Embarking on a modern workplace transformation can be a daunting prospect. But when managed correctly the benefits can have a significant effect on both productivity and staff morale.

Microsoft Teams is one of the principle platforms used in a modern workplace. If you are currently transitioning onto Microsoft Teams, here are the top 5 functions to focus on to improve staff engagement and create better customer communication.

1. Video Calling

Increased connectivity is a key driver for moving businesses onto Microsoft Teams, particularly for organisations with multiple offices or remote staff. Using the video conferencing function allows staff to put a face to a voice when working together. Users can see that the person they are talking to is listening and focussed which improves the relationship. It also helps avoid awkward Christmas parties where no one recognises staff from interstate!

2. Screen Sharing

Gone are the days where documents took a week to update thanks to endless emails and marked up pdfs. Using the screen sharing function of Microsoft Teams enables staff to hold a quick video conference and discuss a document, making changes in real time. This results in a much quicker process and frees up time for staff to focus on other tasks – resulting in happier employees.

3. Social side

Engaged and happy staff are staff who know the right balance between work and play. Modern workplaces allow for this balance with the social functions of Microsoft Teams. Some organisations, especially those with a remote workforce, initiate virtual water cooler conversations such as a Friday afternoon ‘weekly wind down’ where employees share plans for the weekend, their predictions for who will win the Bachelor and more.

Using Microsoft Teams to improve the social side of a workplace will ultimately be driven by the values and overall culture of a business. If you have taken the time to establish the right culture,  employees will be able to use the platform to make stronger social connections with their peers and increase their workplace engagement. And let’s face it – we all love a good GIF.

4. Managing Notifications

The constant alert of new emails can be a distraction for staff which can result in them feeling overwhelmed and grumpy. Especially when they may receive emails as a CC who maybe didn’t need to be copied in. We’ve all been there! Microsoft Teams replaces the need for emails to be used as a communication tool for projects.  It should be considered a Captain’s Log – a record of all the activity relating to a project. Nothing should be locked away in a mailbox.

Microsoft Teams notifications can be overwhelming at first but taking the time to understand them quickly enables staff to identify which notifications apply to them and which are general to the project and don’t require their urgent attention. Staff can also customise their notifications to suit their preference of delivery. Receiving email notifications can be counterproductive whereas pinning Teams to your task bar and seeing a red note may be all that is needed.

5. All in one place

Traditional workplaces relied on multiple point solutions and platforms to complete tasks. Microsoft Teams reduces system clutter and provides staff with access to everything in one place. This alone increases staff engagement by improving information accessibility.

Whilst every modern workplace will have its own preference of how to work, client service industries can benefit from creating and using internal and external channels to include approvals and discussions in Teams, further reducing email noise.

Following on with the Captain’s Log mentality, keeping all information in one place and all conversations (external or internal) allows for a smoother run project which in turn results in engaged and happy staff.

Happy employees are productive employees

Microsoft Teams is changing the way we work. The platform enables a new level of transparency in communication which connects staff regardless of their location. Microsoft Teams allows employees to know what everyone is doing and where they are at.

By transitioning to a modern workplace, you are allowing your staff to be more connected and engaged with both their work and their teammates which creates happy and productive employees. If you would like to find out more about how to transition to Microsoft Teams, contact MWA today.