Tim Coalson is a Senior Consultant in the Delivery Practice at ThreeWill. Tim has been developing solutions on the SharePoint platform for over 15 years and has been a developer/consultant for over 30 years. Tim’s current focus is on helping organizations thrive in their communication, collaboration and automation by delivering our Intelligent Intranet, Teams Enablement and Power Platform service offerings.
Microsoft Teams is a powerful collaboration tool that plays a pivotal role in digital transformation by modernizing how teams communicate and collaborate. Understanding the basics of Microsoft Teams is crucial to leveraging its full potential. However, without that understanding, it can feel daunting. Consequently, employees might continue relying on outdated methods like email and file shares for collaboration, slowing down digital progress. Even with partial adoption, many organizations fail to reap the full benefits of Teams due to a lack of knowledge or training.
In this post, we’ll introduce you to the basics of Microsoft Teams, providing essential information to make your transition smoother and more productive, aligning with your organization’s digital transformation goals.
The Key Question of Microsoft Teams Basics: What is a Team?
To master the basics of Microsoft Teams, you need to start with understanding what a Team is and how it functions as the foundation of collaboration.
A Team is where you define group membership and configure the settings that will govern your Team’s operations. As a result, Teams provide a structured environment for collaboration, ensuring all members have access to the resources they need. This shift not only modernizes communication but also significantly enhances productivity by creating a unified workspace where all members have access to the resources they need.
Learn more about teams in Microsoft Teams
What is a Channel?
Channels are where the actual work happens in Teams. They are spaces within a Team where messages are posted, files are shared, and collaboration on specific topics occurs. By organizing workstreams into specific channels, Microsoft Teams supports a more focused and efficient approach to collaboration, reducing the reliance on lengthy email threads and siloed conversations. All Teams come with a General channel, but more can be added as needed to focus on particular workstreams, supporting a more dynamic and adaptable digital workplace.
Learn more about channels in Microsoft Teams
File Sharing Basics in Microsoft Teams
Effective file sharing is a cornerstone of productivity in a digital environment. While you can share files from various locations, such as OneDrive, it’s best to upload them directly to Teams in the appropriate location. This practice not only keeps files organized but also facilitates easier access and collaboration. By using Teams as a central repository for important documents, you can eliminate confusion and ensure that everyone is working with the latest version, thus driving productivity and supporting your digital transformation initiatives.
Learn more about uploading and sharing files in Microsoft Teams
All About Posts and Chats
In Microsoft Teams, chats can occur with individuals, groups, or within a Team channel. A chat within a Team channel is known as a Post. This feature helps reduce reliance on traditional email by centralizing conversations in a more collaborative and transparent environment. When deciding between a personal chat, group chat, or posting in a Team channel, consider how the conversation can benefit a broader audience and contribute to a more connected and efficient workplace.
Learn more about posts and chats in Microsoft Teams
Managing Notifications
Notifications are crucial for staying informed about activities in Teams without being overwhelmed. Properly managing notifications allows you to maintain focus and productivity by reducing distractions. This feature is essential for maintaining the efficiency of a digital-first workplace, ensuring that employees receive only the most pertinent updates.
Learn more about managing notifications in Microsoft Teams
Leveraging Lists
Lists are an innovative way to track information in Teams. While Excel might be necessary for complex formulas, Lists are ideal for simpler data tracking and can automate processes like approvals or notifications. By utilizing Lists, organizations can streamline operations and reduce manual administrative work, a key component of digital transformation and enhancing productivity.
Learn more about leveraging lists in Microsoft Teams
Conclusion
These features highlight the basics of Microsoft Teams that every organization should master to improve productivity and collaboration. Embracing these tools is a critical step in your organization’s digital transformation journey. There’s much more to explore, and we’ll cover additional features in future posts.
Is poor collaboration costing your organization time and money? Are you tired of files getting lost in endless email threads, and missed opportunities due to inefficient communication? It’s time to make a change. At ThreeWill, we specialize in helping organizations like yours maximize productivity and streamline collaboration using Microsoft Teams. Don’t let outdated practices hold your business back.