Microsoft Teams Overview: How it Works & How it Can Boost Office Productivity

What is Microsoft Teams

Team messaging tools are past just being popular, they’re now a necessity for office efficiency and collaboration. Get an overview of the most popular one – Microsoft Teams. We’ll tell you how it works and how it can help your office communicate more effectively

One of the challenges of any office is keeping your employees communicating efficiently so you can reduce the types of disconnections that cause errors, dropped balls, and low morale.

This is one of the reasons that collaborative team chat applications have moved past just being popular to being vital to office efficiency and communication. They’re currently use by approximately 80% of businesses to improve operations.

Studies show that providing online collaborative tools can increase productivity by 20-30%.

One of the top platforms used globally to facilitate office communication is Microsoft Teams.

When it comes to cloud-based productivity tools, you can’t get much better than Microsoft’s Office 365. It’s the number one office productivity software on the planet, and Microsoft Teams is an important piece that acts as the connection point to all the other applications.

If you’ve been wondering how to use Microsoft Teams at your office or just how to implement better communication, read on for a helpful overview of the features, benefits, and more.

What is Microsoft Teams?

Microsoft Teams is currently being used by over 13 million people each day to keep their staff connected both in the office and remotely. But this team chat software is much more than just a way to text back and forth.

Teams is designed to act as a central communication hub for your office, where you can do everything from broadcasting company-wide messages to sharing files by department to launching your favorite applications.

Key components of Teams include:

  • Chat channels
  • Tabs interface where you can launch files, webpages, and 3rdparty apps
  • File sharing
  • Notifications through @names
  • Ability to keyword search conversations and shared files
  • Keeps all communications in one place
  • Native integration with Microsoft Office 365 programs

The program is designed to allow you to create communication channels which can be based upon any criteria you like. For example, you might set up a channel for your HR department that only those in that department can access. Or you may set up one for a specific client where all conversation and files related to that client are kept.

These team channels help you keep communication efficient, organized, and reduces time-consuming back and forth emails that can drain productivity.

What can you do on a Microsoft Team Channel?

  • Send messages back and forth
  • Share files
  • Make phone or video calls
  • Invite those outside your organization to join (such as a client or vendor)
  • Send gifs, stickers, and emojis
  • Start a phoneor video meeting

Tips for Getting the Most from Microsoft Teams

If you have Office 365 for business and you’ve been overlooking Microsoft Teams, which comes with it, you could be missing out on some significant benefits to your workflow.

Here are some tips from GKM2 to get you started making the most of Microsoft Teams.

Decide Your Channels Structure

If you just let everyone jump in and start creating chat channels, it’s going to get confusing pretty quickly and you’ll probably end up with duplication. It’s best to decide on your channels ahead of time, then require approval from an administrator before new channels are made.

This will ensure everyone knows where to go when communicating about a specific item and will make adoption go more smoothly.

Use the Notifications and Status Messages

If you’re being interrupted every few minutes by a conversation that you don’t need to see right away, then you’re losing some of the productivity boosting benefit of Microsoft Teams.

Everyone on your team should be introduced to the Notification and Status Message settings, which allow you to set yourself as “busy” or “be right back,” or something else. They also give you full control over what you’re notified of and how that notification is delivered. This allows you to control Teams instead of it controlling you.

Use it to Replace Most Interoffice Email

The average worker spends 28% of their work week on email alone. Replacing interoffice email with team chat can reduce wasted time searching for messages as well as facilitate more efficient communication as people tend to be more brief and to the point when chatting than they are in an email.

Integrate Your Other Workflows with Teams

The moments used navigating to the multiple other programs you use daily can really add up. Microsoft Teams can save that time by acting as a central launch pad to all your other most used applications, webpages, and files.

Simple add them as a tab and you can launch most of your daily workflow from right inside teams. It integrates with multiple other programs, like Trello, Zoho, Zendesk, and more. And of course, all the Microsoft programs.

Use for Central File Access

Does your organization have your files spread across multiple employee computers? Microsoft Teams not only keeps all your communications in one place, it also connects to your office’s OneDrive and SharePoint to allow easy access to see what everyone’s working on and makes it easy to access a file when you need it and link it into a channel conversation.

Get Help Implementing Microsoft Teams at Your Office

You can start benefitting from Microsoft Teams without a big learning curve. Just call in GKM2, we’re experts in Microsoft 365. We’ll help you get set up in no time and walk your staff through the workflow so you can start benefitting right away.

Contact us today to get started at +61 2 9161 7171 or via web form.