During the past week, talking with coworkers and friends, we have been discussing how we use Microsoft Teams, what features we use the most, and what we feel more comfortable with. It is paradoxical to observe how we use Microsoft Teams with colleagues who work in different areas, all of us reaching the same result.
I must add that, dedicating myself to improving the employee experience for multiple clients, I came to a conclusion that I would not have thought until now. The truth is that Microsoft Teams is a very powerful tool, with many features, which puts at our disposal many options, and always under a single application without having to go browsing through applications to do our work. But do we really use all the potential at our disposal?
In this article, I delve into the main apps within Microsoft Teams that many of us might be underutilizing or, in my personal experience, not recognizing their full usefulness.
Does the information in the Activity Feed provide value?
Notifications are a fundamental feature in our daily use of applications, keeping us informed about events that occurred while we were away and alerting us when we're mentioned. The same holds true for the activity feed in Microsoft Teams, where notifications encompass updates from teams, channels, and chats, including messages in Viva Engage communities.
In my personal experience, mentions are the messages that stand out because they require some form of action. However, the sheer volume of teams, channels, and chats I'm a part of leaves me feeling overwhelmed by other types of messages. To be honest, Viva Engage isn't the primary tool I use to communicate with colleagues in my company.
The activity feed tends to carry day-to-day information, relevant to the immediate present rather than something we'd wait a few days to check. Important communications, on the other hand, still flow through email—a secure means of ensuring receipt. Consequently, the activity feed tends to host more casual and less critical information, not demanding constant attention.
In how many Teams are you currently a member?
When Microsoft Teams first launched, the concept was revolutionary, and the envisioned potential seemed immense. The idea of representing work teams as Teams, equipped with features like chat, document sharing, data lists, and the ability to integrate third-party applications, appeared to be the ultimate solution to our workplace challenges.
However, the initial excitement soon gave way to a realization that its utility might not be as straightforward as anticipated. The proliferation of Teams for various purposes—work projects, committees, studies, research, and more—steadily increased. The list grew, as did the number of Teams one belonged to, not to mention the multitude of channels within each Team, adding complexity and diluting focus.
In my case, I've reached a point of saturation with the sheer number of Teams. Some Teams serve very similar, if not identical, purposes with slight variations in names or acronyms. The exact count of Teams I'm part of eludes me, and honestly, I'm not keen on finding out. The Teams tab has gradually become less central to my workflow, although I do make an effort to use it for storing information that should be accessible company-wide if needed.
Do you thrive on a work style that is driven by events?
Outlook has long been the go-to application for managing meetings and events. In its quest to become an all-encompassing platform, Microsoft Teams has seamlessly integrated these functions into its Calendar feature, and the result is quite impressive. The integration between the two applications is seamless, ensuring that the information in one is mirrored in the other.
Meetings initiated in Microsoft Teams are reflected in Outlook, and vice versa. Furthermore, both platforms allow you to apply categories to meetings, facilitating proper organization and visualization of all your events. However, it's worth noting that the creation of categories can only be done from Outlook.
In my personal experience, I primarily use the Calendar feature in Microsoft Teams on my mobile device. Since I tend to keep work separate from my mobile activities, I find myself rarely using it. Consequently, I prefer to manage and consolidate all my scheduling and activity within Outlook.
Are you a Chat-based person?
When it comes to communication with colleagues, chatting is undeniably the standout feature of Microsoft Teams, at least from my perspective. It's the functionality that sets it apart from other elements within the platform.
Chances are, even if you haven't realized it yet, Chats will likely be the application you find yourself using the most in Microsoft Teams. Whether you're engaging in direct conversations with colleagues or communicating with team members, Chats serves as a central hub. Even if there's a specific Team designated for a project, department, or training you're part of, you might still have multiple chats for more personalized discussions with various colleagues within those same teams. It's akin to how you might organize your conversations in WhatsApp or Telegram—general groups with all friends, specific groups for certain friends, or a couple of groups to delve into particular topics.
Let's not overlook the array of additional functionalities available in chats. From sharing images, creating memes, and collaborating on files exclusive to the chat, to sharing files from external locations, making calls, video calls, and even sending meeting requests, including those from third-party sources.
In my case, Chats is the application I find myself using around 95% of the time in Microsoft Teams. It's the nucleus of my interactions—whether I'm seeking out teammates for questions, updating teams on progress, or having off-topic conversations with friends. Everything seems to revolve around Chats.
What about other apps?
Microsoft Teams functions as a comprehensive work and application platform, but it coexists with various other applications we engage with daily, such as OneDrive, Tasks by Planner, Viva Engage, and more. Each of these applications brings a diverse set of functionalities catering to different aspects of our daily routines.
The amount of time spent on each application often depends on one's role. For instance, if you're overseeing automated processes in Power Automate, your go-to application might be Workflows. Community managers or similar roles might find themselves predominantly using Viva Engage, while developers could be immersed in Power Apps. This pattern extends to other applications, both from Microsoft and third-party providers.
Based on my experience, it's common for individuals to utilize these applications outside of Teams. Doing so often streamlines workflows and simplifies tasks, making it more efficient to tackle responsibilities.
Wrapping up
Microsoft Teams is undeniably a remarkable application, widely regarded as one of Microsoft's best creations. Its concept, revolutionizing the work landscape by consolidating various daily activities into a single application, is commendable.
Even though Microsoft Teams is awesome, and we've tried to use all its cool features, I've noticed that most of the time, I'm just chatting with people. And it's not just me – my friends and coworkers feel the same way.
I'm not saying Microsoft Teams isn't helpful; it's just that maybe we're not ready to do everything in just one app. We're used to using a bunch of apps at the same time. If Microsoft Teams came out 20 years ago, maybe it would have been even more amazing.
How do you use Microsoft Teams every day? Do you spend a lot of time chatting too, or is it different for you? Let me know how Microsoft Teams fits into your work routine and if it's the same or not!
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