Today’s workplace happens everywhere at once. Some people are in the office, some team members are at home, and others are on the go. The result? Missed meetings, fragmented conversations, and workflows slowed by too many disconnected platforms.
Microsoft Teams brings it together by serving as a central hub for collaboration. But to get the most out of it, you need more than just setup. You need a clear plan. Here, we share our top tips and some real-world successes.
Step 1: Configure Teams for clarity
The way you set up Teams shapes how people use it. A thoughtful structure reduces noise and confusion.
- Channels and naming conventions: Organize by team, project, or function, and establish naming rules upfront. Less channel sprawl means fewer distractions.
- Apps and integrations: Connect Microsoft 365 apps like Planner, OneNote, and Loop, along with approved third-party tools, so people don’t have to jump between platforms.
- Security policies: Protect information with the right access controls, guest permissions, and data protections.
- Meeting best practices: Standardize settings like recordings, transcription, breakout rooms, and Together Mode to create consistency whether someone joins live or catches up later.
Step 2: Drive adoption and governance
Optimization only works if people know how to use the tools (and use them consistently).
- Training: Short, role-based training sessions build confidence and speed adoption.
- Governance: Establish clear guidelines for channel setup, file sharing, and guest access.
- Define your channel purposes clearly, limit who can create Teams and Channels, and establish Teams lifecycle policies to ensure inactive Teams don’t increase sprawl
- Leverage templates to standardize structure across departments or project type
- Implement a request process for new Teams and Channels and regularly engage Teams owners for cleanup
- Monitor usage: Analytics reveal which features teams are using and where new training or adjustments are needed.
Step 3: Unlock AI for everyday work
Teams’ new AI features eliminate common frustrations and simplify the way work gets done.
- Facilitator is an AI agent that creates real-time notes, task management and delegation, and discussion summaries.
- Voice isolation and noise suppression improve call quality.
- Facial recognition and IntelliFrame make hybrid meetings feel more inclusive.
- Live transcription and translation improve accessibility and global collaboration.
- Copilot in chat condenses long threads and surfaces relevant files instantly.
Step 4: Extend Teams into the physical workplace
AI in Teams goes beyond digital collaboration, helping organizations create smarter, more flexible workplaces.
- Coordinate schedules: AI assists with syncing calendars for in-person collaboration.
- Desk booking and wayfinding: Make it easy for employees to navigate flexible workspaces.
- Analytics: Insights from Teams and Microsoft Places reveal how spaces are being used, helping leaders optimize layouts and reduce costs.
|
|
Step 5: Learn from real-world successes
The best proof of Microsoft Teams optimization is in practice. Here are some ways FORTÉ clients are using Teams and AI to simplify distributed work:
- A large, Fortune 500 retailer faced the challenge of replacing legacy telephone and meeting room systems across its vast network of retail and distribution centers. FORTÉ partnered with this organization to design and implement a unified communications strategy using Microsoft Teams as the linchpin. The engagement has resulted in high end-user satisfaction and is now exploring further expansion into mobile device enablement and new AI-powered features.
- A multinational engineering and construction firm was looking to migrate its 21,000 users to Microsoft Teams Phone with auto attendants, direct routing, IVRs, global address lists, and E911 compliance. Given the scale and complexity of this deployment, FORTÉ was brought on to manage the project across North America, Europe, the Middle East, Asia Pacific, Latin America, and Africa. As a result, this firm now has a communication and collaboration advantage over firms that are not prioritizing AI-powered tools like Microsoft Teams.
Unlock the full potential of Microsoft Teams
When organizations ask us how to reduce friction, improve productivity, and make work feel easier and more seamless for employees, the steps we’ve shared here are what we recommend.
At FORTÉ, our Microsoft Solutions experts help organizations make sense of Microsoft’s many tools, features, and benefits. From Teams and Copilot to Places and beyond, we partner with clients to unlock the full potential of their workplace technology. Reach out and contact us today!