Achieve Seamless Collaboration with Microsoft Teams

"Bremmar really brings together the strategy element, project element and managed service element all in one. They also have solid knowledge of the Aged Care sector which is pretty niche."

Secrets to Achieving Seamless Collaboration with Microsoft 365

The pandemic has brought about a significant shift in the way businesses operate. One of the most significant changes has been the need to connect with colleagues, clients, and stakeholders online. Microsoft 365 has been a go-to environment that enables teams and organisations to collaborate from anywhere. 

Microsoft Teams, one of the most popular hubs for teamwork, allows you to chat, call, meet, and share files with your team members in one place. It also integrates with other Microsoft 365 apps, such as SharePoint and OneDrive, and integrates with third-party services – essential for frontline workers. 

However, organisations must have a clear and consistent structure for their teams to collaborate seamlessly. Staff must also learn to use that structure to utilise the tools fully. Otherwise, you may end up in a cluttered and confusing environment where files are scattered across different places, teams are duplicated or outdated, and permissions are not managed correctly. 

“There is a lot of excitement around Teams, but proper structure and education are essential. We often see cluttered environments with too many channels that are not used correctly”, explains Rushad Billimoria, Bremmar’s Consultant for the Not-For-Profit, Aged Care, and Disability sectors. “This leads to issues around finding files, duplicate copies, complicated communication groups, and security risks associated with sharing sensitive data in unsecured channels”, he completes.

According to Rushad, “Teams need a level of governance to avoid the most common mistakes”. Bremmar, for example, identifies a set of Champion Users within the organisation who are trained to manage the environment’s compliance, controls who can create Teams and Channels, and sets policies to understand when and in what situations each is needed. 

Align the structure of Teams with your organisation

“Every organisation is different, and the structure of Microsoft Teams they need will be unique”, explains the Consultant. “A simple structure may align with core departments and their relevant staff. More complex structures may require different project and service Teams to be created – requiring multiple staff from different departments. The setup will depend on what works most effectively for each organisation”, he completes.

You can also create channels and sub-sections dedicated to specific topics or tasks within each team. “You can, for example, create a channel for each department, project, or client”, affirms Rushad.

To align the structure of teams with your organisation, Bremmar recommends the following (Click Here):

Limit the creation of new teams: Creating too many teams can lead to confusion, duplication, and fragmentation of your collaboration. You should only create a new team when there is a clear and distinct purpose for it and when you have a core group of people who will actively use it. 

Use channels where possible: Channels are a great way to organise your conversations and files within a team. You can create as many channels as you need and make them public or private. Public channels are visible and accessible to all team members, while private channels are only visible and accessible to a subset of members. Channels should group related topics or tasks to reduce the clutter and noise in your team. 

Clean and Secure: Reducing clutter makes it easier for staff to find and access the necessary information. You can also improve the efficiency and effectiveness of your collaboration by avoiding duplication, confusion, and inconsistency in your files and conversations. Moreover, you can enhance the security and compliance of your data, as you can control who can create, join, and access your teams and channels. 

Centralised file access from Teams

“One of the main benefits of Microsoft Teams is that it allows you to access, save, and share files from a centralised and secure location from different devices”, says Rushad. “Another benefit is the collaborative aspect of the tool, as colleagues and partners can track changes and have a history of versions of files – in case you need to revert them to a different state”, he completes. 

Bremmar recommends that stakeholders follow policies created by the organisation and best practices (below) to keep the tool functional and efficient: 

Access files from Teams: Easy to find files without having to search through different folders, drives, or apps. 

Save files to Teams: Avoid duplication and confusion – store them in a single and consistent location.  

Share files from Teams: Use links rather than attachments. Keep the files consistent and accessible to collaborate.  

Avoid using One Drive and Local Drives: Ensure compliance and security of your files, as you store them in a cloud-based and encrypted location. Features such as One Drive allow you to sync files to a device so you can access them offline. However, this also means that your files are copied to a device that may not be secure or compliant with your organisation’s policies. 

