,

Six ways to get the most from Microsoft Teams

May 18, 2020

 

With increasing numbers of our clients using Microsoft Teams, we take a look at how it can help companies in their day to day business, and how to use it effectively.

 

 

1.      Use as a single hub for all your work

Microsoft Teams has been designed so that almost anything you want to do in an office from writing/sharing documents to making phone or video calls can be done from within Teams.

The companies who get the most from it work within Microsoft Teams whenever possible using the integrated apps. This includes keeping communication for each project within Microsoft Teams so it can be easily accessed, as well as storing all documents within the Teams environment.

2.      Utilise Channels to ensure information and communication is organised effectively

Within Microsoft Teams a ‘Team’ is a group of people bought together for a piece of work, a project etc., while ‘Channels’ sit within a Team for specific topics.

Within a Channel, Team members or subsets of a Team can hold meetings, post messages, email (all or specified members of the channel), work together on documents etc.  People from outside the organisation can also be invited to Channels, with appropriate access depending on the circumstances. This enables a wider team to work together on a piece of work, for example organising an event, or editing a document.

Because all communication is kept within the Channel, it is easy to access previous documents, chats and emails, increasing efficiency.

3.      Collaborate in Real Time

This is where Microsoft Teams really begins to shine. It is now possible to have a number of people work on a document simultaneously in real time, with each person’s edits and comments being flagged against their name. This eliminates the need for each person to make their changes individually, making the process of producing documents quicker, more efficient and more interactive.

4.      Hold face to face meetings from the comfort of your own home.

Microsoft Teams is by no means the only way to hold video meetings with your team, client or suppliers, but our view is that it is one of the better ways.  The encryption Microsoft uses for Teams is superior to many of its rivals (and yes better than Zoom’s in our opinion), plus the way the software handles noise is more natural with the camera not redirecting to whoever coughs! Plus of course, the software integrates with other Microsoft Apps intuitively.

5.      Take time to investigate the apps available within Teams

Creating a plan? Have a look at Planner.

Need to know when your next meeting is? Ensure your calendar is synced into Teams

There are so many native and 3rd party apps available within Teams that it can get a little confusing at times. However, with a little research it is likely that you’ll find many of the familiar apps you have used elsewhere, plus a few useful ones that you haven’t.

6.      Work from anywhere.

Perhaps one of the most important features of Microsoft Teams currently is the fact it can be used from anywhere on practically any device, with apps available for Windows, Mac, Android and IOS. This enables work to continue whether your Team is based in the office or at home or a mixture of the two.

Of course, it is vital when using Teams that security is at the forefront of your mind, so the ways your employees will access it should be discussed with your IT specialist whether they are internal or external.

 

In conclusion

If Microsoft Teams is used effectively our view is that it has the ability to increase efficiency and collaboration in the workplace.

This isn’t to say that there aren’t potential pitfalls because there are, predominately around back-up, syncing and security – you can find more details of these in this blog.

Our advice would therefore be that if you think that Microsoft Teams could benefit your business, then involve your IT expert (internal or external), to ensure that it is set up in a way that enables you to take advantage of the benefits without exposing your business to the risks. If you would like to talk to the Premieredge team about how we could help with this, then please give us a call on 01275 400 300.