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Strengths and limitations of Microsoft Teams for internal communications

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Slides from my guest webinar for Staffbase.
The rapid rise of Microsoft Teams represents a significant shift for most digital workplaces. But what does this mean for internal communicators, and how has the outbreak of Coronavirus (COVID-19) changed the ways organisations are using Teams?
In this webinar you’ll learn...

COVID-19: What's the impact on internal communications and the digital workplace?
Are we seeing a tipping point from SharePoint to Teams as the digital workplace hub?
How does Teams fit into the bigger picture: Intranet, Digital Workplace and Employee Experience?
How should internal communicators be leveraging Teams?
What are the limitations and gaps that communicators should be aware of?

Publicada em: Tecnologia
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Strengths and limitations of Microsoft Teams for internal communications

  1. 1. ● Co-Founder and President at Staffbase ● 20 years internal communications and intranet experience including platforms like SharePoint, Jive, Yammer, Drupal, Confluence,... ● Publisher and author of the "Social Intranet" Book Frank Wolf - Staffbase @StaffbaseHQ
  2. 2. The easy and personal employee experience front door. ● Create one place to go for all employees - no O365 licence needed ● Frontline employee focus: Employee app ● All employee focus: EX intranet ● Quick start option: Ready in 3 days
  3. 3. ● Owner of ClearBox Consulting ● 20 years experience in digital workplace ● CMSWire contributor of the year 2015-2019 Sam Marshall - ClearBox Consulting Ltd. @SamMarshall clearbox.co.uk
  4. 4. 1. Are we seeing a tipping point from SharePoint to Teams as the digital workplace hub? 2. How does Teams fit into the bigger picture: Intranet, Digital Workplace and Employee Experience? 3. How should internal communicators be leveraging Teams? 4. What are the gaps that communicators should be aware of? 5. Time for more questions! Internal Communications: The Strengths and Limitations of Microsoft Teams ✔ Ask questions ✔ Slides will be shared Agenda
  5. 5. 1. Are we seeing a tipping point from SharePoint to Teams as the digital workplace hub?
  6. 6. Growth of Microsoft Teams Million users per day 44
  7. 7. Home Sites
  8. 8. Collaboration is more than documents
  9. 9. Team vs Team site best practice
  10. 10. 2. How does Teams fit into the bigger picture: Intranet, Digital Workplace and Employee Experience?
  11. 11. Digital workplace building blocks
  12. 12. ‘Big Intranet’ role in a digital workplace
  13. 13. ‘Minimalist intranet’ role + Teams
  14. 14. A day in a digital workplace
  15. 15. Teams for all worker types Specialist Role General Office Role
  16. 16. Teams is mostly used as a corporate WhatsApp Swoop Analytics analysis 2020 “Chat is the most used function in Teams, making up 70% to 95% of all messages. Chat has 13 times the number of messages than Teams channels. Chat is being used to keep local teams connected in real time”.
  17. 17. Teams as a first line worker services tool
  18. 18. Opportunities for add-on vendors 1. Intranet within Teams 2. News cross-publishing into Teams 3. Teams as a social engine for SharePoint intranets 4. Discovery and navigation between Teams 5. Chatbots for services 6. Teams governance
  19. 19. 3. How should internal communicators be leveraging Teams?
  20. 20. Teams for Internal Comms How companies are communicating with Teams: Org-wide team Announcements (replies off) Dialogue with leaders (moderated) Practical Q&A with support functions (moderated) Division and business units Replace weekly team meetings Operational changes such as absence cover
  21. 21. Teams for Live Events Keep people reassured and engaged
  22. 22. 1. Teams is immediate but transient 2. Notifications are powerful but easily missed - use sparingly 3. Internal Comms should act as a guest on other channels. Don’t spam! 4. Link people back to more structured content on SharePoint 5. Teams can get overwhelming so teach people how to: a. Turn off notifications on channels b. Use ‘do not disturb’ c. Manage the Teams they belong to Tips: Using Teams as a comms tool
  23. 23. You can embed SharePoint pages, but not menus
  24. 24. Teams vs Yammer Yammer Teams Follow individuals Yes No Openness Open by default Private by default Search All content Only in your teams Moderation Limited Flexible Optimal use case Knowledge sharing & open comms Closed collaboration
  25. 25. Crisis Comms in O365
  26. 26. What should we be using? 1. Use SharePoint for reliable information and news: a. Daily updates b. Company response c. Executive messages d. Policy and guidelines 2. Publish on SharePoint - it will be prominent and findable 3. Converse on Teams a. Teams for department updates and live events b. Use Teams to rapidly draft and collaborate on content before publishing 4. If you already have just Teams or Yammer, stick with that (not both)
  27. 27. 4. What are the gaps that communicators should be aware of?
  28. 28. Team gaps - long term view 1. Branding is minimal 2. Navigation is awkward 3. Remember search is much better in SharePoint / Office 365 4. You can get lost in notification ‘noise’ 5. Beware of silos - hard for people to dip into other departments 6. Governance gaps a. Anyone can create a Team b. No naming conventions c. No checks on duplicate Teams d. No comms-oriented analytics e. No scheduled publishing or approvals
  29. 29. Gap: delivering a great employee experience. 1. Define common personas and employee journeys 2. Look at needs, friction points and moments that matter 3. Deliver personal, relevant and easy experiences 4. Joint effort of Comms, HR, IT and management
  30. 30. Create Your Own: The Communications Plan for the ‘New Normal’
  31. 31. 5. Questions
  32. 32. People-first companies win.

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