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.
- 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.
- 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 …
- Usually there is an end date for such things. But that is not a must.
- 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.
- 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.
Here is a list of When NOT to send a mail … in no particular order.
For decades, mail was the only method of collaboration. Not any longer. Now with so many available options, we must choose the right tool for the right purpose. Continue reading When NOT to send a mail
This is just a quick best practice. I learnt it while conducting a webinar on Thursday using Skype for Business (SFB). During webinars, you have two options, just show a presentation and explain it or demonstrate something on your screen – typically some software product. Screen sharing is used to broadcast your desktop.
Often, I need some live input from the audience. For example, what is their profile? Which product / feature is more important for them? Have they understood the topic or not?
Continue reading Pause Screen Sharing while creating Polls in SFB
OneDrive has a sync (like all other cloud providers). Sync creates a local copy on your PC, Laptop or Mobile phone for selected files or folders. The local copy can be edited while offline. But what about folders shared with me by others? Here is how you can sync shared OneDrive folders.
Continue reading How to sync shared OneDrive folders
This quick video illustrates how you can enhance the usefulness of Outlook beyond your imagination by adding your own columns to Outlook. We can achieve this with the useful little known feature in Outlook called Outlook Custom Field. Watch this video to understand the power and practical applications of this great feature. Learn how to allocate incoming mails in a helpdesk to engineers or how to allocate incoming CVs to different recruiters.
The functionality overlaps amongst Groups and Team sites (or Sites as they are called in Office 365). Here is a quick explanation of which one to use when and why.
Continue reading Office 365 Groups vs Team Sites
Groups is the new way of working together efficiently. Here are all the articles I have written about Office 365 Groups. The first step in using Groups is to educate all the team members about it. That is why I created a short and simple video to explain the concept and its benefits. Have a look and share it with your team members.
View this short video to see how Word can be used to modernize your work and increase efficiency dramatically. In just five minutes, you will learn how to:
- Reuse existing contents
- Quick Parts
- Building Blocks
- Reduce Formatting efforts with styles
- Benefits of using styles
- Quick navigation
- Reorder content by drag drop
- Heading numbering
- Instant Table of content,
- Convert to PowerPoint in one click
- What is wrong with storing files on My Documents
- Introduction to OneDrive for Business
- Edit documents together in real-time
- Online sharing and Present Online
To learn more, read these related articles.
For a more in-depth coverage, watch this 30 min Word Best Practices video.
Things have changed. We have to look at Outlook differently. Otherwise we will continue to misuse it. Spend just five minutes to understand the new role of Outlook:
- Use Clutter to clear out less relevant mails
- Identify important mails
- Avoid excessive mail attachments by using links
- Manage your work better with Task Folder
- Use Skype for Business and Skype FB for faster, more secured teamwork
- Use Yammer to faciliate discussion, ideas and progress
- Recap: Which one to use when
Read related articles here.
Office 365 Groups helps in simplifying teamwork. Creating the Group is easy. But getting the entire team to utilize it effectively is another matter. This article shows a step by step process of bringing your team together using Groups. Technology is only 50% of the story, rest is psychology!
Continue reading Office 365 Groups: Practical Usage Guidelines