What are the good practices with Teams?

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What are the best practices in Teams?

Nowadays, most companies have projects to manage with interdisciplinary teams and partners.This naturally leads to many exchanges, particularly via Outlook.
The aim of Microsoft Teams is to provide a group of people with the Office 365 tools to
facilitate cooperation.
The question is: how to use this tool to communicate and collaborate efficiently?
In this webinar, we will discuss the good practices of Teams in a very collaborative real-time world. This way you can use these good practices in the best way possible.

Objectives

  • Identifying the good practices for using Teams
  • Encouraging collaboration in companies with Teams

Plan

  • Introduction: What is Teams used for?
  • Understanding your collaboration
  • 10 good practices to collaborate with Teams
  • How to spread and share good practices
  • Conclusion
00:00:10
Hello everyone and Welcome to this webinar about "What are the Best Practices in Teams?". As you may have noticed your mics are turned off because there are a lot of participants in today's training session, so it would be very noisy if everyone had their mics on. Microphones will be shut off for this training session. Let's begin right now.
00:00:40
Some instructions to begin: Turn off call waiting, if you take another phone call during this webinar, the music on hold will be heard by all participants.
00:00:51
Microphones are muted, and think of keeping your screen active at all times. If you do not touch your computer for a little while, it will go into sleep mode. If you go to sleep mode, you'll be automatically disconnected from this webinar and there's a time to reconnect to it, so you will lose information.
00:01:16
So today, we have 30 minutes to see different things. To begin with, the introduction: What is Teams used for? We're going to talk about Teams. but what is the use of Teams? What are we going to do with it?
00:01:32
Then, understanding your collaboration.
00:01:36
What can we do in terms of collaboration in Teams? We will understand all of this.
00:01:45
The 10 collaboration best practices in Teams. Today is a webinar about the best practice in Teams, so we're going to see them of course.
00:01:56
How to spread and share best practices. It's a thing to know about the best practices, but it's another thing to share and spread them in your company. Finally, we'll have the conclusion at the end.
00:02:12
The objectives today are to identify the best practices for using Teams and to encourage companies' collaboration in Teams. Also at the end of this training session,
00:02:26
if you have other good practices in Teams that we haven't shown today, you can write them in the chat. I'm going to send a message in the chat right now for you to see it.
00:02:40
We will be able to send your best practices in it for us to find them back.
00:02:50
To begin with, the introduction: What is Teams used for? As you can see on the screen, Microsoft has deployed a graphical representation of how to use their communication applications, because we have Teams, Yammer and Outlook. We have the inner loop, the outer loop and the open loop. The are all important to keep in mind when talking about Teams in comparison to Outlook.
00:03:22
To begin with, we have the outer loop on the right with Yammer.
00:03:31
The outer loop with Yammer and Outlook. It is called the open loop as well. Outlook is made for your open loop: You can send emails to anyone with an email address. But you should always be careful about what you write in your messages
00:03:53
in fear that someone important could receive it as a transfer. Emails are more formal, more concrete, less arbitrary. Outlook should be used to send official messages to your clients, suppliers, etc.
00:04:10
Then we have the internal loop.
00:04:17
We have Teams. Teams is really made for your inner loop (the internal loop). Think about the constant conversation that you have with those you work with, including people outside of your company.
00:04:34
And the files you review as well.
00:04:38
Teams is the right place to work. Conversations are informal, short and direct.
00:04:45
You work with very united teams, and that includes external people who are not a part of your network.
00:04:54
Teams is destined to become an essential entry point when you start your workday, just like Outlook. Everyday when you go on your computer at work, you open Outlook for your emails. But you should do the same with Teams: All of your inner collaboration conversations will be on Teams.
00:05:20
What does Teams allow? Flexible communication in real time, the content and history are available at anytime, including Teams cross-sessions visible to all team members.
00:05:33
It's integrated to SharePoint and OneNote. There is a strong integration with the Office suite.
00:05:42
And customizable workspace to include content and features that teams use every day.
00:05:53
Let's go on. We are going to talk about collaboration.
00:00:10
Hello everyone and Welcome to this webinar about "What are the Best Practices in Teams?". As you may have noticed your mics are turned off because there are a lot of participants in today's training session, so it would be very noisy if everyone had their mics on. Microphones will be shut off for this training session. Let's begin right now.
