From Silos to Synergy: Improve Team Collaboration with Microsoft Cloud Services

Gone are the days when team collaboration simply meant huddling around a boardroom table, brainstorming ideas or presenting strategies. While those methods certainly aren’t obsolete, they’re the exception, not the rule, in today’s digital landscape. Gartner reports that 80% of companies are actually gearing up to invest in technology tools for remote collaboration.  

Technology has become indispensable for forward-thinking businesses. It supports a business ecosystem where your stakeholders – whether employees, partners, or customers – can collaborate and communicate. Seamlessly.

According to Zippia Research, an astounding 75% of employees regard teamwork and collaboration as important. In addition, 86% of employees in leadership roles attribute workplace failures primarily to a lack of collaboration. This underscores the significance of fostering effective collaboration in the contemporary workplace.

One of the best ways to do that is through Microsoft Cloud Services.

“Collaboration and communication are the keys to success in any organisation. When stakeholders work together and share information, they can achieve more than they could alone. They can align their goals, leverage their strengths, overcome their challenges, and deliver value to their customers and partners.” – Dillon Gray, Chief Operations Officer at IPT.

What We Cover:

• Team Collaboration with Microsoft Teams
• Team Collaboration with Microsoft SharePoint
• Team Collaboration with Microsoft 0365
• How Microsoft Cloud Services Improves Team Collaboration
• Best Practices for Transitioning to Microsoft Cloud Services 

Team Collaboration With Microsoft Teams

Microsoft Teams integrates real-time chat and messaging for swift communication, bolstered by rich text, emojis, and GIFs for more engaging conversations. Voice and video call features facilitate high-quality remote discussions, while the ability to host meetings with screen sharing and recording makes team interactions and training sessions more convenient.  

While you may know it for its internal communication capabilities, Microsoft Teams has remarkable potential for external collaboration as well. It allows you to foster deeper engagement with partners and clients. 

What will you use Teams for? 

• Interactive Webinars. Whether for product launches, industry discussions, or thought leadership panels, Teams also gives you the chance to incorporate Q&A sessions, live polls, and breakout rooms to encourage audience participation. Ultimately, it’s a chance to develop relationships with teams and customers alike. 
• Cross-Organisational Collaboration. Microsoft Teams facilitates collaboration on projects involving multiple organisations; it makes time-sensitive communication and project management much easier.
• Board Meetings and Governance. You can use Teams to host virtual board meetings, ensuring governance processes continue smoothly regardless of physical location. You can also utilise secure meeting options and confidential channels for sensitive discussions, giving everyone peace of mind. 

Ready to collaborate and conquer with Teams? IPT can help you harness the power of Microsoft Teams for seamless communication and much more. 

Team Collaboration With SharePoint 

SharePoint offers much more than internal document management; its features also allow you to share and manage content with external parties while controlling the level of access so that external users see only what they need.

Here are several ways you can use SharePoint: 

• Document Management and Storage. At its core, SharePoint offers a secure and centralised repository for storing documents. It eliminates the need for multiple versions of a document, as everyone works on the same file.
• Integration with Microsoft Office. This means that documents can be created and edited within familiar tools like Word, Excel, and PowerPoint, then stored and managed in SharePoint.
• Customisable Workspaces. SharePoint sites can be customised to suit the specific needs of a team or project. You can create a site for a project team with all the necessary tools and information in one place, such as task lists, calendars, and discussion boards.
• Version Control. SharePoint’s version control feature allows you to track changes to documents and revert to previous versions if necessary. 
• Mobile Accessibility. With the increasing need for remote work, SharePoint’s mobile-friendly design is a significant advantage. Team members can access, edit, and share documents from anywhere, at any time, using their mobile devices.
• Workflow Automation. For example, you can set up a workflow for document approvals, where a document is automatically sent to the relevant people for approval. This automation saves time and reduces the risk of human error.

Ready to use SharePoint in your organisation? Our IT experts will guide you through the process for a successful deployment of Microsoft SharePoint. 

Team Collaboration With Microsoft 0365

Microsoft 0365 is a cloud-based suite integrating tools like Word, Excel, and PowerPoint, along with OneDrive and Exchange, to offer a practical solution for day-to-day business tasks. For CEOs, the value of 0365 lies in its ability to offer real-time collaboration and accessibility in a non-stop business environment.

Security is also a focus point. 0365’s advanced security features ensure that business data is protected, whether it’s stored or shared. Tools like Exchange Online help manage email communication while providing stringent security against potential cyber threats.

