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Using Microsoft Teams and wondering how to get the best out of it for your business devices? Read on, and we'll share our guide to MS Teams optimisation!
Step 1: Understand what devices work best with the MS Teams app
Business devices have specific requirements and challenges when running the Microsoft Teams app. These are:
Being able to handle large volumes of data
Support Teams meetings effectively
And integrating with other business software seamlessly.
Here is a link to Microsoft's knowledge guide on system requirements for running Microsoft Teams on any device.
Check and ensure each team member is using an appropriate device when using Teams. That will give everyone peace of mind and allow them to collaborate more effectively.
Step 2: Optimising device settings for Microsoft Teams
To enhance the performance of the Microsoft Teams app on your business devices further, it is essential to adjust various settings. Here's what to look for and what to change:
Network Settings:
Prioritise network bandwidth for M365 Teams to ensure smooth video conferencing and file sharing.
Optimise Quality of Service (QoS) settings to prioritise Teams optimisation over other applications.
Display Settings:
Adjust screen resolution and scaling to optimise the visual experience within the Teams app.
Ensure that the display drive is up to date to avoid compatibility issues.
Audio and Video Settings:
Configure microphone and camera settings to ensure precise audio and video during meetings.
Test audio and video devices to troubleshoot and resolve any issues.
Power Settings:
Customise power settings to prevent devices from entering sleep during active Teams sessions.
Optimise power plans to balance customisation and energy efficiency.
If you cannot or do not feel comfortable doing this throughout your business, ask your IT support providers for help.
Step 3: Security and compliance considerations
Your users rely on Microsoft 365 and Teams, in particular, for sensitive communications and data sharing within the bounds of your industry and data protection compliance remit.
To enhance security:
Enforce multi-factor authentication to prevent unauthorised access to Teams data.
Implement rigorous data encryption both at rest and in transit to protect your sensitive information from unauthorised access.
Utilise role-based access controls to ensure that your users have the appropriate level of access to data and features within the Teams app.
Review and update security policies to meet evolving threats and compliance requirements.
To ensure compliance:
Familiarise yourself with industry-specific regulations and standards, such as GDPR that may impact the use of Microsoft Teams.
Educate users on compliance requirements and best practices for handling sensitive data within the Teams app (see step 6).
Implement data retention and archiving policies to meet legal and regulatory obligations for storing and managing business communications.
Conduct regular audits to verify compliance with relevant regulations and internal policies.
Step 4: Customising the Microsoft Teams app for business needs
Customising the Microsoft Teams app to meet the specific needs of your business can significantly enhance productivity and efficiency. Here are some critical considerations for customising your teams' experience:
Explore and integrate third-party apps and services that complement Microsoft Teams' functionalities. For most businesses, this can include project management tools, customer relationship management (CRM) systems, or industry-specific software to streamline workflows and centralise information.
Use the available extensions and add-ons within the Microsoft Teams app marketplace. Never use apps that are not endorsed unless you have IT professionals who can build that extension for you.
Create custom tabs and bots within Microsoft Teams to tailor the app to specific business processes. Custom tabs can provide quick access to relevant resources or internal tools, while bots can automate repetitive tasks and provide real-time assistance to users.
Customise the visual appearance of the Microsoft Teams app to reflect your company's branding and create a cohesive user experience. Consider customising colours, logos, and themes to align with your corporate identity.
Step 5: Managing updates and maintenance
Decide early on who, when, and where software updates for all devices will be managed. Consider a regular update schedule, designating an update manager, and ensuring all devices are updated in a timely manner. It may be prudent to use the same process as device management here, i.e., your IT team.
Ensure your staff knows when and how to update or install updates you allow outside your IT team's remit.
Step 6: Encouraging your team to understand your use policies
We mentioned this earlier, but it is worth mentioning again: Your team needs to understand what you expect from them at each software and device use stage. Training them on standard business policies is always advisable. Not adhering to these policies could lead to security breaches, data loss, or non-compliance with industry regulations.
So relook at training for your:
MS Teams app: Optimising it for business devices enhances collaboration
It is always worth considering how to enhance the effectiveness of software adoption and use, and at the end of this guide, we hope to have given you plenty to consider when optimising the MS Teams app.
If you are trading in the central London area and need IT support to optimise your hardware and software use and performance, consider contacting us today.
Please take a look at our support packages and contact us for a free, no-obligation quote.