How to optimize your MS Teams meetings

It is not a new topic that the usage of Microsoft Teams has increased during the last couple of years. According to Microsoft’s Work Trend Index, between February 2020 and February 2021, the time spent in MS Teams has increased 2.5X. Also, the average meeting is now 10 minutes longer, resulting in 35-45 minutes. 

At first, this change brought a lot of new challenges, from distracting backgrounds to at-home noises. Thankfully, this platform provides features and options to help your meetings run smoothly. 

We decided to share with you a few tips to optimize your MS Teams meetings, since we are all spending more time on this platform (and most of this time, attending meetings). 

Before an MS Teams meeting 

Adjust your settings 

There are a few settings you can adjust to avoid distractions, for example: 

  • Adjust your background. You can choose an image or the background blur tool to avoid distractions when you have your camera on. 
  • Mute your microphone. In case of interference or outside noise, mute your mic to avoid distracting other users. 
  • Activate background noise reduction. You can turn this option on in the device settings, so you can keep your microphone on without worrying too much about background noise. 
  • Mute your mic and turn off your camera. In case you need to step away for a moment, turn off both your camera and microphone to avoid distracting other attendees. 

Share your meeting agenda 

Defining meeting goals beforehand helps all participants be on the same page. MS Teams allows hosts to send an agenda alongside the invites. 

Make sure that you send this with enough time, so participants can review the content and prepare their doubts and talking points for the meeting. 

During an MS Teams meeting 

Record your meeting 

Recording a meeting allows users who couldn’t attend to watch it later or for those who were able to attend, to go back and take notes. 

These recordings are automatically shared with attendees after the meeting concludes. 

Share your content/screen 

Screen sharing in MS Teams meetings is powered by high-fidelity technology, which will allow everyone to have an excellent viewing experience. 

You can also share content, feedback, and real-time editing/collaboration with the Office 365 apps that are integrated inside Microsoft Teams. 

Use Integrated Audio Conference 

Teams offers Audio Conferences that support dial-in numbers, this allows users to call directly or be added to the conference by an attendee. 

If you want to know more about this feature and other similar capabilities, visit Bluesky UC. 

Use Teams Rooms 

The rooms were designed to gather remote employees in a shared virtual experience. They help provide a consistent user experience and have been constantly updated in the last months. 

Read this article to learn more about Microsoft Teams Rooms. 

After an MS Teams meeting

Share meeting recordings, notes, and follow-ups 

It is important to review what was discussed in the meeting (next steps, deadlines, schedule follow-up meetings, etc.) You can share the recording and notes in the project channel, and send follow-up invites through the Teams or Outlook calendar.

Make the most out of your Microsoft Teams with the support of a team of certified experts and thrive in this new era of digital work. Contact us for information about our MS Teams services.