00:00:40
Some instructions to begin: Turn off call waiting, if you take another phone call during this webinar, the music on hold will be heard by all participants.
00:00:51
Microphones are muted, and think of keeping your screen active at all times. If you do not touch your computer for a little while, it will go into sleep mode. If you go to sleep mode, you'll be automatically disconnected from this webinar and there's a time to reconnect to it, so you will lose information.
00:01:16
So today, we have 30 minutes to see different things. To begin with, the introduction: What is Teams used for? We're going to talk about Teams. but what is the use of Teams? What are we going to do with it?
00:01:32
Then, understanding your collaboration.
00:01:36
What can we do in terms of collaboration in Teams? We will understand all of this.
00:01:45
The 10 collaboration best practices in Teams. Today is a webinar about the best practice in Teams, so we're going to see them of course.
00:01:56
How to spread and share best practices. It's a thing to know about the best practices, but it's another thing to share and spread them in your company. Finally, we'll have the conclusion at the end.
00:02:12
The objectives today are to identify the best practices for using Teams and to encourage companies' collaboration in Teams. Also at the end of this training session,
00:02:26
if you have other good practices in Teams that we haven't shown today, you can write them in the chat. I'm going to send a message in the chat right now for you to see it.
00:02:40
We will be able to send your best practices in it for us to find them back.
00:02:50
To begin with, the introduction: What is Teams used for? As you can see on the screen, Microsoft has deployed a graphical representation of how to use their communication applications, because we have Teams, Yammer and Outlook. We have the inner loop, the outer loop and the open loop. The are all important to keep in mind when talking about Teams in comparison to Outlook.
00:03:22
To begin with, we have the outer loop on the right with Yammer.
00:03:31
The outer loop with Yammer and Outlook. It is called the open loop as well. Outlook is made for your open loop: You can send emails to anyone with an email address. But you should always be careful about what you write in your messages
00:03:53
in fear that someone important could receive it as a transfer. Emails are more formal, more concrete, less arbitrary. Outlook should be used to send official messages to your clients, suppliers, etc.
00:04:10
Then we have the internal loop.
00:04:17
We have Teams. Teams is really made for your inner loop (the internal loop). Think about the constant conversation that you have with those you work with, including people outside of your company.
00:04:34
And the files you review as well.
00:04:38
Teams is the right place to work. Conversations are informal, short and direct.
00:04:45
You work with very united teams, and that includes external people who are not a part of your network.
00:04:54
Teams is destined to become an essential entry point when you start your workday, just like Outlook. Everyday when you go on your computer at work, you open Outlook for your emails. But you should do the same with Teams: All of your inner collaboration conversations will be on Teams.
00:05:20
What does Teams allow? Flexible communication in real time, the content and history are available at anytime, including Teams cross-sessions visible to all team members.
00:05:33
It's integrated to SharePoint and OneNote. There is a strong integration with the Office suite.
00:05:42
And customizable workspace to include content and features that teams use every day.
00:05:53
Let's go on. We are going to talk about collaboration.
00:05:59
Understanding your collaboration: Nowadays, Outlook is the user's personal EDMS (Electronic Document Management System).
00:06:12
It's Well, you're going to find back a lot of documents but it is a bit strange to say that we are going to find all our documents into Outlook because when you send files via emails, the only way to retrieve those files is in the emails. But we're going to talk about this in a bit.
00:06:32
In Outlook, the information is stored and contained in the message: Tables, pictures, attachments.
00:06:42
The attachments and different or multiple versions of a document are stored in it.
00:06:50
But the message storage quota is insufficient. We do not have infinite space in Outlook and we're going to multiply those attachments, pictures, etc. So the storage is insufficient.
00:07:11
Meetings and meeting notes are stored. When you organize a meeting in Outlook, you're going to find all the notes about this meeting in here.
00:07:23
You spend time looking for information. You have thousands of emails and you have to search, filter to find them back.
00:07:34
Of course, managing emails is time-consuming and detrimental to productivity
00:07:41
because you lose hours because you need to filter, to organize etc. It takes a lot of time.
00:07:51
You store the same information as your colleagues in different files and ask them to transmit it when you cannot find it. When someone sends an email to 10 people with attachments in, those same people are going to have the attachment. But you can't find it back because of too much emails, so you are going to ask your coworkers to send it back.
