In our last Secrets of Superusers blog post, we shared tips on collaborating with workers across the globe with differing languages or time zones. For the second installment of Secrets of Superusers, we’ll share some advanced tips for communicating the right information to the right audience within the Microsoft 365 ecosystem and MS Teams.
Reduce Inbox Clutter with Chat
While emails are great for longer, formal messages that you’d like to draft and proofread a few times, much of the communication your team needs to do can be handled more quickly and collaboratively via Teams Chat.
Not only can you create specific channels with specific audiences (think, a channel just for people who work the second shift, or people working on a certain cross-departmental project), but you can even send an email directly to a chat channel with the intended audience, decreasing the likelihood of it getting buried between less important emails. In addition, when an announcement or new policy is announced within the chat, your workers will feel more at liberty to ask follow-up questions or make comments on the shared topic.
This feature needs to be enabled by your IT admin, but once enabled, it is very simple to utilize. Just go to the channel name in your Chats window and click More options > Get email address.
You’ll then get an email address you can send emails directly to, and they will be posted to that channel in chats.
Sharepoint-Based Apps for Your Entire Business
Built on the backbone of the Microsoft Sharepoint Server, Microsoft Teams offers streamlined integration with other apps on the Microsoft platform like Stream, and Yammer.
Stream is an app that can be used as a repository of recorded video content. Whether it be from Teams Meetings, Live Events, or even HR training videos, you can securely organize your company’s internal video content in an attractive interface, which is easily searchable within the Teams ecosystem.
Yammer is like LinkedIn but for internal-only engagement. It is great for casual company wide announcements like congratulating new hires or promotions, or sharing the accomplishments of one department with the rest of the company. Another great use case is to foster collaboration across different offices (if your business has multiple offices or hubs around the world). Instead of sending an email asking who or where to go to for specific information, users can post in Yammer and relevant channel owners will be notified and can help direct the teammate to the information they need.
Collaborate with Clients or Outside Stakeholders Using Guest Access
You can now invite users outside your team, or even outside your organization, to access and participate in Teams Chats and Channels. Anyone with a business or consumer email address can be invited directly to your Teams Channels, where they will be able to access and engage with only the features your IT Admin has turned on for Guest Access profiles.
This feature is especially handy in situations such as needing to show a board member data or an ongoing project somewhere on the Sharepoint Server, or inviting a client to a brainstorming session with your designers.
Thanks to Microsoft’s best in class security encryption, Guest Access allows guests to view what they need to view without compromising your data. Of course, proper setup and management of your Azure Cloud Server is crucial to make the most of your Microsoft investment while practicing strong cybersecurity measures across your organization.
As a Microsoft Cloud Solutions Partner with gold competency in datacenter, device, and deployment, Windows Management Experts is ready to share our over 100 years of collective industry expertise with your business today.