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Redefining Communication with Microsoft Teams

As Microsoft’s future of Intelligent Communications, Teams is a one-stop-shop for communication and collaboration. However, while the application may be easy to use, there’s still a learning curve and many of your users may be reluctant to change habits and instead rely on familiar processes.

There’s an abundance of applications in Office 365. End users might be using Skype for Business for messaging and calling, Outlook for email, SharePoint for file sharing, and OneDrive for Business for personal file storage – to name a few. With Microsoft Teams, there’s an easier way.

Join our webinar on May 2 to learn the best ways to manage data, user access and security features in Microsoft Teams.

The graphic below demonstrates the processes a user may be taking today in order to collaborate with colleagues, as well as the simplified experience they can utilize by adopting Microsoft Teams.

Step 1: Create, save and upload

An end user today may be jumping between up to five programs to create, save, share and review a document with their team. In the first step, rather than opening Word, OneDrive for Business and SharePoint, all they need to do is open Teams.

From there, they can create a Word document directly within the app and, through a backend sync with SharePoint, it’s automatically saved and accessible by the team in the appropriate folder in which it was created.

Step 2: Let the team know there’s something to review

Today, an end user has to copy the link to the document in SharePoint, draft an email in Outlook, select various team members or a distribution group and send it to them. Not difficult, but also not fast.

In Teams, this all occurs in one step.

After creating a new Word document directly within Teams, a user can navigate to the Conversation tab of the appropriate channel and quickly post a message informing colleagues that there’s new content to review. They can @mention specific team members so those colleagues receive pop-up notifications, add a subject and a note, and attach the item directly from the module by selecting “Browse Teams and Channels” – all without clicking out of this single screen.

If a user wants to reference a document that’s not already uploaded (or created) in Teams, all they have to do is draft this same message, and select either OneDrive or “Upload from my computer” to find the file they wish to attach.

Step 3: Schedule a call, join the meeting and send follow-up notes

Now that everyone’s had a chance to take a look at the shared document, it’s time to meet to discuss.

Today, a user would go to Outlook to schedule and send a Skype meeting, join the call in Skype, take notes during the call in Word, OneNote or email, and return to Outlook to email them to the group after the call. Not exactly a streamlined process, but one we’ve grown accustomed to.

There’s a better way. Teams brings all of these functionalities under one roof, creating a simple, intuitive, and nearly automatic experience.

From the Meetings tab, a user can easily schedule a meeting with anyone in their Team, adding meeting details and utilizing the Scheduling Assistant from directly within the module. Each person they’ve added will receive an invite and, if a channel is selected, the meeting will appear in the channel conversations. If a channel is selected, all members of the team, invited specifically or not, will be able to view the meeting and join at any time.

Note: Selecting a channel for a meeting is not required, in which case a user would select “None” under “Select a channel to meet in” and simply add the specific participants, which creates a private meeting. The meeting will then not appear in the channel conversation and will only be accessible to those you’ve invited.

Teams not only offers a simplified experience by bringing multiple Office 365 functionalities into one client, but enables productivity across all devices within that same, single app.

Microsoft prioritized creating an intuitive user design for Teams that’s not just about accessing everything quickly, but truly increases the likelihood of your users successfully adopting the application.

During meetings, users can easily take notes and share links within the Chat section. These notes can be accessed by all participants in real-time as well as afterwards, thanks to the persistent chat log feature native to Teams. Emailing meeting notes (and subsequently searching for them) are a thing of the past.

As Microsoft continues to embed more functionalities in Teams, there’s a greater imperative on IT teams to reevaluate the tools offered to end users.

Join our webinar on May 2 to learn the best ways to manage data, user access and security features in Microsoft Teams.

For any questions, please fill out the form below and a local expert will be in touch soon.

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