00:08:14
You are going to have 2,000 or 3,000 of emails with the same attachments in it, because you cannot find them back in Outlook.
00:08:23
That is time-consuming and storage-consuming.
00:08:30
Losing messages would be a disaster for the company. Inside emails, you have a lot of important information, attachments, files, documents.
00:08:43
The problem here is that we have them in Outlook, so we are not going to download them because we have them in our mailbox.
00:08:52
But one day, a problem can occur and your emails will be lost along with important, emails, information and documents.
00:09:06
What are we going to do? We cannot do anything, we are going to lose our messages. It's going to be a disaster.
00:09:13
When employees leave, their messages may be transferred to another employee so you have. Let's say you have spent 10 year in a company.
00:09:25
Today, your coworker who also worked in your company is leaving.
00:09:31
So all his emails, 10 years worth of emails are going to be transferred to who? To you.
00:09:41
So you have in total 20 years of emails in your Outlook inbox.
00:09:49
We can say that is going to be very difficult to store that and to find anything in terms of information or attachments in it.
00:10:02
As we know, users are fond of emails. Some even use them too much.
00:10:08
In 2016, 250 billion emails have been exchanged every day worldwide.
00:10:20
In 2020, forecasts predict 258 billions.
00:10:26
Do you imagine every day? 285 billions, it's quite a lot.
00:10:36
We are going to see right now the best practices that we can have in Teams.
00:10:43
To forget about emails and those time-consuming habits that we have.
00:05:59
Understanding your collaboration: Nowadays, Outlook is the user's personal EDMS (Electronic Document Management System).
00:06:12
It's Well, you're going to find back a lot of documents but it is a bit strange to say that we are going to find all our documents into Outlook because when you send files via emails, the only way to retrieve those files is in the emails. But we're going to talk about this in a bit.
00:06:32
In Outlook, the information is stored and contained in the message: Tables, pictures, attachments.
00:06:42
The attachments and different or multiple versions of a document are stored in it.
00:06:50
But the message storage quota is insufficient. We do not have infinite space in Outlook and we're going to multiply those attachments, pictures, etc. So the storage is insufficient.
00:07:11
Meetings and meeting notes are stored. When you organize a meeting in Outlook, you're going to find all the notes about this meeting in here.
00:07:23
You spend time looking for information. You have thousands of emails and you have to search, filter to find them back.
00:07:34
Of course, managing emails is time-consuming and detrimental to productivity
00:07:41
because you lose hours because you need to filter, to organize etc. It takes a lot of time.
00:07:51
You store the same information as your colleagues in different files and ask them to transmit it when you cannot find it. When someone sends an email to 10 people with attachments in, those same people are going to have the attachment. But you can't find it back because of too much emails, so you are going to ask your coworkers to send it back.
00:08:14
You are going to have 2,000 or 3,000 of emails with the same attachments in it, because you cannot find them back in Outlook.
00:08:23
That is time-consuming and storage-consuming.
00:08:30
Losing messages would be a disaster for the company. Inside emails, you have a lot of important information, attachments, files, documents.
00:08:43
The problem here is that we have them in Outlook, so we are not going to download them because we have them in our mailbox.
00:08:52
But one day, a problem can occur and your emails will be lost along with important, emails, information and documents.
00:09:06
What are we going to do? We cannot do anything, we are going to lose our messages. It's going to be a disaster.
00:09:13
When employees leave, their messages may be transferred to another employee so you have. Let's say you have spent 10 year in a company.
00:09:25
Today, your coworker who also worked in your company is leaving.
00:09:31
So all his emails, 10 years worth of emails are going to be transferred to who? To you.
00:09:41
So you have in total 20 years of emails in your Outlook inbox.
00:09:49
We can say that is going to be very difficult to store that and to find anything in terms of information or attachments in it.
00:10:02
As we know, users are fond of emails. Some even use them too much.
00:10:08
In 2016, 250 billion emails have been exchanged every day worldwide.
00:10:20
In 2020, forecasts predict 258 billions.
00:10:26
Do you imagine every day? 285 billions, it's quite a lot.
00:10:36
We are going to see right now the best practices that we can have in Teams.
00:10:43
To forget about emails and those time-consuming habits that we have.
00:10:51
Our 10 collaboration best practices in Teams.
