Microsoft Teams Etiquette
Effective use of Microsoft Teams can enhance collaboration, streamline communication, and improve productivity across SIUE. Following these tips will help ensure Teams is used professionally and efficiently.
General Guidelines
- Use Teams for Internal Collaboration: For external or formal communication, stick to email.
- Configure Notifications: Adjust your notifications to stay updated without being overwhelmed.
- Like Button for Acknowledgment: Use the thumbs-up reaction to indicate "got it" or "okay" and reduce unnecessary replies.
- Reactions for Sentiment: Save expressive reactions (love, laugh, wow) for less formal or lighter interactions.
Messaging and Communication
- Direct Messages vs. Channels:
- Use private chat for quick, ad hoc questions or informal communication.
- Post to channels for discussions or updates relevant to the entire group.
- @Mention Thoughtfully: Notify individuals or groups when specific input or attention is needed but avoid overusing mentions to prevent notification fatigue.
- Use Subject Lines: When starting a new channel conversation, include a subject to keep threads organized.
- Reply vs. Start a New Thread: Always reply to an ongoing conversation unless starting a distinctly new topic.
Channels and Teams Management
- Create New Channels and Teams Sparingly: Before creating a new Team or channel, check if an existing one meets your needs. Too many options can cause confusion.
- General Channel Usage: Use the General channel for announcements or topics that don’t fit elsewhere.
- Channel Moderation: Restrict who can post or start conversations in specific channels if necessary.
Meetings
- Use Video When Possible: Video helps foster engagement and clearer communication.
- Mute When Not Speaking: Avoid unnecessary background noise by staying muted unless actively contributing.
- Share Resources in Chat: During meetings, use the chat feature to share links or documents without disrupting the flow.
- Background Blur: Minimize distractions by enabling background blur or using a virtual background.
File Sharing
- Link, Don’t Attach: Share links to files stored in Teams or OneDrive to enable co-editing and reduce version control issues.
- Organize Files: Keep folder structures simple and avoid exceeding three levels of nested folders.
Respect Privacy and Work Boundaries
- Mind Colleagues’ Status: Check availability indicators (e.g., busy, out of office) before messaging.
- Understand Privacy Limits: Chats and messages in Teams can be audited; avoid sensitive personal conversations.
By following these etiquette tips, we can make the most of Microsoft Teams, fostering a productive and respectful digital workspace.
