In this comprehensive guide, we’ll delve into Microsoft Teams Etiquette, providing you with valuable insights to enhance your team’s productivity and professionalism during your work from home environment.
In today’s fast-paced digital landscape, effective communication and collaboration have become paramount for businesses to thrive.
Microsoft Teams has emerged as a powerful tool, revolutionizing the way teams interact and work together. To maximize the benefits of this platform, it’s essential to adhere to a set of best practices that ensure seamless collaboration and efficient communication.
Microsoft Teams, a unified communication and collaboration platform, has become the backbone of modern business interactions.
As organizations continue to embrace remote work and virtual collaboration, mastering Microsoft Teams etiquette is crucial for fostering a positive and efficient work environment.
We have a detailed article on Microsoft Teams and its aspects. If you are not completely aware of Microsoft Teams ins and outs, you must go through it using the below dedicated link:
[Read: What is Microsoft Teams? Key Features and How Does it Work in Businesses?]
The fact is, since 2022, Microsoft Teams reached 300 million users in 2022 according to BusinessOfApps.
Additionally, Microsoft Teams comes up as a greatest team messaging and collaboration apps available because it offers amazing features like group and private conversations, file sharing, video calls, etc. in addition to instant messaging.
Microsoft Teams Etiquette
If you’re one of those working remotely for your organization or working from home environment, you should be familiar with the fundamentals of chat and online meeting etiquette.
Observing these conventions will enhance your relationships with your co-workers, whether you collaborate with them in person or virtually.
Microsoft Teams etiquette refers to a set of courteous and professional behaviours that individuals should follow while using the Microsoft Teams platform for communication and collaboration.
Adhering to these etiquette guidelines can help create a more productive and respectful environment for all team members.
Remember that Microsoft Teams is a professional platform, and following these etiquette guidelines can enhance collaboration and foster a positive work environment for all team members.
Based on my own experience while working in a remote environment, have considered the below etiquette while on Teams Meetings with colleagues or with client calls.
The following are the key points that can help you to enhance your work environment with your teammates when using the Teams app:
Download Teams App on Multiple Devices
However, using Microsoft teams on a web browser is also fine but for a superior experience with Teams you must download the Team app on multiple devices to up-to-date yourself
For example, download and install to your smartphone
We recommend that you download and install the Teams app on your Windows or MacBook so you will have the best experience while using the app and interacting with co-workers or clients.
You will have enhanced features on the desktop app that you won’t be seeing while using Teams on a web browser or on a smartphone.
- Creating and joining breakout rooms
- White-boarding
- Together mode
- Blurring your background during video calls, etc.
Setup Notifications on App
Most importantly, you should be up to date with the messages that you receive and won’t miss out on any. Setting up notification settings can help you in this.
Make the necessary arrangements so you receive notifications of new communications and can quickly answer. Important chat exchanges can be saved, bookmarked, and pinned.
Chat Etiquettes while using Microsoft Teams
Remember that the goal of Microsoft Teams chat etiquette is to facilitate productive and respectful communication among team members.
Certainly, following these guidelines helps maintain a positive and efficient work environment.
Here are some specific Microsoft Teams chat etiquette guidelines to follow:
- Availability Status on Teams: The availability status is displayed for a purpose. Recognize the various availability statuses on Microsoft Teams and communicate with your co-workers appropriately.
- Use @Mentions Wisely: Use @mentions to get someone’s attention only when necessary and avoid unnecessary notifications by using @mentions sparingly.
- Avoid Excessive Emojis and GIFs: While occasional use is fine, avoid overloading chats with excessive emojis and GIFs. Maintain a professional tone in your communication.
- Be Mindful of Time Zones: Consider time zone differences when sending messages. Avoid sending non-urgent messages during other off-hours.
- Keep Messages Brief and Clear: Use concise language to convey your message clearly. Long paragraphs can be overwhelming in a chat setting.
- Respond in a Timely Manner: Aim to respond to messages in a reasonable time-frame. If needing more time, acknowledge the message and inform.
- Avoid Sensitive or Personal Info: Avoid discussing sensitive or personal matters in group chats. Use private chats for such conversations.
- Clarify Before Assuming: If a message is unclear or you don’t understand it, politely ask for clarification before making assumptions. This prevents misunderstandings.
- Avoid Interrupting Active Conversations: If you see an ongoing conversation, avoid interrupting with an unrelated topic. Wait for a suitable moment to start a new conversation.
