Insights

Microsoft Teams Etiquette Part 2: Calling and Meetings

May 5, 2020, MOQdigital

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With Microsoft Teams rapidly (and mandatorily) succeeding Skype for Business, a lot of people are going to need to learn about an unfamiliar software program – fast. Here’s Part 2 of our series on how to make Teams into a fun and productive experience for your entire department.

How do Calls and Meetings Work in Microsoft Teams?

Microsoft Teams lets users join meetings or make calls with video conferencing devices, VoIP connections, mobile phones, or even traditional desk phones. As an early point of etiquette, it makes sense to consider what kind of equipment your counterparts may be using when you schedule a call – in other words don’t schedule a video conference if someone is either on the road or at the end of a lower-bandwidth connection.

(With that said, 55 percent of videoconference users say that using the technology makes them more collaborative – so use video conferencing when possible to get more done!)

If you’ve set up conference calls before on other platforms, Microsoft Teams isn’t that different. First of all, every user with the power to set up meetings needs an Audio Conferencing license (users who dial in do not need this). Next, you can use Teams to create conference bridges and assign service numbers so that all participants can dial in or import existing bridges into Office 365. Also, users can send meeting invites directly through the Microsoft Teams platform itself.

Making Calls and Meetings Easier in Microsoft Teams

With the mechanics out of the way, here’s how to make life a little easier for your team members.

First, use the desktop app when possible. You’ll get a lot more features and options out of the dedicated app – use the web app only as a fallback position when you’re on an unfamiliar computer.

If you’re doing a video call – which we highly recommend – then you should use a feature called Background Effects. This allows you to apply a customised background or leverage Background Blur to make the things behind you appear fuzzy and out of focus, so that they don’t distract from the call. It also helps hide potentially sensitive information that can appear in the frame.

On both video calls and traditional voice calls, use the mute button when you’re not talking. This helps prevent distracting background noise. You can also mute people who’ve forgotten to mute themselves. Other etiquette concerns include zooming in when sharing a web page and using chat to share less-important background information while other people are talking.

Lastly, Microsoft Teams has a built-in call recording function. Call recordings will automatically populate in the Teams chat once finished and the platform can even offer automated call transcription if you need written notes. Just don’t forget to let people know when they’re being recorded!

Microsoft Teams with MOQdigital

If you'd like to understand more about adopting, customising or migrating to Microsoft Teams, book a Microsoft Teams assessment with MOQdigital.

We'll help define the appropriate business processes and the technical aspects of establishing, developing and running Microsoft Teams for your business.