00:11:00
Best practice No.1: I am ready to adopt Teams with my team. What are the best practices to encourage my team to adopt it? The best practice in Teams:
00:11:13
You have first of all to specify the guidelines, how teams is used and why.
00:11:24
The key is to specify the guidelines that are defined and how it is used and for what purpose. Microsoft Teams is much more intuitive than sending a message to several people with various attachments when brainstorming or collaborating. Be strict about the application of this rule. It may take a few weeks for people to get used to working this way. But once it becomes a habit, is a much more effective way of working.
00:11:54
Avoid creating too many teams and channels. Just make sure you don't go crazy with the creation of tons of channels.
00:12:03
If it's time-consuming to find information in our list of emails, it will be time-consuming as well to find information in a list of 100 channels.
00:12:18
Set up a naming convention and classifications. Keep in mind that Microsoft Teams is intended for consistent collaboration: Chat, document, task within a collective group of people whether it's a department or project team.
00:12:34
Naming convention and classifications to avoid language slippage, generic channel naming to avoid multiplicity.
00:12:42
It will ease access to these documents, conversations and various information to new employees in the team.
00:12:55
Then, second best practice:
00:13:00
Dozens of messages are about the same topic.
00:13:05
What's the best practice in Teams?
00:13:07
To begin with, we have to centralize topics.
00:13:11
Enable the real time collaboration.
00:13:15
We have to create one channel for each project, we remove the unnecessary tabs.
00:13:23
And manage the display of your favorite teams.
00:13:29
Add important teams to favorites to find them back at the top of the teams.
00:13:37
Hidden channels and teams: We have a project that is over but for some reason we have to go back on these teams to find information. Let's hide them.
00:13:51
If we hide teams and channels, they are still here. They are not deleted, they are still in Teams but they will be hidden
00:14:01
at the bottom of our teams list. We can find them back, but at least it's way more organized.
00:14:12
We can also archive teams with completed projects.
00:14:16
When we are over with a team, everything is done, we do not need it anymore, we can archive it.
00:14:24
This team will be in the archives. We not need to go back on it, but we archived it.
00:14:34
Let's continue with the best practice No. 3:
00:14:39
I often exchange messages with the same group of people.
00:14:45
The best practice in Teams:
00:14:47
Use team conversations, so you don't lose history.
00:14:53
If you send emails or use Skype to send information, at a moment or another you are going to lose track of everything.
00:15:07
In Skype and Outlook if you need to search for minutes and minutes to find information, it is not worth it.
00:15:16
In Teams, you have a conversation feed, you just have to scroll up and scroll down to find information.
00:15:25
You can also create new topics so other people can respond to them.
00:15:31
You will save time to find the answer.
00:15:35
You can create different topics and in the comments of these topics you will find the information. You can answer the existing topics by enriching them with GIF, emojis or stickers.
00:15:51
It will enable quick exchange, showing notes or calendars and documents. With GIF, emojis and stickers, you can have more casual conversations, it will be more interesting to have some icons, etc.
00:16:13
Convert a text exchange into a face-to-face video meeting.
00:16:19
You have a lot of information to transmit to your coworker.
00:16:24
If you start to write the equivalent of a book in Teams, it will be difficult to find information or even to read all of it.
00:16:38
You can create a face-to-face video meeting.
00:16:41
You exchange information with your coworker, your partner and he is not on the side of this meeting so you can write important information and the less important one will only be in your mind.
00:16:59
Let's continue with the best practice No. 4:
00:17:05
I need to distinguish when I am copied in or when I am the main recipient of an action.
00:17:13
The best practice in Teams: We are going to use mentions. In Teams, you can mention people by usign the @. They will receive notifications and the names will be in purple.
00:17:29
This way people will know when they are the main recipient of an action.
00:17:35
If there are only copied in, they can read it if they want to.
00:17:41
To stay informed about new publications you can follow channels. It's possible in Teams to follow channels and to received notifications when there is a new publication.
00:17:54
You will always be ready to received this new information.
00:18:02
Mask those which do not concern you.
00:18:06
In Teams you can mask channels. You will not hide them for everyone, only for you.
00:18:17
In your current project in Teams there are tabs about the marketing but you don't work in marketing, it's not important for you. You can hide it and you will only find back the different channels that are interesting for you.
