The Traditional Workplace is inefficient.
Over time departments have most likely developed a complex set of processes that are supported by a series of informal networks and a variety of tools comprising of anything from Access databases, spreadsheets to Microsoft Paint – all to get the job done – slowly but surely-ish.
What the traditional workplace most often lacks is a genuine hub to enable teams to work centrally, collaboratively.
Team members need to be able to communicate with each other and have easy access to all of the apps required to deliver against whatever their task might be, and Microsoft Teams delivers on both fronts.
If you’re not aware of Microsoft Teams, it’s the successor to Skype for Business, which has a recently announced end of life date as July 31, 2021.
Microsoft Teams however is much more than just a ‘unified communications’ platform, it’s a workspace, a hub for teamwork in Office 365 and is unsurprisingly the fastest growing app from Microsoft.
Microsoft Teams: Improving Communication
The most commonly used forum for communication (team chat) within most organisations is still email, whilst that’s ok, it’s not really the best forum for ongoing discussions around projects or tasks.
Think about life outside of work, for group chats you probably use WhatsApp, it’s quick and efficient – just like Microsoft Teams.
Focus your inbox.
Of course, there’s a place for email but the usage needs to be focused and unfortunately for many people the inbox acts as a catch-all for all comms, both internal, external, formal, informal and everything else in-between.
Apparently, the average office worker receives 121 emails a day and send around 40; and it can be frustrating trawling through them all.
Too many emails can crowd out the main tasks that need to be focused on – not ideal when you have dependencies and fast approaching deadlines!
In Microsoft Teams, teams are made up of channels, most PMO’s that we work with now have a channel per project (programme or portfolio) and within those channels you can hold meetings, have conversations and work on files together.
There are several advantages to using Microsoft Teams over email:
- All topic specific conversations and files exist in the team channel rather than being spread across a variety of mailboxes. There’s increased visibility and one place to look. Note that documents & other files are stored in a SharePoint document library.
- Conversations stay in Teams; there’s less likelihood of splinter conversations taking place whereby recipients might drop off from the email ‘To’ or even the ‘Cc’ lists!
- Email traffic will ease up and hopefully become more focused i.e. on external conversations hopefully resulting in fewer distractions.
Microsoft Teams: One Solution to Unite all Apps
As well as providing all the features required for meetings, calling & file sharing it allows for app integration, which basically allows users to access of the required apps from a single window within the channel.
To illustrate, imagine you’re working on a hybrid project that employs Microsoft Project Online, Azure DevOps (or Jira), Excel and SharePoint.
Typically, a team member would need to open up each individual solution on the desktop or across a number of browser tabs – however Microsoft Teams acts like a glue that binds together the workspace for this project.
The Team member simply starts up Microsoft Teams in the morning, navigates to the channel and every required tab is open and ready to go.
There are a multitude of app integrations available from within the app store, you can even upload your own!
Microsoft Teams is constantly evolving so keep an eye on what’s new in Microsoft Teams and have a look at the official page on the Microsoft portal for details on plans and licensing.
If you want to discuss how Wellingtone can help you to work smarter then contact us.
By Baz Khinda – Commercial Director, Wellingtone PPM