How To Use Microsoft Teams For Team Building
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As mentioned before, using Microsoft Teams as an easy way to connect with colleagues and create strong internal relationships is a great start! With this article, we will go into more detail about team building through meetings, events, and activities.
Team meetings or event planning can be tricky at times. There are many things that organizational leadership may or may not allow during these events, so being prepared is important.
This article will talk you through some ways to organize and plan your group’s events via Microsoft Teams. We will also look at how you can use polls and see if people are attending or not to determine whether changes need to be made.
We would like to add here that while it is okay to ask if someone attends an event, it is not acceptable to force attendance unless permission has been given first.
Choose a meeting place
Choosing where to have your next team meeting is an important part of using Microsoft Teams effectively. You can do this in one of two ways: you can hold the meeting here online, or you can choose to meet at a local office or private home.
If holding the meeting online is preferred, there are several good options available. Some of these include Google Meet, Zoom, and FaceToFace. Most of these allow users to chat before the meeting, which helps set the stage for it.
At the end of the meeting, you can send out notes about what was discussed and any action items that were put into motion. This way, no one feels left out!
Team members can also leave messages for each other outside of the meeting. This gives them more opportunity to talk and connect with others, as well as keep tabs on how things are going.
Plan your meeting
One of the first things you will want to do when using Microsoft Teams as an organizer is to plan your meeting. This can be tricky because not only does it require knowing who the participants are, but also what time zone they are in and if there are any special requirements or rules that need to be set before the meeting.
To make sure everything goes smoothly, we recommend confirming all of these details at least two days ahead of the meeting. That way anyone able to attend will have enough time to prepare and connect with you!
By organizing meetings this way, you’ll give people more time to look into and prepare for the meeting, which should help them feel relaxed and confident about attending. For some people, this may mean doing some research or looking up notes they had earlier, so they don’t forget anything!
If someone isn’t available to attend the meeting, you can always send out an “Action Request” message asking whether they would like to join later.
Tell your team about the meeting
Make sure that everyone is aware of the meeting time so they can attend, or people may be missing out!
If you are hosting this meeting via Microsoft Teams, you will need to have the appropriate resources set up ahead of time.
You should use one of these types of meetings:
* A stand-up meeting * An agenda item * A chat room (for discussion) * A video conference (for presentations)
Any of these settings can be used during the meeting depending on what participants want to do.
For example, if someone wants to give a presentation, then they would choose video conference as the setting and then talk through their slides while others could listen or ask questions.
If there’s something important that needs discussing then create an agenda item and work from there.
Make the meeting productive
The first thing you should do when setting up an event in Microsoft Teams is making sure it’s meaningful. If your team has nothing urgent to talk about, then what are you wasting our time for?
You can use this to have a chat or an announcement, or just say hello to each other. Your attendees will appreciate that you took the time to connect with them.
But be careful not to make it too casual. While there is no rule against having a drink after work, people may feel more pressured into doing things if youtheyem like they're having fun.
That could backfire and create some conflict later. We've seen it happen before!
Avoid events where only one person wants to speak, and everyone else is trying to look interested. That's why most good conversations have at least two participants – someone who knows something interesting happens every so often.
Agree to meet at a public space close to home so that anyone can drop by and join you at any time. This way, even individuals who normally would not attend a meeting can come along, since it does not require special equipment or knowledge of the meeting organizer.
Taking good team building exercises very seriously, note taking is an integral part of most activities. Even if you’re not attending in person, using technology as a tool to keep track of things can still be helpful.
There are many ways to take notes during a group activity. Some people write down important points in a notebook or index card folder, use pen and paper, or even speak loudly enough that everyone else can hear them.
Whatever method you choose, make sure it’s easy to access later! If someone takes their notebook, ask if you can have theirs so you don’t need to bring your own.
For more formal events, some people carry around smartphones with them and take more detailed notes using apps. You could also get one for each participant, or at least one shared across all of you.
Overall, just be aware of what people say and how they say it. Pay close attention, take lots of notes, and review those notes later.
Finish the meeting
A lot of times after an initial meet-and-greet, people will start talking about their work or personal life. This is okay! But what isn’t OK is when someone else comes in and starts doing the same thing because they feel that it’s their turn to talk.
It’s not your job as a member of the team to be sharing stories and taking up time for meetings. That’s what leaders are for! As a less experienced leader, you may need help figuring out how to manage group conversations, but don’t let that stop you from offering yours.
If you notice that others have stopped talking, ask if anyone wants to continue the conversation outside of the meeting. If so, offer to go get some drinks or grab lunch next week!
Alternatively, see if there’s anything any of them were discussing before the break and add those topics to the chat.
Do not hold meetings that go too long
A meeting should never last longer than one hour unless there is a clear agenda with specified time frames, action items, and outcomes.
This is very important to remember as people have different timing strategies. Some are early birds and start working before dawn while others do not get going until late in the day.
If you have a meeting scheduled that goes over an hour, then make sure it is limited to just that length of time. People will feel pressured if the meeting lasts much longer because they expected more out of the meeting.
As mentioned earlier, using Microsoft Teams as an internal tool for communication can help you improve team dynamics and use it as a platform to motivate employees.
By giving people access to the same app, teams no longer need to rely on email or phone calls to communicate.
This is especially helpful in situations where there are just not enough resources to have separate chat rooms and video meetings.
Microsoft Teams allows individuals to view and contribute content from any device, so people do not have to be at their computers to participate. This helps promote participation among users of all levels.
Teamwork is one of the most important things that will keep your organization productive and moving forward.