Best Practice for Running Meetings with Microsoft Teams
Best Practice for Running Meetings with Microsoft Teams -
Swinerton has a new tool that helps with collaboration. Microsoft Teams has replaced Skype and with this new tool comes a better way to run meetings. As with any change, the knowledge on how to use a new tool is important. So, we put together 10 Tips on how to run a smooth meeting with Teams.
Share your meeting agenda. In Teams you can schedule a meeting by going to the calendar app. This calendar is linked to your Outlook calendar if you create it here you will see it in Outlook and vice versa. There is a place to type the details of your meeting. This is a great place to describe what the meeting is for and put an agenda, so people know why they are meeting.
At Swinerton, the Teams experience can be shared to someone outside your organization with no problems. There is no plug in required. Just add the person to the attendees and a link will be sent to them to join. They do not need to Download Teams to join the meeting. It all happens in the Web.
You can access previous meeting notes and recordings for more context. If the meeting is reoccurring, you will have a history of recordings, if you record, and a single OneNote notebook that meeting minutes can be taken, shared, and reviewed by anyone who attends the meeting. This all can be accessed in Teams.
Always start your meeting on time. You can start your meeting on time with one touch. Usually participants get a message when the room opens. At Swinerton, if you are in a conference room you can link your computer to video so you can show your screen to everyone in the room.
There is the ability to record your meeting if you need to. All recordings will be store in Microsoft Stream. The video is available to anyone who has the link. Please remember to ask for permission to record. When recording Teams captures the Audio, video, and screen-sharing activity. You can create an automatic transcription.
Make sure your settings are adjusted before joining. You can enable your camera, set a background, and make sure the mic works. Try not to have a meeting with lots of noise in the back ground as that can be distracting for meeting participants. When you are not actively speaking, Mute your Mic. Also if you need to step away for a min, Switch your camera off.
Share Your Content. With integration with Office 365, Swinerton has the ability to work with colleagues in real time. You can screen share, co-author a document, and chat directly alongside the document. Also, you can take notes together. One person taking meeting notes is great, but if everyone was able to use the same notebook to take notes, that is even better. Utilize OneNote with your meetings.
Use integrated audio conferencing for Attendees without Internet. Not everyone can be on the internet during a meeting. At Swinerton, we automatically add a dial in conference line that can be used. Not only can you dial in to a conference, the attendees can dial out to a number as well.
After a meeting is done, the meeting organizer should share the notes via OneNote, Share the recording if needed via Stream, and remind participants of the next steps, call outs, takeaways, deadlines, or decisions. You can use the recap to ask for more collaboration and input from anyone who did not attend. All this can be captured in Teams.
Schedule follow up meetings if needed. A meetings effectiveness is measured by the follow-up and the outcomes. Before the meeting ends, make sure to schedule the next meeting if needed or clarify the next steps.
The OneNote application is our digital notebook. It allows you to stay organized with a meeting or daily work. OneNote lives in the cloud and is part of your Office 365 apps that you can use. Each Team, Meeting, and Person has a OneNote book that can be used, shared, and co-author on.
Teams is the Collaboration Tool for Swinerton. Meet, Call, and Collaborate all from one application.
Instantly go from group chat to video call with the touch of a button.
Securely connect, access, share, and coauthor files in real time.
Stay organized by keeping notes, documents, and your calendar together.