Mastering Teams Etiquette: Your Guide to Using Microsoft Teams Professionally

In today's workplace, tools like Microsoft Teams have become the go-to for collaboration and communication. However, just like in-person meetings, virtual interactions require a certain level of etiquette to ensure professionalism and productivity. In this blog post, we'll explore Microsoft Teams, the key aspects of Teams etiquette, and some critical "no-nos" to avoid. Additionally, we’ll touch on maintaining proper etiquette on Zoom, providing a comprehensive guide to mastering virtual meeting conduct.

What is Microsoft Teams?

Microsoft Teams is a collaboration platform that integrates people, content, and tools, making teams more engaged and effective. It offers various features, including chat, video conferencing, file sharing, and application integration, all within a single workspace. Whether you're working remotely or in an office, Teams helps streamline communication and boost productivity.

Teams Etiquette: Best Practices

1. Mute When Not Speaking
   One of the fundamental rules of virtual meetings is to mute your microphone when you're not speaking. Background noise can be incredibly distracting and disruptive to others on the call, making it difficult for everyone to focus and effectively communicate. For instance, if you're working from home, dogs barking, lawnmowers buzzing, or doorbells ringing can inadvertently invade the meeting space. Even less apparent noises like typing, shuffling papers, or other home or workplace sounds can contribute to a cluttered audio environment. Being mindful of these potential interruptions shows respect for your colleagues' time and concentration. It helps maintain a more professional and seamless meeting experience. Therefore, always remember to mute your microphone and unmute it only when you need to speak.
2. Use the "Raise Your Hand" Feature
   In large meetings, knowing when to speak without interrupting others can be challenging. Microsoft Teams offers a "Raise Your Hand" feature, which allows you to signal that you have something to say. This helps maintain order and ensures everyone has a chance to contribute.
3. Show Up Five Minutes Early
   Punctuality is just as important in virtual meetings as in physical ones. Arriving a few minutes early ensures you're ready to start on time and allows for any technical difficulties and adjustments.
4. Choose Appropriate Backgrounds
   For backgrounds, consider how they can add a personal touch to your video calls. However, choosing a background that remains professional and doesn't distract others is important. Teams offer built-in backgrounds, or you can upload your own to ensure it's tasteful.
5. Be Aware of Your Surroundings
   Your surroundings contribute to the overall professionalism of your virtual presence. Ensure your workspace is tidy, well-lit, and free from distractions. Inform those around you that you will be in a meeting to minimize interruptions.
6. Avoid Talking Over Others
   Interruptions can disrupt the flow of a meeting and make it difficult for others to follow the discussion. Wait for others to finish speaking and use the "Raise Your Hand" feature if necessary.
7. Prepare Ahead of Time
   Make sure you have all the necessary documents and information ready before the meeting starts. Being prepared shows respect for everyone's time and contributes to a more productive discussion.

Teams No-Nos: What to Avoid

1. Ignoring Chat Messages
   If someone sends a direct message or posts a question in the meeting chat, make an effort to respond promptly. Ignoring messages can appear dismissive. In larger meetings, consider assigning one or two individuals to monitor the chat for any questions.
2. Using Unprofessional Language
   Always use professional language, even in casual conversations. Remember, Teams is a workplace tool, and maintaining professionalism is crucial.
3. Multitasking
   Although it's tempting to multitask during virtual meetings, doing so can lead to missing important information. Give the meeting your full attention.
4. Forgetting to Follow Up
   After the meeting, follow up on assigned tasks or questions. This demonstrates accountability and ensures that action items are completed.

How Can Intrada Help?

Mastering virtual meeting tools like Microsoft Teams requires understanding and practicing proper etiquette. By following the guidelines mentioned above, you can ensure that your virtual interactions are professional, productive, and respectful. Whether you’re a seasoned professional or new to the digital workspace, these tips will help you confidently navigate virtual meetings. Adhering to these best practices will enhance your virtual meeting experience and contribute to a more efficient and respectful workplace environment. Happy conferencing!

Don’t have Teams?  Intrada can help.  Our expert team will assist in configuring the platform to suit your specific needs, ensuring a seamless integration into your daily workflow.  For more information, contact James Haywood at jhaywood@intradatech.com.