Here are several ways you can use Microsoft 0365: 

• Planner. Use Planner for task allocation and progress tracking in team projects. You can also integrate To Do with Outlook for personal task management and daily prioritisation.
• Whiteboard. Utilise the Whiteboard feature in Teams for brainstorming sessions, regardless of participants’ locations.
• Yammer. Explore Yammer to build an internal company network where you can share updates and engage employees.
• Bookings. Use Bookings in Microsoft 365 for scheduling and managing external client meetings.
• Power BI. Employ this tool to create comprehensive business reports and data visualisations. 
• Forms. This is an easy way to create surveys and quizzes to gather feedback from team members or clients. 

Let our experts help you migrate to Microsoft 0365 and revolutionise the way you work.

How Microsoft Cloud Services Improves Team Collaboration

By adopting Microsoft Cloud Services, you’re not just making an operational change; you’re setting your team up for a more integrated, productive, and secure working environment, positioning your business for long-term success and innovation in the digital age.

Alt text: benefits-of-microsoft-cloud-services-for-team-collaboration

Scalability

Scalability directly impacts collaboration. As your business grows, Microsoft Cloud Services can scale to meet your evolving collaboration needs. This could mean accommodating more users in Teams for larger collaborative projects or increasing SharePoint storage for extensive document sharing. 

Efficiency

Efficiency in cloud-based services translates to more streamlined collaboration. By reducing reliance on physical hardware, teams can focus more on their collaborative efforts rather than technical issues. Cloud storage solutions, for example, minimise the need for extensive physical infrastructure, allowing teams to share and access files more efficiently. 

Global Accessibility

Teams and SharePoint allow people, regardless of geographical boundaries, to work together. This includes sharing documents and insights and engaging in real-time discussions. A fintech company in the United Kingdom may want to create a shared workspace with their partners in Japan to review documents together or discuss over a video conference; with Microsoft Cloud Services, it can be done. 

Peace of Mind

Microsoft’s advanced features, like Data Loss Prevention (DLP) in O365, not only protect sensitive data but also build trust within teams. When employees know their collaborative efforts and shared data are secure, they’re more likely to engage openly and share critical information. 

Consider a multinational corporation whose employee accidentally tries to send a document containing sensitive customer data to an external email address. The DLP feature will intercept and prevent this action, the incident is logged, and the company can then address the issue with the employee – no harm done. 

Continuous Updates

Staying current with technology is vital for dynamic collaboration. Regular updates from Microsoft Cloud Services ensure that your team always has access to the latest collaboration tools and technologies. This includes advancements in Teams for more effective communication and enhancements in Power BI for better data sharing and analysis.

Best Practices for Transitioning to Microsoft Cloud Services

Before you make any changes, take a deep dive into what your current IT setup looks like. What software are you using? What are the pain points? This is about knowing your starting point clearly, like understanding exactly what’s in your garage before planning a big clean-up.

• Understand Your Current IT Setup. Before transitioning, it’s crucial to audit your existing technology. This helps identify what’s working, what isn’t, and the gaps that Microsoft Cloud Services can fill. 
• Plan Migration Step-by-Step. Treat the transition like a major project. A phased approach ensures smooth migration and minimises disruptions. Start with non-critical data and gradually move to more essential elements. 
• Prioritise Team Training. Proper training is essential for the effective use of new tools. Ensure your team understands how to use features like real-time editing in 0365 or SharePoint’s document management system. 
• Monitor Performance. Continuous monitoring post-migration helps identify and resolve issues swiftly. Use tools like Microsoft’s analytics to track usage patterns and gather feedback, making adjustments as needed for optimal performance.
• Explore All Features. Encourage your team to fully utilise the collaboration features. For example, use Microsoft Planner for project management or Teams for communication and file sharing. If you’re unsure which features to use (or how), there are experts who can help you.
• Keep Communication Open. Regular feedback sessions help in understanding how the new system is being received and where improvements are needed. This ensures that the transition is meeting the needs of your team and the business.

“With tools like Microsoft Teams, Office 365, OneDrive, and Power Automate, we can easily share, sync, and automate our workflows, as well as communicate and collaborate with our colleagues and customers. Microsoft Cloud Services are not just a platform; they are a catalyst for innovation and transformation.” – Dillon Gray, Chief Operations Officer at IPT.

As the digital age progresses, the ability to collaborate seamlessly across various platforms will be a defining factor in the success of businesses. At IPT, we’ve helped clients across finance, agriculture, insurance and many more industries worldwide to understand and leverage Microsoft Cloud Services. We can help your organisation, too. 

If you want to stop losing time and money because of poor team collaboration, contact us today.