Every business needs the right tools to get the job done and to keep your team on track. But juggling multiple apps and software can be a nightmare when trying to keep information streamlined and easily accessible. That’s where Microsoft Teams comes into play, especially for small businesses.
Now I
know – I hear the rumbling – some of you are Teams users, others are Zoom
users, and others are deeply embedded in Google Meets. And, truth be told, Teams had a rather rocky
start. Today, it has become a very
capable collaborative meeting and messaging platform that has more features
than most casual Teams meeting attendees realize.
In
this article, we’ll explore 10 essential Microsoft
Teams features
so everyone in your company has everything they need at their fingertips.
The 10 Must-Know Microsoft Teams Uses
For Small Businesses
1) Share And Co-Edit Files
The
demand for co-working capabilities has risen in recent years. And while modern
working conventions have dictated the need for more collaborative software,
there are real statistics to back up the benefits of co-editing.
According
to a study from
Deloitte, “When
workers collaborate, 73% do better work, 60% are more innovative, 56% feel more
satisfied, and 15% work faster.”
Microsoft
Teams understands this and has continued to develop its ability to share and
co-edit files. With 10 GB of cloud storage per user, it’s easier than ever to
work on documents with others no matter where you are.
You
can also quickly share document files by attaching them to a chat within
Microsoft Teams so there’s no need for extra emails to share information.
2) Filter Messages
Along
with our previous point, running an efficient business often means having
messaging software that can keep up. However, it can be overwhelming when you
have a sea of messages and no way to mark or find what you’re looking for.
Not
anymore. With Microsoft Teams, you’re able to filter messages and find exactly
what you need. This replaces the need to use an additional messaging service,
such as Slack, and keeps everything within one comprehensive platform.
This also
eliminates the headache of switching back and forth between platforms and
having to have multiple windows open all the time to get work done.
3) Host Meetings
Hosting
meetings is another huge capability of Microsoft Teams. The software allows you
to schedule virtual meetings with hundreds of participants at a time. That
means you have everything you and your team need, no matter the size of your
business.
Recent updates have also expanded the ability for co-hosting breakout rooms as
well. More features mean more ways for your team to connect!
4) Live Translated Captions
The 2023
updates for Microsoft Teams have increased accessibility as well. For example,
there’s a new setting you can toggle on and off that will allow for live
translated captions to appear during meetings.
The
system will save your settings for every meeting, or you can simply toggle it
off when you no longer need it. The choice is ultimately yours.
You
can also get the meeting transcripts when done to quickly review just the one
part you were looking for!
5) Chat Features
One
of the best features of the Microsoft Teams experience is the chat. With
unlimited chats and the ability to filter through them, as we mentioned
earlier, your team can have important conversations while also getting work
done in the same place.
New
this year, the platform now allows you to delete chats on your end while
leaving them open on the other person’s when you no longer need the
information. In addition, you can easily add people to existing conversations,
and AI technology can suggest who you might want to talk to next.
These
features make it easier than ever to collaborate with others and keep everyone
on the same page.
6) Picture-In-Picture
Functionality
Not
every meeting needs your full attention. Teams has picture-in-picture
functionality that allows you to have a meeting playing while you are doing
other things.
That
means you don’t have to put down other work while you’re on less important
calls and can multitask.
7) Do Not Disturb
In
addition to picture-in-picture display options, there are other ways you can
value your time with Microsoft Teams settings.
This
platform allows you to toggle on “do not disturb” when you need to step away
from your desk, are taking a vacation, or going home/logging off at the end of
the day.
There
are plenty of things that can wait until tomorrow, and you deserve to set
healthy boundaries when it comes to getting work done and taking time for
yourself and your family.
8) Data Encryption
When
you’re using an all-in-one comprehensive platform, a lot of information is
exchanged. Between attaching important documents to chat threads to day-to-day
communications, you need to know that all your information and your clients’ information
is safe.
Microsoft
Teams has you covered. With data encryption, you don’t have to worry about
private information leaking on the internet. That means peace of mind for you
and everything you work with.
9) Multi-Question Polls
The
last feature we’ll mention that’s new in 2023 is the ability to have
multi-question polls within a meeting. This gives you more flexibility to ask
the questions you need and gives you an easy place to collect that data.
It’s
never been easier to run a meeting and gather information.
10) Save MONEY (Thousands a month!)
Most
businesses already have Microsoft Teams included in their current software
package and can save a lot of money by eliminating redundant services.
Paying
for dozens (or hundreds) of employee licenses for Slack, Zoom, Monday, Basecamp
and more may be a thing of the past using the features already included in
Microsoft Teams.
Many
companies we look at are needlessly spending tens of thousands or more on these
other services and that money goes straight to the bottom line.
Microsoft Teams For The Win
Whether
you’re looking for a solution to messaging, collaborative working, video calls,
document sharing, or accessibility features within your organization, Microsoft
Teams can help your small business accomplish exactly what you need.
With
these 10 features — and many more — you will be better equipped to work
together as a team and won’t have to waste time cobbling together multiple apps
along the way.
