While technology continues to revolutionize the ways we work, figuring out how to best use new communications tools has become a complex challenge for organizations of all shapes and sizes. While these platforms have greatly improved many areas of communication, factors like remote work, multi-national departments, and the internet of things have highlighted a need for more fluid collaboration between employees. Similar to the rise of SMS messaging in the early 2000s, cloud-based collaboration platforms have completely transformed the way that organizations are able to leverage their internal resources.
Microsoft Teams is one of the most exciting cloud-based collaboration platforms launched in recent years. Following its most notable predecessor, Slack, Teams launched in 2017 as a cross-functional platform for file sharing, messaging, and collaboration.
Like many software platforms, the more you know about how to optimize Teams, the more you can get out of it. We’ve rounded up our top tips for getting the most out of your Teams below!
Share Anything in a Click
For several important reasons, using email to share files has become a thing of the past. The most secure way to share files with co-workers, clients and customers is through an encrypted link. With Teams, you can add a file to a channel and give access to everyone who needs it, or you can get a shareable link for sending the file outside of the app.
To add a file to a channel and see live file updates from team members, use the following steps:
- On the menu at the top of your channel (above the conversations, select Files.
- Select New to create a New file, or Upload to upload an existing one.
Use @Mentions to Boost Responsiveness
Another downside of using email for internal communications is the dreaded wait for your message to get a response, where you’re stuck wondering if anyone read it at all. Use the @Mentions feature on teams to call attention to your message.
In a chat or channel conversation, type @, followed by the name(s) or email address of the audience you’re trying to reach.
Stay in the Loop with Alerts
Teams has an Activity Tab, at the top of the navigation pane on the left, which notifies you when anyone mentions you directly, interacts with your message, or starts a conversation. It also shows you any activity for which you’ve turned on notifications in Settings. The number on the Activity bell indicates how many alerts you have waiting.
Give Your Chat a Name
Distinguish your conversations with co-workers by titling your chats based on the name of the project, group or anything else that will identify the purpose of the conversation. Using a subject line will make your topic stand out and help you search for it later.
To add a subject, select the formatting button (it looks like an “A” with a pen) and add a title in the Subject line. Type your message and press Enter to post your new conversation.
Did you know that Teams has a mobile app? You can take your files and chats with you where ever you are. This is exceptionally useful for offsite meetings, remote work, and commuting. The app allows you to participate in all conversations, share and edit files, and join meetings on the go.
Search “Teams” in your iOS or Android app store to download the mobile app.
For more information about what Teams can do for your organization, don’t hesitate to contact us! Our Virtual Chief Information Officers are experts at Teams implementation and training, and we’d be happy to share more information on how to access this software.