Mastering Microsoft Teams Etiquette: Tips and Best Practices
Posted: Tue Jan 07, 2025 8:50 am
Microsoft Teams has become an important tool for organizations of all sizes looking to maintain fluid communication and collaboration between teams.
This goes hand in hand with the global rise of remote work in the wake of the pandemic era. The popularity of the tool is undeniable, as it offers a centralized hub for instant messaging and video conferencing, file sharing , and project management.
However, with the widespread adoption of collaboration software like Microsoft Teams comes the need to follow proper Microsoft Teams protocol. Pendiente helps businesses improve communication, reduce misunderstandings, streamline management, and increase team collaboration.
In this blog, we will discuss the dos and benin number data don’ts of using Microsoft Teams to help you use it effectively and professionally.
Microsoft Teams Etiquette: What to Do
Following Microsoft Teams etiquette when scheduling a Teams meeting, sending a chat message, or anything else will help you communicate effectively and respectfully with your colleagues and stakeholders. It also helps ensure that all of your interactions produce the responses and outcomes you need.
Next, we're going to talk about the common and essential Microsoft Teams etiquette (number two) that we need to remember.
Follow basic messaging etiquette
Here's how to put basic communication and messaging etiquette into practice:
Keep messages direct and to the point
When communicating with your team members, be clear and concise, keep messages brief while remaining polite, and address them by name.
For example, instead of writing to an IT team member saying, "My email isn't working," try saying, "Hi Brian, I'm getting a delivery failure message on all of my emails to client X. It might be a server issue. Could you please help me?"
This helps avoid confusion and ensures the message is professional, actionable, and specific.
Be careful to maintain a professional and respectful chat tone
When using the Teams chat app, always use a professional and respectful tone and avoid using overly informal terms that could be misinterpreted. For example, instead of saying, "Can you do this as soon as possible?" you could say, "Could you prioritize this task and let me know when it's completed? Thank you."
Learn who to @mention and when to use it
@mention in Microsoft Teams
@mentioning someone is one way to make sure the right person sees your message. Use @mentions sparingly to avoid overwhelming your colleagues with notifications. Especially when you're having important chat conversations in a group, you want to make sure the right person responds to your message.
For example, if you need Daniel's opinion on a project, you might write: "Hi @Daniel, can you review version 2.0 of the quarterly report and share your feedback?"
Comply with the rules of etiquette at meetings
Stick to these MS Teams communication strategies to make the experience smooth, professional, and productive for everyone involved:
Sign up for meetings on time and check your equipment beforehand
Punctuality is a key to professionalism. Arriving late to a meeting makes others wait and shows a lack of respect for their time. Also remember to check your camera and microphone settings before joining a virtual meeting to avoid technical issues.
Keep quiet to minimize background noise
Staying silent while others are speaking is important, as it prevents participants from hearing distracting background noises from their home or office. If you notice that someone in the meeting has forgotten to mute themselves, take the initiative to do so yourself and set an example to maintain a focused meeting environment.
This goes hand in hand with the global rise of remote work in the wake of the pandemic era. The popularity of the tool is undeniable, as it offers a centralized hub for instant messaging and video conferencing, file sharing , and project management.
However, with the widespread adoption of collaboration software like Microsoft Teams comes the need to follow proper Microsoft Teams protocol. Pendiente helps businesses improve communication, reduce misunderstandings, streamline management, and increase team collaboration.
In this blog, we will discuss the dos and benin number data don’ts of using Microsoft Teams to help you use it effectively and professionally.
Microsoft Teams Etiquette: What to Do
Following Microsoft Teams etiquette when scheduling a Teams meeting, sending a chat message, or anything else will help you communicate effectively and respectfully with your colleagues and stakeholders. It also helps ensure that all of your interactions produce the responses and outcomes you need.
Next, we're going to talk about the common and essential Microsoft Teams etiquette (number two) that we need to remember.
Follow basic messaging etiquette
Here's how to put basic communication and messaging etiquette into practice:
Keep messages direct and to the point
When communicating with your team members, be clear and concise, keep messages brief while remaining polite, and address them by name.
For example, instead of writing to an IT team member saying, "My email isn't working," try saying, "Hi Brian, I'm getting a delivery failure message on all of my emails to client X. It might be a server issue. Could you please help me?"
This helps avoid confusion and ensures the message is professional, actionable, and specific.
Be careful to maintain a professional and respectful chat tone
When using the Teams chat app, always use a professional and respectful tone and avoid using overly informal terms that could be misinterpreted. For example, instead of saying, "Can you do this as soon as possible?" you could say, "Could you prioritize this task and let me know when it's completed? Thank you."
Learn who to @mention and when to use it
@mention in Microsoft Teams
@mentioning someone is one way to make sure the right person sees your message. Use @mentions sparingly to avoid overwhelming your colleagues with notifications. Especially when you're having important chat conversations in a group, you want to make sure the right person responds to your message.
For example, if you need Daniel's opinion on a project, you might write: "Hi @Daniel, can you review version 2.0 of the quarterly report and share your feedback?"
Comply with the rules of etiquette at meetings
Stick to these MS Teams communication strategies to make the experience smooth, professional, and productive for everyone involved:
Sign up for meetings on time and check your equipment beforehand
Punctuality is a key to professionalism. Arriving late to a meeting makes others wait and shows a lack of respect for their time. Also remember to check your camera and microphone settings before joining a virtual meeting to avoid technical issues.
Keep quiet to minimize background noise
Staying silent while others are speaking is important, as it prevents participants from hearing distracting background noises from their home or office. If you notice that someone in the meeting has forgotten to mute themselves, take the initiative to do so yourself and set an example to maintain a focused meeting environment.