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Helping Employees Move Collaboration from Emails to Microsoft Teams

By Asif Rehmani
Updated October 15, 2023

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Many organizations are still hesitant about adopting Microsoft Teams. They are missing out; here is why. Collaborative work with emails is impractically limited. Working together on a simple PowerPoint document can result in several messy threads of lost emails.

Help your team move their collaborative tasks to Microsoft Teams as soon as possible; the resulting boost in productivity is worth the investment. Everyone will be able to contribute more and teamwork culture will develop organically.

It's common to find heavy collaborators using the familiar back-and-forth Outlook emails for their daily teamwork. Mostly, it's not due to the lack of awareness of the existence of a better tool but the uneasiness about the transition process, the fear to change. But, you can help.

With the advent of a collaboration tool like Microsoft Teams, there simply is no benefit to sticking to emails for collaborative work. Almost every great business success is a story of great collaboration. Helping people to work together is a profitable pursuit; and, Microsoft Teams adoption is a great step in the right direction.

Presenting case studies and live demos have proven to work very well in moving employees toward digital adoption. Focus your efforts on demonstrating 3 major capabilities:

  • Connecting team members;
  • Sharing documents;
  • And saving conversations.


Let's talk about each capability.

Connecting team members

Every team needs a space where communication, sharing, and help between team members can happen. Microsoft Teams enables all these activities, making travel to and from meetings unnecessary. In your demos:

  • Create a dummy or a real project;
  • Build a team, have all the team members join, and display their profiles as part of the group;
  • Explain how each team benefits from not having to meet face-to-face with other team members, saving time and plenty of energy;
  • And, start discussions around the project and have everyone participate.

Sharing documents

A successful synergy of efforts starts with a free flow of information and a seamless circulation of documents. Heavy collaborators will know a good tool when they see it. Aim to highlight the efficiency that comes with not having to send, receive, and search documents attachments with emails. In your demos:

  • Import documents from desktops, OneDrive, SharePoint, or any other cloud services to the Teams workspace;
  • And, demonstrate how easy it is to give team members access to a document and how several people can work on the same document simultaneously (Put emphasis on the fact that Microsoft Teams integrates Office 365 applications as well as other major external applications and services such as DropBox, ShareFile, and Google Drive).

Saving conversations

Discussions make projects move forward in the most optimal way possible. With exposure to the best contributed ideas and the clear understanding of exactly what needs to be done. In your demos:

  • Demonstrate how seamless it is to exchange ideas, suggestions, and feedbacks;
  • Create a story where you engage in group or one-to-one text, audio, or video chat;
  • Display all the saved history of conversations that team members can revisit anytime at later stages;
  • And, impress them with the stickers, emojis, and memes capabilities.

With the help of a good screen-capture application, use case studies and scenarios to show your colleagues how Microsoft Teams improves both individual and collective job performance. Explain how a digital space that enables connection with team members, sharing of documents, and hosting of conversations make working together simply practical. And, to help them quickly master the applications, give them access to VisualSP, the context-sensitive self-help system that automates training and support for end-users.

Running these simple demos will definitely bring many of your colleagues to use the new Microsoft chat and collaboration tool, which should help your company get the most out of Office 365.






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