How Microsoft Teams is improving the quality of our email

How Microsoft Teams is improving the quality of our email

Microsoft Teams Adoption

We recently rolled out Microsoft Teams to Staff in the support office of our organisation, Catholic Education Cairns. Our senior leaders made the decision to go with Office 365 as our single Collaborative Platform to reduce some of the friction that existed when we had a multitude of document storage spaces and document creation tools, without the advantages of strong collaborative features.

It has only been 9 weeks since we setup Staff computers and mobiles with Microsoft Teams, informally introduced the features of Teams and introduced staff to Team’s Chat and Team’s Conversations.

We could see the potential that Teams would make to staff working collaboratively and knew staff would appreciate the change to a single platform for document sharing.  But I didn’t expect such a positive response to Microsoft Team’s Chat and Conversation features from Staff who had been entrenched in email and document storage spaces.

Microsoft Teams Chat and Conversations

Since moving our support Office staff to Microsoft Teams two months ago we have seen a 300% increase in Microsoft Team’s Chat traffic, and a 100% increase in our Microsoft Team’s Conversations messages.  This prompted me to seek some anecdotal feedback from staff in our office on what differences they had noticed so far.

Staff say they are increasingly using Chat for internal communications instead of email and that the number of emails they are getting has reduced because of that. But the significant advantage – win! – is that the overall quality of email has increased.  Because Microsoft Team’s Chat takes care of the short email conversations they used to have in their email, their Inbox is reduced of clutter and long email threaded conversations.  So the overall Quality of their email has improved.

In the same way Microsoft Team’s Conversations has supported improving email quality.  Staff communicating in Team Conversations can see other staff responses to a conversation in context – not by scrolling past a dozen or more emails (and email signatures!) to get the conversation. Staff find it easier to “make sense of the conversation” because everyone’s replies or reactions are right there in the Teams Conversation.  “You can so easily see who has responded and how they have responded. It’s soooooo much easier”, one staff member commented.  The traditional “email to all reply to all – maybe” poor communication practice is starting to fade out.

Enhanced Communication and Collaboration Experience

In Teams conversations staff are also making good use of the emoji responses.  Simple clicks to indicate they have read a Conversation or Reply have helped people work smarter, simpler and with a bit more fun. Being able to express a bit of personality into a message using a Sticker, GIF or emoji has enhanced our conversations.

It’s really satisfying to see new digital tools being able to support staff in their work – actually making a noticeable difference that they can experience rather than just replacing one tool with another. We are a collaborative organisation by nature, it’s in our DNA, and Microsoft Teams is a digital tool which is enabling our collaboration much more effectively to help us work simpler, smarter and smoother.

 

What is Microsoft Teams?

Campbell Smythe

Campbell Smythe

Learning and Collaboration Technologies advisor

I am a Learning and Collaboration technologies advisor living in Cairns, Australia. An educational technology leadership background and experience managing a globally located information technology team, has given me wide experience in the application of digital technologies to a variety of educational and workplace contexts.

  • Certified Microsoft Service Adoption Specialist
  • Microsoft Innovative Educator
  • Apple Teacher
  • Certified Google Educator
  • Mountain Biker and Triathlete
  • Former Asia Pacific IS Manager MAFINT
  • Former Director of eLearning and ICT
Microsoft Teams – Sync your Teams Files using OneDrive

Microsoft Teams – Sync your Teams Files using OneDrive

After you have setup your OneDrive so that documents stored in the Cloud sync with your computer, you can setup Syncing between the Files section in any of your Microsoft Teams or Portal locations.

This just gives you an easier way to access those files which may also be more efficient for you depending on how you work with files.

To setup syncing between OneDrive and your Microsoft Team:

  1. Open Microsoft Teams
  2. browse to the Team Files section you want to sync with your computer
  3. click the Open in SharePoint button

    Teams sync button onedrive

  4. click the Sync button

Teams sync button onedrive

After setting up Sync you will be able to access the Files in your Microsoft Team using File Explorer on your computer.

Open File Explorer and along with OneDrive – [your organisation name] – you will now see a corporate section just labelled – with the name of your organisation.

 

 

Campbell Smythe

Campbell Smythe

Learning and Collaboration Technologies advisor

I am a Learning and Collaboration technologies advisor living in Cairns, Australia. An educational technology leadership background and experience managing a globally located information technology team, has given me wide experience in the application of digital technologies to a variety of educational and workplace contexts.

  • Certified Microsoft Service Adoption Specialist
  • Microsoft Innovative Educator
  • Apple Teacher
  • Certified Google Educator
  • Mountain Biker and Triathlete
  • Former Asia Pacific IS Manager MAFINT
  • Former Director of eLearning and ICT
Microsoft Teams – Pin a Chat for quicker access

Microsoft Teams – Pin a Chat for quicker access

Chat is one of the features in Microsoft Teams which gave us some quick wins when we rolled out Office 365 in our organisation. People have really taken to short messages to communicate with colleagues rather than having conversations over email.

In Chat you are able to Pin a chat, making it available at the Top of your Recent list of chats.

This is a really helpful feature making it easy to go back to regular Chat Groups or individual chats.

Microsoft Teams Chat pin

To Pin a Chat in Microsoft Teams

  1. Hover on the Chat message in the Recent List
  2. Click the elipses (3 dots … )
  3. Choose Pin
  4. To Unpin a Pinned Chat – simply click the elipses and select Unpin from the options

Microsoft Teams how to pin a chat message

A really simple feature which is easy to activate and helps you work more efficiently in Microsoft Teams.

Microsoft Teams – Create a Quick Poll for your Team Members

Microsoft Teams – Create a Quick Poll for your Team Members

Create a quick poll for your Microsoft Team members in the Conversations space

Using the Forms Bot in Microsoft Teams you can create a quick Poll to survey your Team members.

  1. In the Team’s Conversations tab, type @Forms.

  2. In the Suggestions window that appears, select Forms.

  3. Click What can I do?

  4. Click Your question? Option1, Option2.

  5. Highlight and delete the placeholder text, Your question? Option1, Option2.

  6. Then type your question, followed by the options you want members to choose from in the format shown below.

    For example: “How should we get customers feedback? Online survey, Interview in person.

Teams Poll

 

As your Team Members respond everyone can see the poll responses in the Conversation

Team members can also change their response after they have voted and they can’t see what others have selected.

 

 

Microsoft Teams – Sync your Teams Files using OneDrive

Microsoft Teams – Tutorial Video (15mins)

Learn everything you need to know about using Microsoft Teams in 15 minutes.

Aya Tange from Microsoft Teams walks through the end-to-end user experiences with a full demo tutorial: from chat and collaboration to online meetings and calling capabilities. If you’re in IT, we also cover the core set of admin controls for managing Microsoft Teams.

This show was recorded at Microsoft Ignite | The Tour in Amsterdam. To learn more, check out: http://aka.ms/SuccessWithTeams