8 best practices to reduce emails with Teams.
Microsoft Teams can definitely help cut down on email overload, and help you have the ability to improve productivity in a variety of different ways.
Best practice #1
Without Teams: Forward an email requiring input to your team and receive a string of replies.
Using Teams: Forward emails to Teams for internal discussion before responding via email. Response via email once everyone is in agreement in Teams.
Benefits: Less conversation in emails. Cleaner inbox.
Best practice #2
Without Teams: Exchange multiple versions of a Word file through email then consolidate into a current version.
Using Teams: Coauthor in real-time directly in Teams and have a conversation while you work.
Benefits: Time saved. No emailing documents. No “versionitis” or waster time.
Best practice #3
Without Teams: Email PowerPoint to the team and request feedback.
Using Teams: Upload to Teams and start a conversation.
Benefits: Productive chat-based collaboration. No email communication needed.
Best practice #4
Without Teams: Email your team and tell them you’re working from home.
Using Teams: Post a WFH in in general tab and @mention the team.
Benefits: No email communication needed.
Best practice #5
Without Teams: Email “CC” someone on relevant information.
Using Teams: Have conversations in Teams where team members can review if needed.
Benefits: Only get notified for things you specifically were @mentioned for.
Best practice #6
Without Teams: Create an agenda and send it out via email to all the meeting participants.
Using Teams: Post the agenda in Teams and @mention the team or specific participants; after the meeting post the notes in the same post thread.
Benefits: No email communication needed. All relevant meeting information is in the same place.
Best practice #7
Without Teams: Ticketing system using email notification.
Using Teams: Use a Flow to automatically post incoming emails to Teams channel.
Benefits: Cleaner inbox. Become more productive having work pre-sorted into channels.
Best practice #8
Without Teams: Sending one word email replies or forgetting to respond at all.
Using Teams: ‘Like to acknowledge” a post in Teams. Use likes as “message read” actions. Sometimes email is assumed to be read.
Benefits: Less time. Cleaner inbox. All in one place.