What Can Microsoft Teams Do?
I’m sure you’re already used to working from home in your pajamas, but if you’re not yet using Teams with your work team, then you haven’t yet made the most of remote working or, at least, of enhancing communications with your work team.
The first thing we’ll do is explore the Teams interface and what it has to offer. Then, we’ll give you an easy-to-follow checklist for setting up Teams and increasing your productivity at work.
Teams is like being in the office but in the cloud. Not “the clouds”, that’s being distracted; we’re talking about the digital environment. We’re talking about communication, collaboration, and team task management, in other words, everything your company needs to function efficiently.
So, what MS Teams features you look for?
- Siloed chat channels
- Team communication security
- MS office apps integration
- 3rd party apps integration
- File sharing
- Voice and video conferencing
- VoIP phone system (it requires an additional add-on)
- All team resources accessible from a single point of contact
Microsoft Teams Versions
A good fact for any small business is that Microsoft Teams has a free version. If you sign up for a Microsoft 365 business plan, you will get the app for free, but this will have some more features.
Microsoft has also been marketing MS Teams for consumers. You can put it to use by providing better coordination for your departments at work. Or to coordinate family video calls or collaborate on PTA meeting tasks. It’s an adaptable and scalable virtual office platform.
Easy Checklist for Setting Up Microsoft Teams
1. Set Up Your Teams/Departments
One of Teams’ advantages is that it allows you to set up specific areas for your groups to collaborate. Do not let everyone set these teams up on their own, or you could end up with an unorganized mess.
Some ideas for setting these up:
- Set teams by department (e.g. accounting, marketing, etc)
- Add a company-wide team (where everyone can collaborate with one another)
- Set teams by role/job title (e.g. office managers, executives, etc.)
Typically, if you mirror your organization’s hierarchy, that’s a good place to start. Team areas are secured so only those users invited can see or access any of the content in that team.
2. Add Team Members
Add the members who are allowed to participate in each team. These are people who can view the resources posted in that team area. The team is usually comprised of members of the department or group it is intended for.
3. Set Up Team Channels
The Channels are next level down from the Team. Team channels categorize discussions. Three channels, for example, might be added under a Team that is created for your marketing department. That maintains conversations in a more focused environment and makes it simpler to find things.
For instance, you could have channels for:
- Website
- Social Media
- Offline Advertising
However, you do want to keep your team channels in check. Don’t let everyone set up channels with only a wave of their hand, or it will quickly become a horse show.
4. Set Up Team Tabs
Teams are a fantastic way to ensure productivity. For example, let’s say your accounting team employees need to access a tax reporting site. Inevitably, this can lead to time wasted in requesting that link, or a login.
This is even more true if you are covering for a co-worker.
5. Schedule MS Teams Training
It’s not that the team is bad, it’s that the team is not properly trained, and this is one of the main reasons why initiatives in companies go wrong, especially technological ones. MS Teams is only as good as the people who use it. So, if the users are not trained to get the most out of it, they will not see any benefits and, therefore, there will be no positive changes in the company.
This defeats everyone’s purpose of transitioning to Teams. Train your teams with a Microsoft expert. We can give tips about the most productive features. Not to mention significantly short-cut their learning curve! Set a realistic timeline for yourself.
You should also ask users whether they feel they need more training. You in Microsoft Teams: Use These Best Practices
Best Practices for Microsoft Teams Setup
Setting up is key. A good setup will ensure you get the most out of this tool, so be sure to follow these best practices from the start to avoid confusion and better structure your Teams workspace.
To maintain control, structure teams and channels clearly, assign proper roles and set permissions. Bringing in necessary apps and doing regular training helps in managing everyone at the same level. Following these best practices will not only improve the user experience but also help scale Teams along with your organization.
Define a Clear Team and Channel Structure
You can create Teams based on departments, projects or functions so that it doesn’t get cluttered up. Then, separate them into channels for specific tasks or topics. A clear structure helps tangents stay in line.
Assign Roles and Permissions
Use role-based permissions in Microsoft Teams to define access. Assign Owners, Members, and Guests thoughtfully to protect sensitive data while giving everyone the access they need to do their jobs.
Integrate Essential Apps and Tools
Add integrations for tools your team uses every day to Teams, be it Planner, OneNote, third-party tools, etc. These streamline workflows, centralize resources, and minimize the time spent between platforms.
Common Mistakes to Avoid When Setting Up Teams
As mentioned above, configuration is essential. In fact, many companies fail at this point, causing confusion, disorganization and security problems. Avoiding this can save you a lot of time and, therefore, improve the user experience.
Creating too many Teams, not specifying explicit shooter roles, and ignoring security settings are common causes of miscommunication and data fragmentation. The right plan will prevent them from happening so that your Teams workspace is running smoothly from day one.
Creating Too Many Teams or Channels
Creating too many Teams or channels is one of the most common mistakes that can cause clutter and confusion. Keep your structure as simple as possible — only create channels when it’s economical for collaboration.
Ignoring User Permissions and Guest Access
Failing to configure permissions can risk sensitive data exposure. Always review user roles and limit guest access. Make sure only authorized members can add or remove users or make major changes.
Skipping Training for Team Members
Assuming everyone knows how to use Teams is risky. Employees may misuse features or miss out on productivity tools without proper training. Schedule regular training sessions to help your team utilize Teams effectively.
This Article has been Republished with Permission from The Technology Press.
