Tag Archives: Best Practices

Microsoft Teams Conversation common mistake

Microsoft Teams is a convenient way of working with colleagues without cluttering mailboxes. You post a conversation inside the Teams app and others can reply to it.

The common mistake is that instead of replying to your question, people start a new discussion. Here is how you prevent the mistake. Click on the Reply button.

Teams - How to reply

Learn more about Microsoft Teams – Knowledge Pack.

Missing messages in Teams? Follow the channels.

Notification icon animation - showing the number bouncing to attract attention. If you are trying to use Microsoft Teams, you will face this practical problem. The problem is that all your team members must notice the messages that are posted in the Teams app. Nothing is visible in the Inbox. This may lead to missed messages and delayed responses.  Start noticing the notification!

 

Three steps

Continue reading Missing messages in Teams? Follow the channels.

When NOT to use Microsoft Teams

See this article to know When to use Microsoft Teams first. This article lists scenarios where using Teams is counterproductive or plain simple wrong!

Do not use teams if one or more of the items listed below are true.

  1. If there are too many people involved, do not use Teams. Technically, the limit is 2500. But you decide practically. Teams is designed for extensive interaction between team members. If there are lot of people, you cannot expect extensive interaction. Think about using Yammer. It is good for predominantly push and interaction-on-demand kind of functionality.
  2. If the team means the whole department and you already have a departmental Team Site in SharePoint. Use that site. Do not use Teams to create another Team. Why? Because, behind-the-scenes it creates another SharePoint site. Defeats the purpose.
  3. This one is obvious but still makes sense to mention it: If all team members do not have access to the Teams app, do not use Teams. In this case, you will need to do double communication manually. I will not call it inefficient usage – it is misuse.
  4. If the communication and coordination with the team is required but not critical, do not use Teams. Non-critical, but functionally necessary stuff can continue using traditional email.
  5. Do NOT use Teams unless every member is aware about its actual benefits. If you try to force it on ignorant people (Ignorant about Teams, I mean!) , it will not work. Educate them first. The best way is to show a nice and compelling demo.
    If only few people in the team use the Teams app and others do not, it defeats the purpose.
  6. If all members have not understood that they have to check the Teams app as frequently as they check for mails in the Inbox.
    The benefit of Teams is that it does not send anything to your inbox. Conversations and communication happens within the Teams app. If some members forget to see the activity in the app, they are effectively not working as a team.

That is all I can think of as of now. If you know more scenarios where Microsoft Teams is contraindicated, post them as comments.

 

 

 

 

Testing Quiz Feature. Pls Ignore.

 

When to use Microsoft Teams

When to use teams

The obvious answer is – “whenever you want to work with your team”. But that is not enough. Here is a more precise answer. If all (or most) of the requirements listed below are true, you should use  Microsoft Teams.

  1. Your organization has Office 365 Teams license available for all the people whom you intend to work with as a team.
    As on Jan 2018, if you intend to work with people in another organization, they also need to have Office 365 license.
  2. The kind of work you do with the selected team members has to be specific to a common topic of interest. It could be a project, a new initiative, a deliverable, an outcome …
  3. Usually there is an end date for such things. But that is not a must.
  4. The work being done is not just about sending messages and informing each other. You need to keep track of who said what, need files, images, notes, collaterals and so on.
  5. The kind of work you do is frequent. For infrequent work, just use email.

Yes. That’s it.

You can create a new team even for just you and someone else. Remember to create multiple teams for multiple contexts, even if some members may be common. More on that later.

Finally, DO NOT create too many Teams in the app. You will need another team to manage all these Teams.. ha ha!

Good to know When NOT to use Microsoft Teams as well.

SFB Etiquette: Do not talk when you join a meeting

Yes. Just keep quiet. Listen to what is being said. Assess when is the right point of time when you can make others aware that you are a part of the meeting. At the most opportune moment, interject and introduce yourself and participate in the discussion. Simple SFB Etiquette. Follow it.

Do you know what happens usually? People join at different points of time in an online Skype for Business meeting. The person joining has no clue about what is being discussed before the point of joining. Unfortunately, most people in the world think that the entire audience is waiting for them to announce their grand presence. Which is rarely the case!

Join as usual. Listen for some time. Get the hang of what is being discussed. Most people who are already in the SFB meeting will notice that you are added to the participant list. Even if they don’t, just give yourself some time to understand the context. If you are lucky, some stupid people who have already joined will talk some secret or gossip thinking that you are not around… enjoy the moment. Finally, when the time is right, you talk and introduce yourself. That’s it. Try it and let me know if it works. If you are the host of SFB meetings frequently, it may be a good idea to educate your participants about it…. by adding one extra line in the invitation itself:

“When you join, your microphone is automatically muted. Even if it is not, mute it. Listen to what is being said and then introduce your presence at the right point of time.”

Excel risk Mitigation

This article is for CFOs, CEOs and other members of Senior Leadership Team. It requires just 10 minutes to read. But it will reduce your personal as well as organizational Operational Risk significantly.  Notice the green mark  below.
This is the biggest Excel risk.

Excel Risk - Demo

If you see even a single green mark, you should send the file back.
Ask the sender to handle all the green marks and send the revised file to you.
Of course, they may not know what you are talking about.
Ask them to read these 5 articles: Knowledge Pack: Green Marks in Excel

The rule is, Excel sheet with Green Marks should not be sent to anybody. It is the sender’s responsibility to remove all errors – not the recipient’s.

Continue reading Excel risk Mitigation

Office 365 Storage Guide

Many customers have deployed Office 365. However, the usage of all components is not optimal. That is why I wrote this short and simple Office 365 Storage Guide. Tweak it as per your specific needs but the base concept is same. No documents should be stored on local My Documents. Storing a document on a particular device makes it unavailable to even the person who created it. That is why, it should go on a cloud storage.  In addition, files stored on the cloud are easier to share with others.

Office 365 Storage Guide poster

Continue reading Office 365 Storage Guide

Word Best Practices Video

Another video in the word best practices series. For Microsoft Channel 9. Have a look. This video shows what EVERYONE should know about Word. So please share it with everyone you work with as well as your loved ones. This is the best gift you can give a child: Knowledge!

Word Best Practices Video

Word Best Practices

View at http://bit.ly/nitinch9word, 35 minutes. View in FULL SCREEN mode at high resolution for maximum learning. Includes links to detailed articles and sample files.