How to Enhance Microsoft Teams for a Better User Experience
Microsoft Teams has quickly become a go-to collaboration tool for businesses across Australia. Whether you’re coordinating with your team interstate or jumping on a video call with a client in the next suburb, Teams brings people together with ease. But if you’re just using it out of the box, you might be missing out on ways to boost productivity and streamline communication.
Here at Gray Area Consulting, we’ve helped heaps of clients fine-tune their Teams setup to better suit their workflows. So, let’s take a look at how you can get more out of Microsoft Teams and make it work harder for you.
1. Organise Your Teams and Channels Properly
Think of Teams like your office filing cabinet. If everything’s dumped in one drawer, you’ll spend forever digging through it. Group your Teams by department, project, or function, and create channels for specific topics or tasks. For example, a law firm might have channels for client cases, internal policies, and compliance updates.
A little structure upfront can save a lot of headaches later. And if you’re already knee-deep in a chaotic Teams setup, it’s never too late to clean it up.
2. Use Tabs to Centralise Important Tools
Tabs are one of Teams’ most underrated features. They let you pin files, websites, or apps right into your channels. If your team constantly refers to a shared Excel spreadsheet or a project tracking tool, add it as a tab so everyone can get to it quickly.
It’s like sticking a cheat sheet to your desk – a great time-saver that keeps your team on the same page.
3. Integrate with Microsoft 365 (Properly)
If you’re using Microsoft 365, Teams becomes even more powerful. It’s tightly integrated with Outlook, SharePoint, OneNote, and Planner. You can schedule meetings in Outlook and have them show up in Teams automatically, or co-edit documents in Word directly within the app.
Not sure how to get started? Our guide on why small businesses love Microsoft 365 covers all the key features that pair beautifully with Teams.
4. Make the Most of Microsoft Teams Phone
If your business is still juggling mobile phones and landlines, it’s worth checking out Microsoft Teams Phone. It turns Teams into a full-fledged phone system, letting you make and receive calls from anywhere. No more bouncing between apps or missing important calls while you’re on the move.
For many of our clients, Teams Phone has been a game-changer – especially for businesses with hybrid teams or remote workers.
5. Use Meeting Features Smartly
Don’t just jump into a Teams meeting without setting it up properly. Use features like meeting agendas, backgrounds, breakout rooms, and live captions. Record sessions for those who can’t attend and use the transcription feature for easy note-taking afterwards.
One of our clients, a Brisbane-based accounting firm, started using breakout rooms during client workshops and saw a noticeable improvement in engagement and feedback.
6. Keep It Secure
Teams is secure by design, but a few added measures go a long way. Make sure multi-factor authentication (MFA) is enabled, and regularly review access permissions. If your business handles sensitive data, consider applying a Zero Trust approach to security.
At Gray Area, we often recommend Microsoft Intune to manage devices and enforce security policies across Teams and other Microsoft apps.
7. Train Your Team
No matter how well you set up Teams, it’s only effective if your staff know how to use it. Run regular training sessions, especially when new features roll out. You’d be surprised how many people still don’t know about the command bar or keyboard shortcuts.
If you’re not sure where to start, check out our article on turning awareness into action – the same principles apply to tech training.
8. Review and Adjust Regularly
Technology isn’t set-and-forget. Review how your team is using Teams every few months. Are channels being used properly? Are people sharing files in chats instead of storing them in SharePoint? Are meetings running smoothly?
It’s worth doing a mini audit and tweaking things as needed. Sometimes a five-minute change can save hours each week.
Need a Hand Enhancing Teams?
If you’re not sure how to apply these tips to your setup, or you’d like a more tailored strategy, we’re here to help. At Gray Area Consulting, we specialise in managed IT solutions that make tools like Microsoft Teams work better for your business. Whether you’re just getting started or looking to optimise, our team can guide you every step of the way.
Keen to chat? Reach out today and let’s make Teams a tool your whole business loves using.