00:18:32
Stay informed with the activity alerts.
00:18:38
In the activity tabs in Teams, we will find all the alerts and notifications about things that concern you. When you follow a channel, when someone mentions you.
00:18:55
You just have to go in the alerts and you will find the different notifications.
00:19:03
Let's continue with the best practice No. 5:
00:19:08
I regularly forward messages to inform people. The best practice in Teams: Use the wiki tab as a team logbook.
00:19:18
If you have a lot of information or messages to forward to everyone every time, those people are on your Teams. Go on the Wiki tab.
00:19:31
In it, you can put important formation.
00:19:34
Instead of forwarding messages to the 10 same people everyday, go into Wiki.
00:19:40
Put the important message here and those 10 people will be able to read it with one click: Less emails and quicker way to find information.
00:19:54
You can also add a netbook to collect notes and knowledge. Create a team notebook and, like in Office 365 NoteBook or OneNote, you can add notes, knowledge, images, etc.
00:20:11
You can put a link in a conversation to highlight a document.
00:20:16
You have a document in your Teams library and you can take the link, put it in a conversation and everyone will access the document just by clicking on it.
00:20:30
It is a quicker way to exchange and collaborate on a document.
00:20:37
You can use tabs to access other services.
00:20:40
In Teams you can add services in the tabs. There are a lot of different possible applications and you can also use social networks such as LinkedIn, Trello, Jira, etc.
00:20:56
You can also put different documents in the tabs. You can ask contacts to send an email directly to the channel because it's possible in Teams to send an email to a specific email address and this email address is the Teams.
00:21:15
In the channel, the email will appear as a normal message, a normal conversation.
00:21:24
Let's continue with the best practice No. 6: I often send and receive emails to update documents and my storage quota is insufficient.
00:21:35
You have your document, your coworkers update it, they send a new one. Then you update it, you send it back, etc. Then you have 10 attachments which are the same emails but updated each time.
00:21:51
The best practice in Teams: Facilitate collaboration on documents. Document shared by Teams are stored in the document library of the associated SharePoint site. A SharePoint site is made to store documents, not like Outlook. A folder is created in the library for each channel. So in SharePoint you have a folder and this folder will be different for each channel.
00:22:21
Folder for channel 1, channel 2, etc.
00:22:24
Share files as links. You can use links to share documents.
00:22:32
You share documents in one place, SharePoint for example, and copy the sharing link to send it to someone.
00:22:40
This person will not have to store it anywhere, it is just a link.
00:22:47
You can work with several people on a document. You can co-edit documents open in Teams online or via the heavy client (the software on your computer). The version control is enabled by default for shared document. You can control different versions: In case there is any problem in a version, you can go back to the latest one.
00:23:12
You can discuss while modifying. You can discuss with meetings directly in Teams or via a chat conversation open when you are editing a document and so you can discuss with your coworkers.
00:23:29
Then, the best practice No. 7:
00:23:35
I often send the same attachments.
00:23:40
The best practice in teams: Customize your tabs to make it easier to access recurring files. You create a tab which is about a document and by clicking on it you will access it.
00:23:54
Copy the link to a document to put it in a conversation. You copy the link, you go in the conversation, to the comment and you put the link here. Everybody will be able to access it.
00:24:06
Add documents to the conversation instead of the Files tab if you want them to be seen. The Files tab is to store documents, but in the conversation, you send the document and everybody will see it directly.
00:24:23
There is no need to go in the files library, it will be in the conversation.
00:24:29
The best practice No. 8: I often look for information.
00:24:36
In Teams, you can save important messages. By saving them, you can find them back easily.
00:24:44
You can pin your conversations. You pin them and you will be able to find them back quicker.
00:24:51
Use filters in activity flows. By using filters, you can find specific information quicker.
00:24:59
Use the search engine and filters. If we know what we are looking for, by using the search engine and the filters we will take way less time than we do on Outlook for example.
00:25:14
Best practice No. 9: I often waste time in meetings, I would like to be more efficient.
00:25:22
The best practice in Teams: With Meet Now, you can easily and quickly switch from a conversation to an impromptu meeting.
00:25:30
You can promote audio and video conferencing and you can record meetings to make them available to other team members who are absent.
00:25:41
All of your meetings will be stored and you can send them to people who are not here.
