As Director of Digital Workplace for a global company with over 160,000 end users, I’ve witnessed firsthand the varying levels of adoption across different collaboration platforms. While many organisations still swear by Skype for Business, Zoom, or Webex, Microsoft Teams often lags behind in user popularity. But why is this? Is it simply a matter of personal preference, or are there deeper reasons at play?
In my opinion, the answer lies in the fundamental nature of each platform. Skype for Business, Zoom, and Webex are primarily designed as communication tools, facilitating real-time conversations and meetings between teams. They excel in scenarios where face-to-face interactions are crucial, such as crisis management, sales pitches, or impromptu brainstorming sessions. These platforms are intuitive to use, with an emphasis on seamless audio and video connectivity.
Microsoft Teams, on the other hand, is built upon a more comprehensive framework that encompasses not only communication but also collaboration, productivity, and integration. While this might sound like a minor distinction, it’s precisely this broader scope that can make Teams feel overwhelming or confusing to users who are used to a more straightforward experience. Unlike its competitors, Teams isn’t just a platform – it’s an ecosystem.
Within this ecosystem, Teams offers an array of features and tools designed to facilitate collaboration, including channels for team discussions, file sharing, and integration with other Microsoft products like Office 365. This can make it difficult for new users to navigate the platform effectively, especially those who are accustomed to a more basic communication tool. The sheer breadth of options available within Teams can be intimidating, making it harder for users to get started.
However, this doesn’t mean that Teams is inherently flawed or that its unique strengths are a liability. Rather, it’s a sign that we’re asking too much from our users – expecting them to adapt to a platform that, while powerful, requires significant time and effort to master. As digital workplace leaders, it’s our responsibility to simplify the onboarding process for new users, focusing on the most critical components of Teams in bite-sized chunks.
Simplifying Your Onboarding Process
When introducing new users to Microsoft Teams, it’s essential to avoid bombarding them with a plethora of features and settings. Instead, focus on the specific scenarios where Teams shines brightest – such as team meetings, project collaboration, or knowledge sharing. This approach will help users build confidence in using the platform and its various tools.
To achieve this, consider the following steps:
1. Create a tailored onboarding experience: Develop a customized onboarding plan that addresses the unique needs of your organisation. This might involve creating dedicated channels for team discussions, setting up file sharing and collaboration spaces, or integrating Teams with other Microsoft products.
2. Prioritise user engagement: Make sure new users have access to relevant information, training materials, and support resources. This can include interactive tutorials, guided tours, or one-on-one coaching sessions.
3. Foster a sense of community: Encourage users to share their experiences, ask questions, and provide feedback on Teams adoption within your organisation. Create a safe space for them to connect with each other, discuss best practices, and collaborate on projects.
Leveraging Integrations and Apps
One of Teams’ greatest strengths is its seamless integration with other Microsoft products like Office 365, as well as third-party tools from the Microsoft App Store. Highlight these benefits to users, demonstrating how they can enhance their productivity and workflow. By leveraging these integrations, you can:
1. Streamline workflows: Integrate Teams with popular productivity apps like Word, Excel, or PowerPoint, making it easier for users to collaborate on documents and presentations.
2. Enhance collaboration: Use the Microsoft App Store to discover and integrate third-party tools that cater to specific business needs – such as project management, time tracking, or customer service platforms.
3. Empower user choice: Allow users to select the apps they need, giving them control over their digital workplace experience.
Empowering User Communities
By creating a safe space for end-users to share best practices, ask questions, and provide feedback on Teams adoption within your organisation, you can:
1. Drive adoption: Encourage users to participate in discussions, share tips, and showcase the benefits of using Teams.
2. Foster a sense of ownership: Empower users to take charge of their digital workplace experience, allowing them to tailor the platform to meet their specific needs.
3. Identify areas for improvement: Collect feedback from users, identifying areas where Teams can be improved or where additional support is needed.
By embracing the unique strengths of Microsoft Teams and implementing these strategies, we can unlock its full potential and transform it into a game-changing collaboration platform for our end-users. The time to adapt is now – let’s break down barriers and get our teams working better together!