desk phone. Support documentation is made available online ahead of the migration to familiarize users with Zoom telephony and headset usage.
Selection Phase:
Users choose between a headset and a desk phone for their personal line. A form is sent by e-mail to all site employees. Those wishing to keep a desk phone indicate their preference by responding to the form, while non-respondents automatically receive a free headset.
Migration Preparation Phase:
Expert engineers count the required number of desk phones and headsets and prepare for the effective migration.
Migration Phase:
The "Phone" icon is added to the Zoom Workplace platform for staff without requiring a user update. A team of engineers and electricians carries out the replacement of phones and connections, working office by office.
Post-Migration Phase:
A dedicated hypercare support team addresses user queries, and expert engineers make necessary adjustments.

CO-EXISTENCE PERIOD OF THE 2 TELEPHONY SYSTEMS ZOOM AND CISCO

As the migration will be carried out gradually during 2025-2026, the two systems, Zoom and Cisco Jabber, will co-exist for two years. Staff who have migrated to Zoom will still be able to call their colleagues on Cisco and vice versa, without any action required from users.

However, two key changes should be noted:

Telephony: Zoom calls are audio-only, without video.
Zoom calls are audio-only, with no video. As a result, calls between the two telephony systems (Cisco and Zoom) will also be audio-only.
Video option: From the Zoom app, users can switch from a phone call to a Zoom video meeting with just one click.
New Zoom-compatible desk phones do not have an integrated video camera.
This configuration provides increased flexibility, allowing users to choose between simple audio communications and more complete video interactions depending on their needs.
Chat: Chatting between the Cisco Jabber app and Zoom Workplace is not possible.
It is only possible to chat within the same app, as chosen. It is therefore recommended for those who have migrated to Zoom to temporarily keep their Cisco Jabber app for chat in order not to miss any discussions with colleagues still on Cisco.

DOCUMENTATION & Training

A file dedicated to user documentation is available since the beginning of January 2025.
Face-to-face training sessions will be offered. The first took place at the end of January January 28 for the Carl-Vogt pilot site.

Frequently Asked Questions

Have a question about transitioning to Zoom Phone? About the co-existence phase of the telephony systems? Or about using the headset? Check the Frequently Asked Questions.

PROJECTS