00:25:48
Best practice No. 10: During meetings, I share information with other people.
00:26:00
Best practice in Teams: Share your screen, it's way easier to share information if people can see it.
00:26:07
Set up a share notepad to co-publish the note-taking during meetings. If we have 10 people in the meeting, then 10 notepads and 10 notes to put in the same notepad would be too long. If we have only one notepad for 10 people and everybody can co-publish it, it will be easier and quicker and you can exchange information via conversation during the meeting.
00:26:35
Then we have a bonus best practice: I often send attachment to people on the move.
00:26:41
Best practice: Install the mobile application. Teams in on smartphone so you can take your Teams with you. With the mobile app you can find teams, channels, documents, conversation, and tabs directly on your smartphone. It's perfect when you are on the move.
00:10:51
Our 10 collaboration best practices in Teams.
00:11:00
Best practice No.1: I am ready to adopt Teams with my team. What are the best practices to encourage my team to adopt it? The best practice in Teams:
00:11:13
You have first of all to specify the guidelines, how teams is used and why.
00:11:24
The key is to specify the guidelines that are defined and how it is used and for what purpose. Microsoft Teams is much more intuitive than sending a message to several people with various attachments when brainstorming or collaborating. Be strict about the application of this rule. It may take a few weeks for people to get used to working this way. But once it becomes a habit, is a much more effective way of working.
00:11:54
Avoid creating too many teams and channels. Just make sure you don't go crazy with the creation of tons of channels.
00:12:03
If it's time-consuming to find information in our list of emails, it will be time-consuming as well to find information in a list of 100 channels.
00:12:18
Set up a naming convention and classifications. Keep in mind that Microsoft Teams is intended for consistent collaboration: Chat, document, task within a collective group of people whether it's a department or project team.
00:12:34
Naming convention and classifications to avoid language slippage, generic channel naming to avoid multiplicity.
00:12:42
It will ease access to these documents, conversations and various information to new employees in the team.
00:12:55
Then, second best practice:
00:13:00
Dozens of messages are about the same topic.
00:13:05
What's the best practice in Teams?
00:13:07
To begin with, we have to centralize topics.
00:13:11
Enable the real time collaboration.
00:13:15
We have to create one channel for each project, we remove the unnecessary tabs.
00:13:23
And manage the display of your favorite teams.
00:13:29
Add important teams to favorites to find them back at the top of the teams.
00:13:37
Hidden channels and teams: We have a project that is over but for some reason we have to go back on these teams to find information. Let's hide them.
00:13:51
If we hide teams and channels, they are still here. They are not deleted, they are still in Teams but they will be hidden
00:14:01
at the bottom of our teams list. We can find them back, but at least it's way more organized.
00:14:12
We can also archive teams with completed projects.
00:14:16
When we are over with a team, everything is done, we do not need it anymore, we can archive it.
00:14:24
This team will be in the archives. We not need to go back on it, but we archived it.
00:14:34
Let's continue with the best practice No. 3:
00:14:39
I often exchange messages with the same group of people.
00:14:45
The best practice in Teams:
00:14:47
Use team conversations, so you don't lose history.
00:14:53
If you send emails or use Skype to send information, at a moment or another you are going to lose track of everything.
00:15:07
In Skype and Outlook if you need to search for minutes and minutes to find information, it is not worth it.
00:15:16
In Teams, you have a conversation feed, you just have to scroll up and scroll down to find information.
00:15:25
You can also create new topics so other people can respond to them.
00:15:31
You will save time to find the answer.
00:15:35
You can create different topics and in the comments of these topics you will find the information. You can answer the existing topics by enriching them with GIF, emojis or stickers.
00:15:51
It will enable quick exchange, showing notes or calendars and documents. With GIF, emojis and stickers, you can have more casual conversations, it will be more interesting to have some icons, etc.
00:16:13
Convert a text exchange into a face-to-face video meeting.
00:16:19
You have a lot of information to transmit to your coworker.
00:16:24
If you start to write the equivalent of a book in Teams, it will be difficult to find information or even to read all of it.
00:16:38
You can create a face-to-face video meeting.
00:16:41
You exchange information with your coworker, your partner and he is not on the side of this meeting so you can write important information and the less important one will only be in your mind.
