Microsoft Teams is our main source of communication, whether this is through video or audio calls or instant chat. Our team is spread across cities, states, and even countries so it gives us the chance to stay in touch while working remotely.
However, Teams is not just limited to video calls and instant chat it is also our point of call when discussing projects, sharing files (and hot tips), and it’s where all our meetings are held.
Let’s take a look at the various functions within Teams and how we use them.
There is the option of both audio and video calls, we tend to use video calls more regularly. Of course, you have the option to turn off your camera during a meeting and participate in audio mode, though it is nice to see everyone’s face while we work remotely. It is a great way of collaborating, it brings the team closer together and we all feel more connected.
There is the option to download the Team’s app onto your smartphone, where you can participate in audio or video calls on your hand-held device. As it’s your personal phone this is purely optional.
Teams has quite a few features that are available during calls including:
| Feature | Description |
|---|---|
| 1. Sharing a screen | This function is very helpful especially during the training process as you can see firsthand how to navigate through our programmes and systems. Everyone has this option to screen share and it is great to use when sharing a project, seeking assistance, or celebrating a birthday! |
| 2. Sharing or giving control | You can give control to another team member during a video call as you screenshare. This can be particularly helpful if you are experiencing any difficulties navigating through a system or when extra explanations are required. |
| 3. Record function | If an important training session is taking place, there is an option to record the session which can then be viewed later if anything is missed or just for reference. This is a great way to foster independence as it is easily accessible and available at any time. Ahead of pressing that record button, make sure everyone is advised and agrees. |
| 4. Background changes | You have the option to change your background when on a video call, there are default images, but you are welcome to add your own, especially if you are dreaming of a holiday relaxing on the beach! |
| 5. Raise your hand | During larger team meetings with various people wanting to share knowledge or ask questions, there is the option to raise your hand - just like being back in school! This is super helpful as it prevents everyone from talking at the same time. Once your hand has been raised, the facilitator will see it and can call on you at an appropriate time. |
Did you know?
Our most used term of 2020 is “you’re on mute.” Without fail, during every call, someone's microphone is muted and they start talking.
You're on mute!Everyone
The mute function helps to eliminate background noise during larger meetings or prevent any potential microphone feedback.
Special note: if you join a meeting late Teams will automatically mute the microphone so you don’t interrupt the presenter.
We have set up various Teams and within these there are specific Channels. The Channels are where project conversations take place. These are different from our instant and group chats as they are project specific. All members of your project team along with the Head of Course Development and Course Production Manager, will be included in this chat. It is important to place conversations related to the course build, any questions or queries, files, and planning in this chat. These channels help to keep lines of communication clear with your project team members.
As LD’s are moved to other projects, they will be added into a new channel. There is the option to hide an unused Channel to keep Teams tidy and avoid confusion between current and previous projects.
Files can be saved through both Channels or chats. Channels automatically create a Sharepoint site where content can be organised and saved. Alternatively, files can be drag ‘n dropped into a chat thread which will automatically be saved at that location.
Fun Fact!
If you share a word document in a Teams chat, the document is live - this means that other members of the team where you have shared it can make edits and contributions through their chat.
We encourage everyone to keep their calendars up to date, this makes it super easy when colleagues are booking meetings. You can book a meeting through Teams, without even going to Outlook. In Teams, you can view Scheduling Assistant to check availability, invite colleagues and book the meeting. It will then automatically be updated in Outlook. When you receive a notification for a meeting and accept it, it will appear in your calendar and you will receive reminders generally 15 minutes before the start of a meeting.
These chats are private conversations between individuals or groups. They are only visible to those who are in the chat, it could be about work, something social, or just a quick note that you’re running late. As mentioned, specific course conversations and discussions should be kept within the Channel, not the instant chat.
Like most instant chat channels, there is an option to change your status with regards to your availability.
The status options include:
- Available
- Busy
- Do not disturb
- Be right back
- Appear away
- Focusing
These are relatively self-explanatory, however there are some considerations with the statuses. Usually when we are heading out for lunch, or stepping away from our desk, we give a friendly little shout out to the team, so they are aware of your availability and set your status to away or be right back.
The Do not disturb status differs from the others as, depending on your settings, notifications will be held, and the team will know you are in the zone or unavailable. This status is commonly used for some serious focus time. If someone is in this status you can email them if you have a question that no one else can help you with and they will respond when they have time.
We like to take note of individuals availability status, so please be mindful ahead of messaging.
