The Power of Ten - 10 ways to effectively utilise Microsoft Teams

Here are ten specific tips for effectively utilising Microsoft Teams to enhance productivity:

1. Organize and label your teams and channels: Create teams and channels in a logical and organized manner. Use clear and descriptive names for teams and channels to ensure easy navigation and quick identification of relevant content.

2. Utilise tabs and apps for streamlined workflows: Take advantage of the tabs and apps available in Teams to integrate and access other tools or services directly within the platform. This reduces the need to switch between different applications, improving efficiency.

3. Utilise chat and threaded conversations for clear communication: Use the chat feature for quick, informal conversations and threaded conversations within channels for focused discussions. This helps keep communication organized and accessible.

4. Utilise @mentions to grab attention: When you need to notify someone or draw their attention to a specific message or task, use the @mentions feature. This ensures the relevant person receives a notification and minimizes the chance of important information being missed.

5. Share and collaborate on files in Teams: Store and share files within Teams, utilising its built-in file storage capabilities. This promotes collaboration, version control, and ensures everyone has access to the latest files.

6. Utilise video and audio meetings for effective collaboration: Schedule and conduct video or audio meetings directly within Teams. Take advantage of features like screen sharing and meeting recordings to enhance collaboration and ensure information is captured.

7. Utilise Planner and Tasks for project management: Utilise the Planner and Tasks features in Teams to create and manage projects, assign tasks, set deadlines, and track progress. This promotes transparency, accountability, and streamlined project management.

8. Customize your notifications for focused attention: Customize your notification settings in Teams to reduce distractions and receive notifications only for important messages or mentions. This helps you stay focused on tasks at hand while still staying updated on critical information.

9. Utilise the search feature for quick access to information: Take advantage of the robust search capabilities in Teams to quickly find messages, files, or specific content. This saves time and ensures you can locate information when needed.

10. Leverage integrations with other Microsoft 365 apps: Explore the integrations between Teams and other Microsoft 365 apps like Outlook, SharePoint, and OneNote. This allows for seamless collaboration and productivity across multiple tools.

Conclusion:

By following these ten tips, you can enhance productivity and collaboration within Microsoft Teams. Organizing teams and channels, utilising tabs and apps, leveraging chat and threaded conversations, and utilising features like @mentions and file sharing can significantly improve communication and efficiency. Remember to adapt these tips to your specific team and project needs, and explore the various features and integrations available within Teams to optimize your productivity.

Note about the author: Andrew Hulbert is a multi-award winning entrepreneur, non-exec director, speaker, author, platelet donor and philanthropist. The ‘Power of Ten’ summarises Andrew’s learnings across the last decade and looks to share some of the valuable mistakes, lessons and learnings during that time. For a succinct summary of Andrew’s career you can visit: https://www.iwfmawards.org/previous-winners/winner-outstanding-contribution-to-workplace-and-facilities-management-2022/ . If you’d like to start a conversation, please direct message on LinkedIn.