In today’s digitally-connected world, effective communication and collaboration are crucial for any business’s success. One tool that has risen to prominence in facilitating this is Microsoft Teams. As a hub for teamwork in Microsoft 365, it combines chat, video meetings, file storage, and app integration—all in one platform.

However, to maximize your business’s efficiency, it’s essential to go beyond the basics. This blog post will delve into some top Microsoft Teams productivity tips that every business owner should know.


  1. Utilize Keyboard Shortcuts

Just like any other software, Microsoft Teams comes with a set of keyboard shortcuts to enhance your productivity. For instance, you can press `Ctrl + E` to go to the search bar, `Ctrl + Shift + M` to mute/unmute during a meeting, or `Ctrl + 1` to go to the activity feed. Learning these shortcuts can save you valuable seconds that add up over the day.


  1. Implement Channel Notifications

Channels are where most of the collaboration happens. However, you don’t need to be notified about every single message, especially in busy channels. Customize your notifications by going to the particular channel, click on ‘…’ (more options) and then ‘Channel notifications’. You can specify when you want to be notified, allowing you to focus on what’s important.


  1. Use @Mentions

If you need to get someone’s attention or assign a task, use the @mention feature. Type ‘@’ followed by the person’s name, and they’ll get a notification. You can also @mention a whole channel or even @mention your entire team if necessary.


  1. Master the Search Bar

The search bar in Microsoft Teams is not just for searching. It’s also a command box. For example, type `/files` to see your recent files, `/call` to start a call, or `/goto` to navigate to a specific channel. Learning these commands can make navigation much faster.


  1. Leverage Tabs for Easy Access

Tabs are a great way to keep important files, apps, and websites at your fingertips. You can add a tab in any channel or chat by clicking on the ‘+’ icon at the top of the channel. For example, you might add a tab for a shared Excel spreadsheet, a key website, or a commonly used app.


  1. Record Meetings for Future Reference

You can record your meetings in Teams for future reference or for team members who couldn’t attend. To do this, during a meeting, click on the ‘…’ (more options) and then ‘Start recording’. After the meeting, the recording will be available in the chat history.


  1. Use Background Blur or Custom Backgrounds

Working from home and have a messy room? Don’t worry. Teams allows you to blur your background or use custom backgrounds for video calls. This can help minimize distractions for your team members and maintain your professionalism.


  1. Integrate with Other Apps

Microsoft Teams allows integration with a plethora of apps. Whether it’s project management tools like Asana, file sharing apps like Dropbox, or social media platforms like Twitter, integrating these apps within Teams can streamline your workflows and reduce the need to switch between different platforms.


  1. Take Advantage of the Mobile App

Don’t forget about the Microsoft Teams mobile app. It’s a powerful tool that allows you to stay connected with your team, join meetings, and access files on the go. The app is available for both iOS and Android devices.


  1. Stay Up-to-Date with Teams Updates and Adjust Settings Accordingly

Microsoft Teams is an evolving platform with new features and enhancements being rolled out regularly. It’s crucial to stay abreast of these updates to maximize your use of the platform. Regularly take a tour of your Teams settings and tweak them as needed to suit your evolving business needs and take advantage of new functionalities.

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