Learning Technology

Microsoft Teams Tips 2: Teams Top Tips infographic

June 25th, 2020 at 09:06

Here are some useful tips on creating and running a Team from Joe Kenney.

This infographic outlines key functionality and set-up to consider when creating your team. All the steps mentioned have been used in live examples within the university.

CREATE A ‘READ ME FIRST’ TAB Creating a ‘read me first’ page can be very beneficial. It can be used to welcome everyone to the team, provide housekeeping or general information and in some cases the learning objectives. The page can also highlight further support or guidance the attendees may need. A Sharepoint page or OneNote have been commonly used for this tab.  NOTE: When a Teams site is generated it automatically creates an associated SharePoint site.

THE GENERAL CHANNEL We advise to use this channel to create announcements and schedule the main room meetings. It also allows attendees to post questions and comments. If you have more than one meeting a day it is important to change the title to state ‘meeting now closed’ so that attendees do not go into the old/wrong meeting.

NETIQUETTE/GROUND RULES Creating ground rules for teams meetings and online sessions are important. It can focus on general rules. i.e mute your mic when not speaking, to focusing on respecting other views and creating open communication between attendees, whilst fostering collaboration and support. We’ll cover this in another post soon.

PRIVATE FACILITATOR CHANNEL If you have a number of colleagues or PhD students supporting the running of the team or facilitating,  we have found it beneficial to have a private channel so that questions or facilitator meetings can be generated outside of the main general channel.

BREAKOUT ROOMS If you wanted to create breakout rooms you would add a number of channels to suit your needs. You may want to investigate whether you want them to be private and allocate attendees, or manually allocate attendees from the main meeting. NOTE: Private channels do not allow certain functionality i.e @mentions or recording meetings so it is important you know the limitations.
HOT TIP: The ability to create breakout rooms from a Teams meeting should be released in the Autumn 2020. The above set-up is to facilitate breakout rooms until the new functionality is available

ANNOUNCEMENTS AND @MENTIONS  Creating announcements can be a powerful tool. drop-in teams have announcements for open and closing, you can use announcements to showcase best practice or important news . You can @mention the team, channel or attendee.

MEMBER PERMISSIONS It is really important to access the member permissions of the team and tailor the permissions accordingly. for example, do you want your attendees to create channels, or add tabs? etc. Note also that once you have recorded a Teams Meeting, the recording goes into Stream and has its own permissions.

TAGS AND ACCESS TO THE TEAM You can create a tag for the facilitators e.g. @Helpers so that all attendees can send messages to more than one person. You can generate an access code, send a link or manually add attendees to the team. For further guidance please visit the University’s O365 Help site in Sharepoint

Click on the image to access the full infographic.

Teams Top tips image with a link to the full PDF version

Teams Top Tips (PDF)

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