00:16:59
Let's continue with the best practice No. 4:
00:17:05
I need to distinguish when I am copied in or when I am the main recipient of an action.
00:17:13
The best practice in Teams: We are going to use mentions. In Teams, you can mention people by usign the @. They will receive notifications and the names will be in purple.
00:17:29
This way people will know when they are the main recipient of an action.
00:17:35
If there are only copied in, they can read it if they want to.
00:17:41
To stay informed about new publications you can follow channels. It's possible in Teams to follow channels and to received notifications when there is a new publication.
00:17:54
You will always be ready to received this new information.
00:18:02
Mask those which do not concern you.
00:18:06
In Teams you can mask channels. You will not hide them for everyone, only for you.
00:18:17
In your current project in Teams there are tabs about the marketing but you don't work in marketing, it's not important for you. You can hide it and you will only find back the different channels that are interesting for you.
00:18:32
Stay informed with the activity alerts.
00:18:38
In the activity tabs in Teams, we will find all the alerts and notifications about things that concern you. When you follow a channel, when someone mentions you.
00:18:55
You just have to go in the alerts and you will find the different notifications.
00:19:03
Let's continue with the best practice No. 5:
00:19:08
I regularly forward messages to inform people. The best practice in Teams: Use the wiki tab as a team logbook.
00:19:18
If you have a lot of information or messages to forward to everyone every time, those people are on your Teams. Go on the Wiki tab.
00:19:31
In it, you can put important formation.
00:19:34
Instead of forwarding messages to the 10 same people everyday, go into Wiki.
00:19:40
Put the important message here and those 10 people will be able to read it with one click: Less emails and quicker way to find information.
00:19:54
You can also add a netbook to collect notes and knowledge. Create a team notebook and, like in Office 365 NoteBook or OneNote, you can add notes, knowledge, images, etc.
00:20:11
You can put a link in a conversation to highlight a document.
00:20:16
You have a document in your Teams library and you can take the link, put it in a conversation and everyone will access the document just by clicking on it.
00:20:30
It is a quicker way to exchange and collaborate on a document.
00:20:37
You can use tabs to access other services.
00:20:40
In Teams you can add services in the tabs. There are a lot of different possible applications and you can also use social networks such as LinkedIn, Trello, Jira, etc.
00:20:56
You can also put different documents in the tabs. You can ask contacts to send an email directly to the channel because it's possible in Teams to send an email to a specific email address and this email address is the Teams.
00:21:15
In the channel, the email will appear as a normal message, a normal conversation.
00:21:24
Let's continue with the best practice No. 6: I often send and receive emails to update documents and my storage quota is insufficient.
00:21:35
You have your document, your coworkers update it, they send a new one. Then you update it, you send it back, etc. Then you have 10 attachments which are the same emails but updated each time.
00:21:51
The best practice in Teams: Facilitate collaboration on documents. Document shared by Teams are stored in the document library of the associated SharePoint site. A SharePoint site is made to store documents, not like Outlook. A folder is created in the library for each channel. So in SharePoint you have a folder and this folder will be different for each channel.
00:22:21
Folder for channel 1, channel 2, etc.
00:22:24
Share files as links. You can use links to share documents.
00:22:32
You share documents in one place, SharePoint for example, and copy the sharing link to send it to someone.
00:22:40
This person will not have to store it anywhere, it is just a link.
00:22:47
You can work with several people on a document. You can co-edit documents open in Teams online or via the heavy client (the software on your computer). The version control is enabled by default for shared document. You can control different versions: In case there is any problem in a version, you can go back to the latest one.
00:23:12
You can discuss while modifying. You can discuss with meetings directly in Teams or via a chat conversation open when you are editing a document and so you can discuss with your coworkers.
00:23:29
Then, the best practice No. 7:
00:23:35
I often send the same attachments.
00:23:40
The best practice in teams: Customize your tabs to make it easier to access recurring files. You create a tab which is about a document and by clicking on it you will access it.
00:23:54
Copy the link to a document to put it in a conversation. You copy the link, you go in the conversation, to the comment and you put the link here. Everybody will be able to access it.
00:24:06
Add documents to the conversation instead of the Files tab if you want them to be seen. The Files tab is to store documents, but in the conversation, you send the document and everybody will see it directly.
00:24:23
There is no need to go in the files library, it will be in the conversation.
