Remote working has become the norm in recent times. The current state of the world has meant more companies are forced to work remotely. As such, you’re looking for different ways to make the whole process as smooth as possible. There are some drawbacks to working remotely and some advantages. The key is learning how to make the most of these advantages while limiting the drawbacks.
Statistically speaking, nearly 250,000 UK workers had already started remote-working in the last decade. This stat was from an ONS survey in 2017, so you can imagine the figure has risen by then. That’s a lot of remote workers, meaning companies have started developing tools to help them. One of these companies is Microsoft. A computer giant known throughout the world, it introduced Microsoft Teams a few years ago. This is dubbed the hub for team collaboration in Microsoft 365. In short, it allows remote workers to communicate and work together on projects.
This can be a valuable tool for you and your workers if you already use Microsoft 365. However, some businesses haven’t realised how beneficial Microsoft Teams can be. So, we’ve collected some key points to help you learn how to use this remote-working software:
Collaborate on documents
One of the top features of Microsoft Teams is the ability to collaborate on documents. Your entire workforce can access any documents from the Office 365 repertoire. This includes Word documents, spreadsheets in Excel, PowerPoints, and even PDFs. With Teams, these documents are opened and hosted in the cloud. As a result, they can be edited live and updated accordingly. You can provide your workers with access to the same documents, meaning they see these updates and can make edits themselves.
Consequently, you have a situation where dozens of remote workers can all sync together on the same project. It’s easy to make changes to a document, and you can see who has been active. Effectively, it’s the perfect tool in situations where you have a team working remotely on a project. Each individual can contribute their weight, and you’re able to oversee things and make your own edits if you wish.
When it comes to remote business meetings, Zoom seems to get all the praise. However, Microsoft Teams has video calling capabilities as well. To be honest, it goes beyond simple video calls. You can set up meetings within Microsoft Teams and invite as many people as you like. Then, you’re able to choose if this is a video call or just an audio one. If you opt for video, there are various Microsoft Teams backgrounds you can use to make your home look more professional.
Naturally, meetings are a fantastic way of connecting with remote workers and keeping everyone updated. Still. Microsoft goes the extra mile with the features available. There’s a chat section where people can type questions, and one of our favourite features is the record function. That’s right, you can record your video conferences and share them. This is ideal in scenarios where team members are missing – it means they can stay updated in their own time!
Wait, there’s more! Microsoft Teams lets you share things during meetings and calls as well. A great feature is the screen sharing capability. This allows you to bring up your screen and show people what you’re working on. It’s like sitting next to an employee at work and showing them your computer screen. This makes it so much easier to describe things and ensures everyone is on the same page.
Message one another
Communication is clearly one of the hardest aspects of working from home. When everyone is in the same office, you can easily speak with whoever you want. There’s no danger of someone missing an email or taking ages to respond. Microsoft Teams does a good job of making communication as easy as can be. We’ve already ready mentioned conference call meetings, but there’s another brilliant feature – instant messaging.
Teams has its own instant messaging system that lets you chat back and forth with your employees. All messages are sent in real-time, so it’s like WhatsApp or iMessage, but on the Teams platform. This is highly beneficial when you consider your employees are already using Teams to do their work. Therefore, it makes communication as instant as possible in the remote-working realm. This is far better than using emails, particularly if you just need to send a short message. Keeping this separate from other messaging platforms also helps avoid situations where people’s work messages are lost amongst personal ones.
Create your own Teams
This software gets its name from one of the main features. The whole idea of Microsoft Teams is to encourage you to create groups. As you can imagine, these groups are called ‘Teams’ on the platform. You can add people to specific Teams or create a public one that anyone can join.
When you’ve created a group, all of your work gets put there. You can share documents with the team, host calls, and so on. It’s a very smart idea to create a team for all the different projects in your business. This is where people who work together can collaborate.
Use the Tabs function
For every team you create, there will be a channel. The channel is essentially where all your work gets done within each team. Everything we mentioned about calls, messages, sharing, it all happens in channels, and you can create as many as you like.
As you can imagine, this brings lots of info into one place. So, you can use the Tabs feature to control this. Tabs lets you organise information into different sections. So, you can have one for all your Word documents, ones for audio files, etc. Your team can navigate between tabs with ease. It makes the whole system far more productive.
All in all, business owners can take advantage of the excellent features on Microsoft Teams. It’s set up to help you communicate and collaborate with remote workers.
If you’d like to find out more about how we can help your team with remote working, get in touch today.