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How to make your business more efficient using Microsoft Teams

By now, you must have heard of Microsoft Teams. The cloud-based software has been around for some time, with its initial release in 2017 having seen a tremendous boost due to the COVID lockdowns and subsequent ‘You must work from home’ message.

You and your employees might already use Microsoft Teams. Maybe you’re just considering setting a network up, fascinated by how the world of business is moving ever closer to a fully online system.

This blog post will explain why Microsoft Teams can make your business function so much more efficiently. Used wisely and correctly, the money you spend on Teams will more than recover itself by speeding up how quickly your staff can operate and co-operate.

Let’s begin.

The main principle for using Teams for efficiency: focus

Microsoft Teams introduced many businesses to relatively on-point group video calls, channels and chats. But these features alone aren’t really any different to one of those over-spammed WhatsApp groups we’ve all been grudgingly added to.

The main principle of Teams is focus. Use video calls when necessary. Name channels and add your employees to the relevant ones. Most of the time, use Chat for a one-on-one conversations that others don’t need to see. Streamline everything using Microsoft 365’s cloud connections to other software through the Power Platform.

Each business is different. Yours is no exception. By making the best use of everyone’s time, efficiency and productivity will increase, meaning higher profits and, hopefully, increased staff satisfaction.

How to organise channels effectively

The best way to organise channels is to create the perfect quantity. For example, one channel per department is often an excellent way to go. If HR, Accounts, R&D, Sales and Post-Production all have somewhere to interact and focus, it’ll drive efficiency. You might also choose to add extra channels within the departments. For instance, R&D could include a separate channel for development, testing, resource acquisition, and project management.

Another option is to set channels up by project or task. This allows people to work on a specific objective with others across departments. Again, this has the potential to significantly boost productivity. When the task’s complete, the channel can be archived.

Which of these approaches works best for you and your business?

Sitting down to develop a digital strategy will give you your answer.

The importance of training employees in Teams

You can have the best software in the world, but if nobody knows how to use it, what’s the point?

To accomplish this, invest in an effective training method – something more than a multiple-choice quiz but without hiring an entire venue.

Crucially, create a simple training programme so your staff also know what they should be doing.

Once your staff have been trained up – and remember, it takes some people longer than others to get to grips with modern technology – leave them to it. While posting something on every channel every day might be tempting, don’t make your employees feel micromanaged. They have the resources to get on with their jobs efficiently, so let them.

Integrate with other Microsoft 365 applications

Microsoft Teams’ main strength is its inherent integration with other 365 applications. For example, use the Power Platform to update team members on project statuses. Connect to hundreds of other apps so you can organise who’s where, doing what, and when.

Combining Microsoft’s vast array of resources but centralising them in Teams is the best method to increase your business’s productivity and profit.

Get Vantage 365’s help with Microsoft Teams

Vantage 365 is a specialist Microsoft 365 consultancy based in the West Midlands. We work with small businesses, guiding them to digital transformation solutions that drive efficiency.

With Microsoft Teams, we’d recommend a side-by-side approach. Create and implement a strategy while ensuring your employees receive adequate instruction. Once it’s all completed and underway, you’ll find your productivity will increase dramatically.

For more tips on using Microsoft Teams or to enquire about our services, why not get in touch with us? We’re always happy to have obligation-free chats about your business and which aspects might require a bit of an efficiency boost. Our email address is hello@vantage365.co.uk. If you’d prefer to chat with one of us on the phone, our number is 01384 593720.

We look forward to hearing from you and helping your business become more efficient using Microsoft Teams.

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