Integral to the office day

Employee communications channels

Teams

Purpose Typical audience Pros Cons Can you do it yourself? Thinking points
Smaller virtual meetings – including one-on-ones All DSM colleagues, but mainly office workers It’s a transparent and productive way of working in smaller groups on embedding your message You need to manage some aspects manually; not always easy to include externals Yes Be aware of Teams fatigue: is there a fresher way to achieve your communications objectives?

What is this channel?

For many of us, Microsoft Teams has become an essential communications channel. It’s ideal for all kinds of meetings and discussions – whether one-and-one or in groups. And you can easily share content and record sessions. The biggest drawback: have we all had a little too much of Teams?

What and when is it typically used?

Think about your audience; can you share your messages properly and reach them via this channel? Check out the comparison notes below and weigh your pros versus cons. This will help you decide how to spend your time/ money for the best result.

Benefits

  1. Shared filing system = one definitive source.
  2. Productive: it’s easy to work together simultaneously on documents.
  3. Increased transparency – everyone can participate and contribute.
  4. You can connect externals.
  5. You can access information from anywhere and any device.

Challenges

  1. Teams overkill (!)
  2. Externals (sometimes) experience difficulties getting access.
  3. You need to add or change Teams members manually.
  4. An unfamiliar file/folder structure.
  5. Links to specific Teams folders cannot be shared directly via Teams with a click of the button.

How to use this channel

Anyone can start a Teams environment. Simply hit ‘join or create a team’. 

Things to keep in mind

  • A Teams Live event is an extended version of a live meeting for bigger groups. Check out Virtual Meetings for more.

KPIs for this channel

How will you know ‘what success looks like’? Measuring the response to this channel /tool could give you a better understanding of whether you’ve reached your communication objective. KPIs can be qualitative or quantitative. Here are some ideas:

  • In your Team, you can go to the Analytics section via ‘Manage Channel’ for an overview of user numbers, posts etc.
  • If you use the chat function, check the participation level. 

Final thoughts

If this a stand-alone initiative, then go ahead! However, if this is part of a wider initiative, you might want to take a step back and look at the broader communications perspective. A good starting point is our 9-step approach to creating your communication plan - which includes an overview of all the internal channels and tools.

Read more

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