Teams Etiquette 101 aka "How to not annoy your co-workers"

In the sweeping wake of the COVID-19 pandemic, the traditional office landscape underwent a seismic shift, propelling us into an era of remote work with an unimaginable urgency and scale. This transition was not just about relocating our desks from bustling office floors to the quiet corners of our homes; it represented a fundamental change in how we connect, collaborate, and complete our daily tasks.

Central to this transformation has been the accelerated adoption of collaboration technologies, with Microsoft Teams emerging as a pivotal platform for keeping the wheels of business turning. While Microsoft Teams has undoubtedly become an indispensable tool for many, its extensive usage introduces a new layer of complexity and noise, challenging us to find balance and efficiency in an already saturated workday. To phrase it a bit more straightforwardly, the way some of you utilize Teams can be somewhat bothersome, and this article hopefully helps address that issue.

Rule #1 - Stop '@' mentioning people in 1:1 Teams Chats

When engaging in a one-on-one chat on Microsoft Teams, using the "@" mention to draw the recipient's attention is unnecessary. This is because messages are already directly addressed to the other person in a private conversation between two individuals. Notifications and message alerts are designed to inform the recipient of new messages without the need for additional indicators like "@" mentions. Such mentions are more valuable in group settings or team channels where they can help highlight a message to a specific person among many participants. In a one-on-one chat, however, every message inherently commands the full attention of the other party, making "@" mentions redundant and potentially disrupting the natural flow of conversation.

Rule #2 - Think before '@' mention in large chats or the use of Everybody

Great, now that you're no longer '@' mentioning people in 1:1 chats, you can make it rain in group chats and channels, right? Please don't. Reminder: people are super busy with other tasks throughout the day, and what you're working on isn't always the most important thing to them. If you're going to '@' mention someone, please do so purposefully. If it is time-sensitive or requires immediate action, then feel free to proceed forward. If it is just an update on an outstanding ask or request, maybe consider just putting that information within the thread and allowing folks to read it when they have a moment.

No offense, but 70% of the time, I am mentioned that it is about something I do not care about. If I am not asking for an update, it is probably not a super important topic to me. The notification that there have been updates to a thread is good enough. This also leads me to the '@Everyone' message that folks like to use quite a bit. Please remember that most of the time not 'everyone' needs to be notified of an update. Again, please weigh business criticality and whether or not Everyone needs to be aware of this information immediately. If it's an FYI - then perhaps just consider posting that information and again letting people check it when they get a chance. If it's more critical and will impact work-in-progress, then by all means go ahead and tag the proverbial 'Everyone'.

Rule #3 - The 'hi' with no additional information

Please initiate a conversation with a clear and direct request or question rather than a preliminary greeting like "Hi" followed by a pause. This direct approach respects both parties' time and reduces the cognitive load associated with context switching. When a message begins with just a "Hi," the recipient is left in a state of anticipation, possibly interrupting their current task without knowing the conversation's direction or urgency. This can lead to a fragmented workflow, as the recipient must mentally switch gears from their current focus to the conversation and address the actual request once it's made. By immediately presenting the main point or question, the sender lets the recipient quickly understand the conversation's purpose, enabling them to respond more effectively and efficiently. This approach minimizes unnecessary interruptions and fosters a more productive and focused work environment.

Rule #4 - The "Cold Call"

Please, please, please. Message someone before you proceed to call them directly through Teams. If someone is deep in the zone of work, a Teams call's immediate popup and notification is incredibly jarring and annoying. Not everyone is available even though their status indicator reflects so. Building upon the previous rule, ping them and let them know you have a question that would be best asked via a live conversations vs back/forth on Teams, would they be open for a quick call. Then, they can agree and prepare themselves for that conversation versus being jarred by an out-of-the-blue call.

Summary

Practicing good virtual etiquette with collaboration tools significantly improves interactions with coworkers. Adhering to clear and direct communication principles, such as using mentions judiciously and leading conversations with specific requests or questions, streamlines communication and respects everyone's time. Additionally, seeking consent before initiating calls minimizes disruptions and maintains a smooth workflow. These practices collectively contribute to a more respectful and efficient work environment, enhancing teamwork and productivity. By embracing these elements of virtual etiquette, professionals can foster more positive and effective collaborations in any virtual setting.

Happy Collaborating!