Enhance your Champion Users' knowledge

Champion Users are the staff members who are enthusiastic, knowledgeable, and influential about IT and new digital tools. They can, for example, help your organisation promote, support, and train other staff members on how to use Teams effectively. 

Champion Users can also provide feedback and suggestions on how to improve your team’s environment and experience – which can help the buy-in of advanced features, such as: 

  • Planner: Planner is a tool that helps you create, assign, and track tasks within your team. You can create a plan for each channel and add tasks, due dates, assignees, attachments, and more. You can also view the progress and status of your tasks in different formats, such as charts, boards, or lists. Planner helps you organise your work, manage your projects, and collaborate with your team.  
  • Polls: Polls are a way to gather feedback, opinions, or votes from your team members.  
  • Third-party integrations: Third-party integrations are apps or services you can connect to teams to enhance your functionality and productivity. Integrations help you access and use your favourite tools and services from within Teams without switching between different apps or windows. These are all fascinating features, and triaging the requests to implement these through the champion users will ensure that these features are used correctly to avoid clutter and other related issues. 

Optimising Teams collaboration with Microsoft 365 can offer you many benefits, such as a clear and consistent structure for your Teams, time and frustration saving for your file management, control and compliance for your security and governance, and a trained and well-equipped team for your productivity and efficiency. 

Bremmar can help you customise your Teams workspace to suit your needs and train your team members to use the Microsoft 365 tools effectively and efficiently.

Free Teams Self-Assessment
Take our free assessment to get a summary report of your compliance level and secure your not-for-profit organisation.

Further reading

How to Protect Your Not-for-Profit with the Essential 8 Controls in 2024

Strategy towards an Efficient and Cyber Secure Organisation

NFP Cyber Security: Highlights from CPA’s Strategy Briefing

New call-to-action
New call-to-action

Organisations with Bremmar's Digital Edge

Ready to get secure?

Book a discussion with a consultant today

3 characteristics that define the modern workplace – Infographic

Today’s diverse and intergenerational workforce is most productive when it has adequate channels to collaborate in a seamless and effective way. There’s a catch, however: teams are far more diverse and remote than ever before, and each organisation requires its own distinct approach to digital collaboration. In other words, your workplace tools and applications must be customised based on your teams’ diversity, location, and work methods.

With this infographic, you’ll learn about the three main characteristics that define our modern workplace and gain insight into what drives productivity and efficiency in today’s organisations. After reading it, you’ll have a better understanding of current trends and can keep these in mind when creating or modifying your organisation’s work environment.

3 characteristics that define the modern workplace infographic

(Click to expand)

We’re here to help!

We’re here to help your business thrive in 2020. We’re experts in remote working initiatives and digital collaboration processes.

We can help you and your team enable critical applications in the cloud which is critical to get you ready for remote working. If you need any assistance with IT to enhance your business continuity planning, do not hesitate to contact us on 1300 991 351 or email help@bremmar.com.au

Get a Free Microsoft 365 Productivity consultation with Bremmar! 👇👇👇

Remote working productivity technology

5 Reasons why your Not-For-Profit should move to the cloud (Infographic)

This infographic showcases the top 5 reasons why your nonprofit needs to move to an always-updated experience powered by the cloud.

The benefits of adopting the cloud through Microsoft cloud services are presented; these include secure data, streamlined scalability, and cost savings. Various approaches to cloud migration enable nonprofit groups to move at their own pace, making the process easier to manage.

(Click on the image to open)

Does your organisation need to:

  • Have a central hub for all collaboration needs?
  • Access files from anywhere, on any device + edit documents with other people simultaneously?
  • Provide front-line workers with forms and apps that can be accessed and filled on the go?
  • Integrate systems so they can talk to each other and deliver a connected business process?
  • Have everything in one platform that is secure and standardised across the business?
  • Report on your data centrally and conveniently to help make informed decisions?

If you answered ‘Yes’ to any of the above, a cloud system can help!

