How to unlock better teamwork using MS Teams' channels instead of chats?

Are your users glued to the chat feature in Microsoft Teams, neglecting the power and potential of channels?

If so, you're not alone.

Many organizations struggle with getting their teams to shift from private chats to more organized and collaborative channel conversations.

But what if the key to unlocking better teamwork and more streamlined communication was just a channel away?

In a previous post, we explored the major differences between using chat and channels in MS Teams. What are the major differences between using chat and channels in MS Teams?

Now, let's dive deeper.

How can you encourage your team to embrace these features and use them correctly? Are you ready to transform the way your team collaborates?

First of all ask yourself:

How do you teach your people to use the channels or chat correctly?

Here's a detailed approach:

1.. Understand User Needs and Current Behavior

- User Research: Conduct surveys, interviews, and shadowing sessions to understand why users prefer chat over channels. Are they more familiar with chat, do they find it quicker, or are they unaware of the benefits of using channels?

- Data Analysis: Use Microsoft Teams analytics to monitor current usage patterns. Identify departments or teams that predominantly use chat and those that effectively use channels to understand the differences.

2. Educate on the Benefits of Channels

- Communication and Training: Develop communication materials (emails, videos, infographics) highlighting the benefits of using channels, such as improved organization of information, better visibility for team members, and easier retrieval of past conversations.

- Workshops and Webinars: Host interactive training sessions to demonstrate how to use channels effectively. Show how channels can organize topics, store files, and integrate with other apps, reducing the chaos and confusion of chat threads.

- Real-Life Scenarios: Provide examples and case studies of how different teams have benefited from moving conversations to channels. Share success stories that highlight increased efficiency and collaboration.

3. Develop a Structured Approach to Channel Usage

- Best Practices Guidelines: Create and share a set of best practices for channel creation and management. This includes naming conventions, the purpose of each channel, and when to create new channels versus using existing ones.

- Channel Templates: Develop and provide templates for different types of projects, departments, or recurring workflows that users can easily adopt. This reduces the barrier to starting with channels.

- Governance Policies: Set up governance policies to avoid channel sprawl, ensuring channels are purposeful and active.

4. Incorporate Channels into Everyday Workflow

- Integrate with Daily Activities: Encourage teams to use channels for daily updates, stand-ups, or recurring meetings instead of private chats. This ensures that all relevant information is captured and accessible to the whole team.

- Utilize Channel Tabs and Integrations: Promote the use of channel tabs to integrate tools like Planner, SharePoint, OneNote, or other third-party apps. This makes channels more valuable as a centralized workspace.

5. Promote Collaboration and Team Engagement

- Encourage Open Communication: Foster a culture where team members are encouraged to communicate openly in channels rather than in private chats. Recognize and reward behaviors that align with this practice.

- Create Engaging Content: Use channels for collaborative content creation, brainstorming, and feedback. This ensures that contributions are visible to everyone and encourages team-wide participation.

6. Leverage Champions and Influencers

- Champion Program: Identify and empower champions or influencers within teams who are enthusiastic about using Microsoft Teams. Provide them with advanced training and resources to help them advocate for channel use among their peers.

- Peer Learning and Support: Facilitate peer learning sessions where champions share their tips and tricks for using channels effectively, helping to demystify the process for less confident users.

7. Monitor, Measure, and Adjust

- Feedback Loops: Set up regular feedback loops to gather user insights on the challenges they face with channels. Use this feedback to adjust training materials, governance policies, and support.

- Measure Adoption and Success: Continuously measure the adoption rate of channels versus chat. Use this data to refine strategies, identify areas needing more support, and showcase progress to stakeholders.

8. Provide Ongoing Support and Resources

- Help Desk and Resources: Ensure that there are easily accessible resources, such as FAQs, how-to guides, and a responsive help desk team, to assist users with any issues they encounter with channels.

- Regular Check-Ins: Conduct regular check-ins with teams to see how they are adapting to the new way of working and provide additional support as needed.

Conclusion

By taking a comprehensive approach that combines education, structured guidance, user engagement, and continuous improvement, a Microsoft 365 service adoption specialist can effectively encourage users to utilize channels over direct chat in Microsoft Teams, leading to better collaboration and more organized communication.