How to use Microsoft Teams in a business

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A worthy heir to Skype Enterprise, Microsoft Teams is a software that redefines the way businesses and their employees work remotely. When working remotely, MS Teams makes it much easier to collaborate and communicate with likeminded colleagues.

However, to truly benefit from the implementation of Microsoft Teams within an organization, it is essential to use its many features correctly, including private chat, conversations, virtual meetings and calls, to name a few.

Here is a short guide to using Microsoft Teams to the fullest in a business.

Communicate effectively with colleagues using Microsoft Teams

With MS Teams, you can create work teams based on the organization of a project and the related tasks.

Within each team, channels are sections that organize conversations so that members working on a specific part of a large project can collaborate without involving the entire team.

Users can use channels to chat, share files (Word, Excel and other files using Microsoft 365), hold meetings and share their screens. All content is saved online and easily accessible.

Like teams, channels can be private or public. Conversations, files and notes on the different channels are only visible to team members who have permission to participate in those channels.

Here are just a few tips to effectively communicate on MS Teams.

Make sure to tag your recipients

If you want a quick response from a colleague, simply tag them in your message with the “@” symbol. This will notify them and they will quickly become aware of your message.

Ask participants for permission before inviting new users to a conversation

Users invited have access to all content that was shared in a conversation. To protect your company’s confidential data or private information, ask your colleagues or IT service departments for permission before inviting external users to collaborate on Teams.

Improve calls and meetings using Teams

When remote working, Microsoft Teams can help improve your business meetings and even your training with an online meeting feature for up to 10,000 users.

Online meetings can include anyone inside or outside of a company. This feature also includes scheduling assistance, note-taking assistance, file uploads, and chat during meetings.

Here are some tips to follow during online meetings on Teams.

Avoid video calls if your internet connection is weak

Although video calls are more efficient than audio conversations, you should avoid using this feature if your internet connection is slow or unstable. Otherwise you may have difficulty displaying a clear image.

That said, with Teams, as long as there is at least 1.2 Mb/s of bandwidth available, you can enjoy a high-quality audio/video experience.

Only activate your microphone when you need to speak

If you are in a noisy environment, make sure your microphone is not picking up ambient sounds and making the conversation inaudible. You should ideally get into the habit of turning your microphone off when you are not speaking and turning it on when you are speaking.

Make full use of the private chat feature of MS Teams

Teams’ chat feature can be used to talk to other users in an informal setting. You can exchange files, GIFs, emojis and stickers.

However, you should use it correctly so that it does not become a distraction for the team.

Avoid discussing topics related to work on the chat module

The chat feature should be used to discuss topics that are not directly relevant to the projects you are working on.

If you chat with a colleague via the private chat module, other project stakeholders will not be aware of progress. This can result in communication and coordination problems.

Avoid sensitive topics or derogatory comments

On Teams, new participants in existing chats can view previous conversations. So be sure to avoid making derogatory comments about your colleagues or superiors.

However, you can select the option to not share a conversation history when adding a new participant.

Avoid creating too many new chat windows

To avoid confusion, limit the number of chats you create. Otherwise, you may end up with multiple conversations with exactly the same people and have trouble finding your way around.

The best time to use Microsoft Teams in your business

Now you know how to optimize your use of MS Teams. You may have also noticed how much this IT collaboration tool can increase team performance when working remotely!

If you want to use Microsoft Teams in your business, let us guide you through the process and make sure you get the most out of it. Contact us for more information.

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