We’re here to help NFPs!

Bremmar is a Microsoft Gold Cloud Productivity partner with 15 years’ experience in a range of Microsoft solutions. We help our NFP clients work smarter by making sure everyone is empowered with useful, intuitive technology solutions.

Whether it’s simply making it easier for team members to find files fast, or enabling collaboration across locations and multiple devices, we help organisations adopt the latest technologies to work smarter and enable a more connected and mobile workforce.

Get a Free Microsoft 365 Productivity consultation with Bremmar here! ???

New call-to-action

Office 365 became Microsoft 365 on April 21. New name, same great value, same price.

Bye-bye Office 365…

From April 21st, Office 365 becomes Microsoft 365. Everything will keep working as it did before but what appears on invoices and quotes will change.

If you’re already an Office 365 subscriber, you don’t need to do anything to start enjoying Microsoft 365. If you are considering getting Office 365, then you’ll only subscribe to its new name: Microsoft 365.

Jared Spataro, Corporate Vice President for Microsoft 365, explains the change:

“This is a natural evolution. Microsoft 365 began in 2017 as a licensing bundle for enterprise customers—a combination of Windows, Office, and Enterprise Mobility and Security (EMS). It has come a long way since then. Today, we call it “the world’s productivity cloud” and it represents our vision for the future of Microsoft productivity tools—an integrated set of apps and services that puts artificial intelligence (AI) and other cutting-edge innovations to work for you. And for small and medium-sized businesses, that includes new capabilities in Microsoft Teams to help you host rich meetings and events online; cloud file storage and sharing capabilities so you can collaborate from anywhere; and security and identity solutions to safeguard your business. At a moment when businesses are facing extraordinary health and economic challenges, we are pleased to bring our consumer and small and medium-sized business customers into this growing Microsoft 365 family.”

What’s changing?

So what’s happening to the names?

       

What options of Microsoft 365 subscription are available?

What’s included in Microsoft 365 plans:

  • Microsoft 365 Apps for business (formerly Office 365 Business) includes Office applications (Word, Excel, PowerPoint, Access*, Publisher*) and cloud file storage and sharing (OneDrive).
  • Microsoft 365 Business Basic (formerly Office 365 Business Essentials) includes business-class email (Exchange Online, Outlook), cloud file storage and sharing (OneDrive), and a hub for teamwork with chat and online meetings (Microsoft Teams). Desktop versions of Office apps like Word, Excel, and PowerPoint not included.

  • Microsoft 365 Business Standard (formerly Office 365 Business Premium) includes Office applications (Word, Excel, PowerPoint, Access*, Publisher*), business-class email (Exchange Online, Outlook), cloud file storage and sharing (OneDrive), and a hub for teamwork with chat and online meetings (Microsoft Teams).

  • Microsoft 365 Business Premium (formerly Microsoft 365 Business) includes everything in Business Standard plus advanced security and device management capabilities for comprehensive security against cyberthreats. *Access and Publisher on Desktop only

Not on Office 365 or Microsoft 365 yet?

(Becomes Microsoft 365 Business Basic on April 21)

Check out Microsoft 365 remote productivity packages

Let’s embrace this new reality. Get your remote working journey started. ACCESS HERE our info sheet on the technology that will help you manage hassle-free remote working.

  • Teamwork hub in Microsoft 365: The collaboration essentials
  • Move your phone system to the cloud
  • Microsoft Teams training
  • Cloud Document Management in Microsoft 365 – SharePoint
  • Intranet & Team sites
  • Business Processes Automation
  • Security

We’re here to help!

We’re Microsoft Gold Productivity Partners, experts in remote working initiatives and digital collaboration processes. We can help you and your team enable critical applications in the cloud which is critical to get you ready for remote working.

We’re here to help your business thrive in 2020. If you need IT assistance, do not hesitate to contact us on 1300 991 351 or email help@bremmar.com.au

Get an initial consultation with Bremmar!