Microsoft Teams Tips for Working from Home More Productively
Over the last few months, the term “work from home” has taken on a whole new meaning. Rather than telecommuting being the exception, it has now become the norm for many businesses.
A new survey from Gartner showed that 88% of Australian organisations either required or encouraged employees to work from home due to COVID-19. Not all of those employees will be going back to the office once the crisis eases.
Cloud tools, like Microsoft Teams in Microsoft 365, have shown companies that they can run a business remotely while lowering costs and improving efficiency.
If you haven’t yet explored all the features in Teams, then you may be excited to know a few tips and tricks that can make working from home even more productive.
Microsoft Teams Tips to Power Your Day
Getting to know video conferencing on a whole other level and trying to come up with ways to keep yourself organised are just two of the things that newly remote employees are experiencing.
By harnessing these Teams productivity tips, you can improve your new telecommuting processes, communicate like a champ, and save yourself some time.
Encourage Brainstorming with Whiteboard
It can be difficult to encourage the same dynamic participation in a video conference as you might get in an in-person meeting. Accessing the Whiteboard in Teams can help you get a step closer to that same feeling.
Once in a Teams video meeting, you can click the Share icon and then select Microsoft Whiteboard. This will allow participants to virtually engage and brainstorm just as if they were standing in front of a board in a conference room.
Set Up Tabs as a Central Work Hub
One of those small inefficiencies that can steal away a few minutes here and there throughout the day is having to switch from one task to another. You may have to take a minute to locate a file you’re working on, or to find and open an app.
You can streamline this by using the Tabs feature in Microsoft Teams as your “go to” place for the items that you access regularly.
You can make a shortcut from Teams to:
- Office applications
- 3rd party applications
- Wiki pages
Keeping all the items you use daily and weekly together in one place can save you all those additional task-switching minutes that can really add up throughout the week.
“See” People Better with Status Messages
One challenge of working from home is not immediately knowing if your colleague at their desk by looking over your monitor. It can also be stressful if you’re on a client conference call while your supervisor is trying to contact you, not realising why you’re unavailable.
Using the status message feature in teams can give everyone more visibility so they know when team members are available or away from their desk. You can create a custom message such as “At lunch, back at 1PM” and even mention someone like your supervisor using an @mention in the status so they’ll know.
Keep Your Projects Organised with Channels
Teams allows you to create different channels which can organise conversations and files. This can save you time by putting all your content related to a particular subject, such as “Social Media Marketing,” in one easy to find area where you can chat, call, and store files for easy accessibility.
Send Emails to Your Communication Channel
One of the time-saving features of Teams is that it keeps all your communications and documents in a single place, categorised as you choose (by department, project, etc.)
You can also ensure any emails that are sent or received are also captured in the appropriate Teams channel. Just click the three dots at the top right-hand side of the app and choose “Get email address.” You’ll find an email address you can use to forward email to your Teams channel.
Notify Multiple Users at Once with a Tag
If you have a team of 10 in your sales department, typing out all those @mention names can be tedious when you need to alert everyone of something within Microsoft Teams.
You can instead create a Tag and add the appropriate users to that tag. Then, when you need to alert those 10 sales reps, instead you can use an @salesteam tag that will notify all of them at once.
Record Meetings to Refer to Later
It’s often difficult to both participate actively in a video meeting and also take notes at the same time. You can free yourself up to engage without worrying that you’ll forget something important by using the meeting recording feature in Teams.
Use record meeting to save the meeting so you can refer back to it later for any important information that you need to take action on. This feature is also very helpful for online training meetings.
Are You Making the Most of your Microsoft 365 Subscription?
GKM2 can ensure you’re not leaving any productivity on the table when it comes to the Microsoft applications you’re paying for. We’ll help your team make the most of them both while working at home and in the office.
Contact us today for a free consultation. Call +61 2 9161 7171 or reach out online.