The coronavirus pandemic has accelerated a reality that has been gaining ground in offices in recent years: online meetings . Often, a videoconference conversation can be enough to solve problems, avoiding more time-consuming and costly travel.
Among the many online platforms available, one of the most secure and efficient is Microsoft Teams. Fully integrated with Microsoft 365 – the new name for the Office 365 suite – the solution is perfect for companies of any size, making work more collaborative and productive.
Microsoft Teams: how does it work?
Microsoft Teams is the hub for teamwork integrated into Microsoft 365 . Through it, all members of a team can share tasks and files in applications such as Word, Excel and PowerPoint, in addition to being able to conduct videoconferences and audio calls.
Privacy and security are two pillars guaranteed by Microsoft. Virtual conversations take place in a private and interference-free environment, resulting in stable connections. The service is available for both PC and Android and iOS smartphones. The virtual rooms can hold up to 10,000 people simultaneously.
How to make your online meetings more productive?
We know this is a relatively new universe for many users. If face-to-face meetings are still unknown for many executives in terms of productivity , how can we make processes more agile when we are not in the same environment as our colleagues? The solution lies in some of these tips and the use of specific Microsoft Teams tools.
Bring intelligence to meetings
Being prepared for a meeting is the first step in making it more efficient and productive. In Microsoft Teams, Artificial Intelligence (AI) capabilities allow team members easy access to the context and content of discussions. Just use the AI to get saved summaries and document history to help you better place yourself in the context of the conversation.
Audio conferencing: a solution for any occasion
We are not always available in front of the PC – and many applications require the use of a camera for video conferencing, which can be a problem with less stable connections. The solution found by Teams was audio conferencing. From a global dial-in number, guests can participate in audio meetings via telephone, without compromising data consumption.
Use technology as an organizing tool
Microsoft Teams provides solutions for before, during and after meetings. Initially you can send reports to all invitees, including external attendees. Meeting rooms get started quickly and screen sharing and access to collaborative content are incredible differentiators. Upon completion, share recordings and notes and schedule upcoming meetings, all on a single platform.
Reduce the frequency of meetings
The simple fact that we are not in the presence of our colleagues makes meetings seem more necessary than they really are. Understand: it is not because they are accessible that you should do them all the time. It’s often faster to send an email or debate an idea directly with one person than it is to convene several at the same time. Don’t undermine your team’s productivity with unnecessary encounters.
Test and provide quality equipment
Unforeseen events can happen at any time. An unstable connection, audio setup issues, and other factors should be checked a few minutes before the meeting begins. Do not start this check after the scheduled time, otherwise you will take the time needed by a larger number of people. If possible, opt for good quality headphones and microphone so you can hear and be heard clearly.