Making The Most of Meetings with Microsoft Teams, Yammer & Microsoft 365

1. Teams Day Online II #TeamsDayOnline

2. MAKING THE MOST OF MEETINGS WITH MICROSOFT TEAMS, YAMMER & MICROSOFT 365 Presented By: Richard Harbridge (@RHarbridge)

3. @RHarbridge #SPSNH RICHARD HARBRIDGE My twitter is @RHarbridge, I’m super friendly & I am proud to work at 2toLead. CTO & MVP | SPEAKER & AUTHOR | SUPER FRIENDLY

4. The way we manage meetings, the way we collaborate in meetings has always been something that we could improve and now we must improve it.

5. This new form of meetings can be better than the way they worked in the past. This can compliment in person meetings and isn’t just for remote meetings.

6. DOES YOUR TEAMS LOOK DIFFERENT? Try the new and improved Team experience! It has new capabilities and is more streamlined/easier to learn than the ‘old’ interface. 

7. MEETINGS CAN BE VERY DIFFERENT… It’s important to acknowledge that an ad-hoc meeting without an agenda and a formally scheduled meeting with a set outcome can have very different experiences and best practices. Collaboration • Brainstorming, problem solving, etc. • 22% of all meetings Status • Project review, schedule planning, reporting, etc. • 27% of all meetings External • Customer, support, service or sales, etc. • 18% of all meetings Sharing • Knowledge transfer, training, etc. • 19% of all meetings Formal • All-hands, town halls, etc. • 12% of all meetings

8. AN EASY WAY TO THINK ABOUT THIS… Pre Meet Post If we want to improve meetings then we need to think about not just the meeting, but the work that goes on before and after the meeting. This is where Microsoft 365 helps holistically.

9. MAKING THE MOST OF MEETINGS... DURING THE MEETING AFTER THE MEETING BEFORE THE MEETING

11. HOW WILL YOU BE PRESENT TODAY? Let’s start with the core of a meeting experience. You attend a meeting. When you join you need to decide whether this will be a video supported call or not. https://www.2tolead.com/microsoft-teams-background-more-than-just-a-pretty-feature/

12. START ON TIME OR SOCIALIZE… Is it a formal meeting? Is there an agenda? Is there productive discussion that can be had while we wait for a stakeholder? Is it better to socialize if you join earlier? Can you pause and check in?

13. VISUAL NOTE TAKING IS IMPORTANT… When conducting any meeting there should never be a blank screen (if it’s not about eye contact). Use PowerPoint, OneNote, Word, or an open Email. Take notes as people talk and facilitate. When running meetings - Share notes - Take notes interactively

14. VISUAL NOTE TAKING IS IMPORTANT… Shared notes are even better so everyone can add to them interactively as the meeting proceeds instead of just a facilitator.

15. VISUAL NOTE TAKING IS IMPORTANT… Advanced concepts like mind mapping can take this even further and may be an even better visual tool to create shared understanding.

16. WHERE DO MEETING NOTES GO? You have two approaches for taking and managing meeting notes OneNote or Notes/Wiki (beyond email or structured word docs and other more formal/informal methods).

17. IF YOU AREN’T TALKING USE MUTE… While it can be painful learning to remember to unmute yourself it is a lot better than distracting others with breathing, typing, movement or background noise. It’s okay to mute someone! Just @mention them and let them know.

18. USE THAT MESSAGING SPACE… Anytime someone mentions a resource or something try and create a quick link for everyone on the call. These really help others find things that are being discussed and encourages Q&A. Don’t underestimate the value of simple reactions. They can acknowledge and communicate a lot with very little effort. As an example Miguel during a discussion asked to be a search curator for our Microsoft 365 tenant. By thumbing this up he saw a notification which acted as a marked as read/agreed acknowledgement from me at the time.

19. WATCHING THE CLOCK… It’s okay to interrupt a meeting briefly to call out useful reminders of things like 10 minutes remaining, or to check in on whether the agenda and time remaining still align.

20. RECOGNIZE & USE RAISED HANDS… One of the most challenging things in virtual meetings is interrupting or acknowledging you have something to say. Even if you write it in the side discussion it can be useful to action it. Especially Useful In Larger Meetings

21. CAN YOU SMOOTHLY SWITCH? A useful skill is being able to smoothly switch from a laptop to a mobile device during a meeting. It’s as easy as using the app on your phone or using the call me feature.

22. SOMETIMES CAPTIONS HELP… Even if you aren’t recording you can use them (they are deleted after). This is extremely useful for those who are in noisy environments or who don’t have audio privacy.

23. FOCUS & ZOOM TO SAVE YOUR EYES… You can ‘zoom’ or “focus on” the content and remove the video/indicator bar at the bottom.

26. ASK & RECORD AS MUCH AS POSSIBLE… There is no risk if you agreed to record it since most teams are private and even 1:1 calls when recorded are only for the individuals who took part. This can be extremely useful in the future.

27. TIME SHIFTING IS VALUABLE… Take advantage of watching recordings at faster speeds, skipping content not relevant to you, or using the transcript to navigate and save yourself time on many meetings you missed.

28. SHARING RECORDINGS EXTERNALLY… When you record a meeting it’s easy to find and it shows in the team discussion or in your inbox, but to share it externally you have to download it and share it in SP or OneDrive.

29. THE POWER OF A LINK OR @MENTION… When you send out resources or information after a meeting you can do this in Teams with @mentions and more – and that works in Outlook emails as well.

30. BROADER SHARING OF RESOURCES… When you send out resources or information after a meeting you can store it in more broadly accessible places and then share it across various Teams to help more people be aware.

31. BROADER QUESTIONS & ANSWERS… Yammer Amplification Q&As New Connections While Microsoft Teams can be great often you may have questions or want to broadcast more broadly. This is where Yammer can come into play and really help.

34. CO-AUTHORING & EDITING TOGETHER… Get used to working with that auto save button on in the top left and know that it’s okay to work on files together. This can save a ton of time collating and consolidating.

35. CREATING TEAMS MEETINGS IS EASY… Most users create them in Teams itself or inside of Outlook. In both cases you can create it in a few clicks. There is more to scheduling an effective meeting than just creating the calendar entry.

36. CREATING TEAMS MEETINGS IS EASY… Most users create them in Teams itself or inside of Outlook. In both cases you can create it in a few clicks. There is more to scheduling an effective meeting than just creating the calendar entry. INCLUDE SHARED NOTES LINK INCLUDE AGENDA USE OPTIONAL VS REQUIRED ATTENDEES SHARE RESOURCES BEFOREHAND

37. USE FIND TIME & SAVE TIME… Two extremely underused features from people are the different statuses (decline, tentative, etc.) and scheduling support between Outlook and Find Time.

38. LEARN FROM HOW YOU WORK… By leveraging insights from MyAnalytics you can also learn more about your meeting habits. How many calendar invitations do you send last minute? How many do you accept?

40. Teams Day Online II #TeamsDayOnline Your feedback is valued! Event Feedback Speaker/Session Feedback

41. Teams Day Online II #TeamsDayOnline Thank you to our Sponsors!

42. Thank You! Organizers,Sponsors&YouForMakingThisPossible… 200+AwesomePresentationsAt.. Slideshare.Net/RHarbridge 600+PagesOfWhitepapersAt.. 2toLead.com/Whitepapers WhenToUseWhat.com Office365Intranets.com Office365Metrics.com Office365Campaigns.com Office365Extranets.com Office365Resources.com Message Me On LinkedIn or Email Richard@2toLead.com CTO & MVP | SPEAKER & AUTHOR | SUPER FRIENDLY Let’s connect and find ways to do more and work together.