Harnessing the Power of Microsoft Teams for Online Meetings

woman meeting with teams Microsoft Teams online meeting platform

As remote work continues to evolve, finding the right tools to facilitate seamless collaboration and communication is paramount. Among the many options available, Microsoft Teams stands out as a versatile and robust platform for online meetings.

With its array of features to streamline communication, enhance collaboration and foster productivity, Teams has become a staple for businesses worldwide. It empowers teams to work together efficiently and effectively, regardless of their location.

Let’s explore how and why Microsoft Teams should be your online meeting platform of choice.

Read: Check Out the News Microsoft Teams App

The Power of Integration

One of the critical strengths of Microsoft Teams lies in its integration with the broader Microsoft 365 ecosystem. Seamlessly connected with applications such as Outlook, OneDrive and SharePoint, Teams offers a unified hub where users can access files, share documents and collaborate on projects in real-time. This integration not only enhances efficiency but also ensures that all team members are on the same page with access to the latest updates and resources.

Simplified Scheduling and Joining

Gone are the days of endless email chains to schedule meetings. With Microsoft Teams, scheduling and joining meetings is a breeze, empowering you to focus on more important tasks. Users can create meetings directly from Outlook or within the Teams interface, no matter if it’s on a desktop or mobile device. Teams offers a range of meeting options, formats and sizes to accommodate diverse needs and preferences, making it accessible to users across different platforms and devices.

To schedule a meeting in Teams, simply navigate to the three dots on the left-hand side toolbar. Click on them and select the “Calendar” option. From there, you can schedule a meeting by selecting “Meet Now” or “New Meeting” at the top-right. You can then specify the type of meeting you want: webinar, town hall, virtual appointment, controlled-content meeting or live event.

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Once you’ve set up the meeting time, date and participants, you can explore the “Meeting Options” on the right-hand side. Here, you can set options concerning security, audio and video, engagement, roles and recording and transcript. Moreover, Teams also provides the option to add agendas or set up recurring meetings, eliminating the need for repetitive scheduling tasks.

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Once You Start Your Teams Meeting…

Once you and your participants have joined the meeting, you can request others to join via their contact or phone number. You can also copy and share the meeting link in a chat or email. Meeting participants can pin or spotlight specific speakers on the call, making it useful to identify speakers.

One common issue seen time and again is being on mute and not knowing it. Although this can be a hilariously relatable moment, locating the mute button can sometimes take a moment. Keep in mind this helpful shortcut to mute or unmute yourself: Ctrl+Shift+M.

You may also want to record the meeting. When you press the “record” button, a prompt lets all participants know they are being recorded. The meeting recording will later be added to the chat so your participants can download and view it.

Interact in Your Microsoft Teams Meetings

When meeting with staff, interactions can provide a richer experience for participants. Use the reaction features like “love,” “clap,” “laugh” or “raise hand” to engage more with the meeting.

Another essential function of any meeting is the ability to share your screen so everyone is on the same page about what is being discussed. At the top of your meeting is the “share screen” button; you can share your entire desktop or a specific window, which allows you to keep the rest of your screen for your eyes only.

Another useful feature of Team is the breakout rooms. This feature, which the meeting organizer controls, allows larger meetings to split into smaller groups for focused discussions or activities. This fosters deeper collaboration and engagement, as participants can interact more freely and share their ideas without interruption. The organizer can create the rooms automatically or manually assign specific people to certain rooms, and they can set the time spent in the breakout rooms. Teams will notify the participants when they are being merged back to the main meeting, ensuring a smooth transition.

Another way to interact with your audience in Teams is to create surveys, quizzes and polls. To add these, go to “Apps” on the left-hand side and search “forms.” You can create the quiz, survey or poll before or during the meeting.

Enhanced Collaboration Featuresteam collaboration meeting Microsoft Teams online meeting platform

Collaboration is key when meeting with your staff, and at the heart of Microsoft Teams lies a suite of collaboration tools to facilitate seamless interaction and engagement during meetings. Features, like chat, file sharing and real-time co-authoring enable participants to collaborate effectively, whether they’re brainstorming ideas, reviewing documents or giving presentations.

The chat function allows for quick exchanges during meetings, enabling participants to ask questions, share links or provide feedback without disrupting the flow of conversation. File-sharing capabilities enable users to upload and collaborate on documents, spreadsheets and presentations directly within the Teams interface, ensuring that all relevant materials are easily accessible for the meeting. Meeting notes may also be used during the meeting and saved in the chat for everyone to locate.

Security and Compliance

In an era where data security and privacy are paramount, Microsoft Teams is your trusted partner. It prioritizes security and compliance to protect sensitive information and ensure regulatory adherence. With built-in encryption, multi-factor authentication and compliance with industry standards such as GDPR and HIPAA, Teams provides peace of mind for organizations that are handling confidential data or operating in regulated industries.

Thriveon and Microsoft Teams

Using Microsoft Teams as an online meeting platform allows you and your team to meet digitally, collaborate and participate efficiently and interactively. However, setting up and navigating all the features of Teams can take time and resources. That’s where Thriveon comes in.

Our Microsoft Teams services can help strategically guide you onto a successful path with Microsoft’s modern workplace. With our services, you can use Microsoft Teams to save over 250 hours per computer user annually and enhance your collaboration and productivity.

Ready to take your online meetings to the next level with Microsoft Teams? Schedule a meeting now to learn more about our Microsoft Teams services and how they can benefit your organization.

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