When to use Email and Microsoft Teams

23 April 2020

As a result of Covid-19 and remote working, many businesses are adopting Microsoft Teams for the first time.  This can be a very powerful collaboration tool if used effectively.

At Blue Wren we have created a clear protocol for how and when to use email and Microsoft Teams.

We hope this might also help others.

Email

• For external communication with clients / suppliers / 3^rd parties
• Use to transfer information or confirm what was discussed at a meeting / telephone call
• If your message is requesting a response be clear with the details of that response – how / when / who
• Avoid back and forth conversations over email, especially between multiple participants
• Avoid blanket emails and CC’s – only send to specific and relevant recipients
• Keep the language factual and without emotion. It is very easy to misconstrue the intention of the written word
• Always use the company signature at the end of the email

Microsoft Teams

• For internal collaboration and communication with colleagues
• A 2-minute phone call can save loads of time instead having a back and forth conversation on Teams
• Please indicate in the team channel when you’re around. This doesn’t have to be minute-by-minute, but indicate when you’re around at the start of the day, and when you go offline
• If you do not want to be disturbed at a particular time, indicate that via your status
• Don’t use @channel unless you really do need to interrupt people who are working
• Trust that people will read the channels that are relevant to them. If you want to say something relevant to the channel, then just write it
• If you need someone’s attention immediately, and they are away, then DM them. Please pay attention if you are DM’d, even if you’re working asynchronously, and respond if necessary.
• If you are collaborating, then share early. As a contributor you are ‘working out loud’ and as a reader you will see the document evolve in real time
• Always remember that Teams isn’t a great tool for tracking every interaction: things can get lost, especially if in a thread. Polite reminders are OK if you think someone might have missed something

Let’s discuss productivity

We’re always keen to have a conversation with businesses about how they can improve productivity, and now might be a great opportunity.

So if you would like to discuss business productivity and the effectiveness of your systems to handle your business needs, please don’t hesitate to get in touch. You can do so by calling the office on 01772 823734 or selecting one of the options below:

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