- Review Message before Sending: Review your message for typos, grammatical errors, or unclear wording. Well-composed messages contribute to effective communication.
- End Conversations Appropriately: When a conversation reaches a natural conclusion, consider using phrases like “Thanks for the discussion” or “Let’s circle back if needed.”
Microsoft Teams Video Meeting Etiquettes
Video meeting etiquette guidelines help create a respectful and efficient virtual meeting environment, contributing to successful collaboration among team members.
Here are some essential Microsoft Teams video meeting etiquette guidelines to ensure professional and productive virtual meetings:
- Test Technology Beforehand: Check your audio, video, and internet connection before the meeting. Ensure your camera, microphone, and speakers are working properly.
- Choose a Suitable Background: Select a tidy and professional background or use a virtual background if appropriate. Avoid distracting or cluttered settings.
- Dress Appropriately: Dress as you would for an in-person meeting to maintain a professional appearance.
- Be On Time: Join the meeting a few minutes early to ensure a smooth start. Being punctual shows respect for others’ time.
- Mute Yourself When Not Speaking: Keep your microphone muted when you’re not actively speaking. This minimizes background noise and disruptions.
- Use Video When Possible: Use video to create a more engaging and personal connection. It helps enhance communication and non-verbal cues.
- Introduce Yourself: If there are participants who don’t know you, introduce yourself briefly at the beginning.
- Stay Engaged and Avoid Multi-Tasking: Focus on the meeting and avoid checking emails or doing unrelated tasks. Active participation enhances the quality of discussions.
- Avoid Side Conversations: Stay attentive to the main meeting discussion and avoid separate private chats.
- Raise Your Hand: Use the “Raise Hand” feature when you want to speak or have a question. This prevents interruptions and ensures a smooth flow.
- Speak Clearly and Concisely: Use clear and concise language when speaking. Avoid talking over others and allow everyone a chance to contribute.
- Be Patient and Respectful: Give others time to speak and share their thoughts. Respect differing opinions and maintain a courteous tone.
- Avoid Eating During Meetings: Refrain from eating or drinking loudly during the meeting. It can be distracting and impolite.
- Wrap Up Effectively: Summarize key points and action items before concluding the meeting. Confirm the next steps and responsibilities.
- Follow Up with Meeting Notes: Send out meeting notes or a summary afterward, including action items and decisions.
- Leave the Meeting Gracefully: Before leaving, thank the participants and the host. Exit the meeting room appropriately without abruptly disconnecting.
Always Pay Attention to Your Message Tone
Your tone might not always come through as you intended, particularly when sending text messages.
To ensure that your IM and chat tone is always positive, use extra caution. Join brief internet workshops if necessary to learn how.
Chat Privacy
It must be evident since no IT tools used for work have privacy. Please be aware, though, that your interactions with MS Teams are not private for the purpose of clarity.
Note: Meetings, Teams, and Chats may all be subject to IT auditing.
Even while you can have “private” conversations and channels, they are not truly private; rather, they are just “separate” from the main channels and chat.
They are eventually accessible to the IT team and the company. Be respectful of this reality.
The Don’ts of Microsoft Teams Etiquette
@mention mindfully
You only bring up people when it directly affects them or when you are anticipating a response, don’t you think?
Therefore, mentioning your full channel or group is a very ineffective practice because it wastes everyone’s time.
Not only that, but many of your co-workers can be in different time zones, and you might be upsetting them just by mentioning the group and alerting them.
Avoid Crosstalk
In both the real world and the workplace, talking over someone is impolite.
The same is true of texting and chat programmes that link distant co-workers. Wait for the other person to finish speaking before you speak, especially in a video meeting.
Avoid Just Saying “Hi” or “Hello”
The texts that simply say “hi” and then nothing happens are the most aggravating ones.
You continue to wait, but it seems as though the other party has chosen not to respond after saying “hello”. Please don’t do it.
Instead, be specific about your intention to say hi or hello; if you don’t have one, wait until you do.
Don’t Over Invite Members
You shouldn’t over invite people to teams, just like you shouldn’t cram your boardroom with people who aren’t necessary for that meeting.
It makes sensible to invite only the most important stakeholders, and making a list will be helpful.
Additionally, if you were to consider allowing visitors to a team, you should be aware that they have access to practically everything, including previous talks.
On the other hand, if you are a member of an undesirable team, kindly approach the owner and request their permission to quit.
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