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Using Microsoft Teams effectively: 5 tips for Teams groups

17.1.2022

Article updated 10.10.2022

Good management of Teams groups, or teams, boosts the use of Teams effectively. Take advantage of our tips for managing Teams groups and streamline your work.

Teams groups bring together partners from across the organization and beyond to work on something, be it a project team or a department team. Sometimes an entire organization can be a single team.

Working with teams can feel confusing at times, so it’s worth reading our five tips for working more effortlessly in Teams groups.

Tip 1: Pin the most frequently used Teams groups to the list in the Teams section

The Teams feed shows teams as well as hidden teams as a separate section.

The most important and / or most used Teams can be pinned to the Teams list first to ensure convenient access. You can filter pinned teams in the list of all your groups.

Tip 2: Take advantage of the team mention feature

The name of the Teams team can be used as an @ statement, in which case all team members will be notified either directly in Teams or by email, depending on the notification settings of each user. Mention is so far the only way to get the user’s attention, with Teams notifying of a new message.

Mentioning the entire team and channel is possible, in which case the members of the team and channel will be notified. People can also be mentioned, type @ in the channel’s chat section, and Teams will show all members of the team.

By typing @ and the name of the team or channel, you can add a mention.

Tip 3: Familiarize yourself with team management functions

In the Team Management section behind the team-specific three-point menu, you can view, for example, which members and which channels belong to the team and analytics.

You can also see which apps are running on the channels on one of the tabs.

Tip 4: Remove the organization’s silos with common cross-functional Teams groups

When teams are set up without uniform practices, it may often happen very soon that there are many groups for mixed uses.

To avoid this, it is worth considering with representatives of the various functions of the organization how Teams groups could be defined in a coherent way to be set up. The Teams team always can be utilized to many uses, from dynamic project work to support the internal functions of the organization.

Below are some examples of how the Teams group could support the work of different activities:

Types of TeamsPotential ChannelsApps (Tabs /Connectors /Bots )
SalesAnnual Sales Meeting
Quarterly Business Review
Monthly Sales Pipeline Review
Sales Playbook
Power BI
Trello
CRM
Summarize Bot
Public RelationsPress Releases
News and Updates
Fact Checking
RSS Feed
Twitter
Event PlanningMarketing
Logistics and Scheduling
Venue
Budget
Twitter
Facebook
Planner
PDF
Marketing/Go to MarketMarket Research
Messaging Pillars
Communications Plan
Marketing Bill of Materials
YouTube
Microsoft Stream
Twitter
MailChimp
Technical OperationsIncident Management
Sprint Planning
Work Items
Infrastructure and Operations
Team Services
Jira
AzureBot
Product TeamStrategy
Marketing
Sales
Operations
Insights
Services & Support
Power BI
Team Services
FinanceCurrent Fiscal
FY Planning
Forecasting
Accounts Receivable
Accounts Payable
Power BI
Google Analytics
LogisticsWarehouse Operations
Vehicle Maintenance
Driver Rosters
Weather Service
Travel / Road Disruptions
Planner
UPS Bot
HRTalent Management
Recruiting
Performance Review Planning
Morale
HR Tools
External Job Posting Sites
Growbot
Cross-organizational
Virtual Team
Strategy
Workforce Development
Compete & Research
Power BI
Microsoft Stream

Tip 5: Automate Teams team creation and lifecycle management

Defining Teams groups and the applications, channels, and other resources that are appropriate for each use makes it easier to manage Teams groups. However, monitoring uniform practices, which depend on compliance with employee practices, so to speak, based on an oral agreement, is a security risk in addition to confusing information and document management.

The process of creating Teams groups can be automated using defined use cases so that users only need to select the appropriate settings for the group’s purpose and invite internal and/or external users to the group. The easy and simple group creation form in Solu 365 guides the user through the steps of the process.

Creating a group, including pre-defined channels, Planner task containers, and file folder structures and file templates, is also possible with the help of Solu 365 automation. In this case, for example, the reporting template used in project management can be utilized in all groups established for project activities.

Read more of our tips for effective use of Teams:

Download Microsoft Teams guides

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Vilma Lindell
Consultant

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