00:24:29
The best practice No. 8: I often look for information.
00:24:36
In Teams, you can save important messages. By saving them, you can find them back easily.
00:24:44
You can pin your conversations. You pin them and you will be able to find them back quicker.
00:24:51
Use filters in activity flows. By using filters, you can find specific information quicker.
00:24:59
Use the search engine and filters. If we know what we are looking for, by using the search engine and the filters we will take way less time than we do on Outlook for example.
00:25:14
Best practice No. 9: I often waste time in meetings, I would like to be more efficient.
00:25:22
The best practice in Teams: With Meet Now, you can easily and quickly switch from a conversation to an impromptu meeting.
00:25:30
You can promote audio and video conferencing and you can record meetings to make them available to other team members who are absent.
00:25:41
All of your meetings will be stored and you can send them to people who are not here.
00:25:48
Best practice No. 10: During meetings, I share information with other people.
00:26:00
Best practice in Teams: Share your screen, it's way easier to share information if people can see it.
00:26:07
Set up a share notepad to co-publish the note-taking during meetings. If we have 10 people in the meeting, then 10 notepads and 10 notes to put in the same notepad would be too long. If we have only one notepad for 10 people and everybody can co-publish it, it will be easier and quicker and you can exchange information via conversation during the meeting.
00:26:35
Then we have a bonus best practice: I often send attachment to people on the move.
00:26:41
Best practice: Install the mobile application. Teams in on smartphone so you can take your Teams with you. With the mobile app you can find teams, channels, documents, conversation, and tabs directly on your smartphone. It's perfect when you are on the move.
00:27:05
How to spread and share best practices?
00:27:10
You have to rely on a network of ambassadors. Explain the meaning of the transformation.
00:27:17
They will influence within teams, through informal conversation that will help knowledge to be disseminated and anchored more effectively. Learning through colleagues is one of the most effective and widely used methods.
00:27:33
Reassure them: They will be scared because it's new, you have to reassure them. Since they have tested the tools, they will capitalize and accumulate experience to transform it into knowledge. Share their feedback on it.
00:27:50
Then we have to raise awareness and train employees.
00:27:56
Use the collaborative digital platform, it will offer an adapted training using concrete cases. Propose short training resources: Tutorial videos,use case scenarios, etc.
00:28:08
Set up dedicated physical meetings. The purpose will be to enable continuous improvement in each entity to address cross-cutting issues such as local initiatives.
00:28:21
Do not neglect knowledge building as it enables new practices to be anchored in habits over the long term.
00:28:36
Coming soon: Courses about the best practices.
00:27:05
How to spread and share best practices?
00:27:10
You have to rely on a network of ambassadors. Explain the meaning of the transformation.
00:27:17
They will influence within teams, through informal conversation that will help knowledge to be disseminated and anchored more effectively. Learning through colleagues is one of the most effective and widely used methods.
00:27:33
Reassure them: They will be scared because it's new, you have to reassure them. Since they have tested the tools, they will capitalize and accumulate experience to transform it into knowledge. Share their feedback on it.
00:27:50
Then we have to raise awareness and train employees.
00:27:56
Use the collaborative digital platform, it will offer an adapted training using concrete cases. Propose short training resources: Tutorial videos,use case scenarios, etc.
00:28:08
Set up dedicated physical meetings. The purpose will be to enable continuous improvement in each entity to address cross-cutting issues such as local initiatives.
00:28:21
Do not neglect knowledge building as it enables new practices to be anchored in habits over the long term.
00:28:36
Coming soon: Courses about the best practices.
00:28:44
In conclusion, Microsoft Teams is ideal for daily communication and collaboration within a department, project team or group of people working closely together with a common goal or deliverable. Outlook is for formal things. Use Teams for daily tasks.
00:29:07
If you have any questions, you can ask them directly in the chat.
00:29:15
For those who do not have questions, I thank you for being here today. Make good use of what you learned and I wish you to have a nice day.
00:28:44
In conclusion, Microsoft Teams is ideal for daily communication and collaboration within a department, project team or group of people working closely together with a common goal or deliverable. Outlook is for formal things. Use Teams for daily tasks.
00:29:07
If you have any questions, you can ask them directly in the chat.
00:29:15
For those who do not have questions, I thank you for being here today. Make good use of what you learned and I wish you to have a nice day.

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