Email meet MS Teams – Teams meet Email

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Does your typical day look something like…

Outlook, Alt + Tab – Teams, Alt + Tab – Outlook, Alt + tab Teams. Add in a few more applications to flip through in between, and that sums up the day of the average corporate employee. (minus coffee, lunch, coffee, coffee breaks)

According to McKinsey, high-skill knowledge workers spend 28% of their workweek managing e-mail

Fret not – email is ubiquitous and will continue to be.

MS TEAMS is designed to improve communication, but your IT department pushed this on your machine and you don’t even know if your using it properly. Why does it feel like just another application to open? Follow along to read some examples of how we can actually improve communication with TEAMS, rather than increasing the number of times we flip between Outlook and Teams.

The objective of this post is to simply demonstrate useful examples of bringing certain types of emails directly into a Teams Channel.

3 reasons to move emails into Teams Channels:

  1. So you can stop forwarding emails to your team members, and each of them filing a copy in their inbox.
  2. So you can reduce the number of “Reply All” messages in your inbox, and spend less time hitting delete delete delete….
  3. So your inbox stays clutter free – and business focused.

Examples of brilliant use cases to forward emails to Teams Channels.

  1. Daily/Weekly/Monthly Newsletters & Blogs. Use the Teams Channel email address to subscribe to newsletters and blogs – the posts will appear in your channel conversations. The best part is, everyone can chat about the post and contribute their thoughts like any conversation, internally. You can finally stop Reply’ing All 🙂
  2. Inquiries from your company website. When a customer completes a form on your website, an email is sent to a recipient with details of the inquiry. Imagine a world where this email pops up in your Teams Channel, and starts an internal conversation about the inquiry. Use this method to action inquiries quickly, assign team members, and provide immediate updates. You can take it a step further – create a Planner card to track inquiries so they don’t get dropped.
  3. Weekly stats, periodic alerts and industry updates. Any email with a frequency and relevancy to your team is a great use case. Forwarding these emails to Teams Channels will remove clutter from inboxes, automatically file attachments in the channel, and display the email chain in conversations, so it can be available for all team members to collaborate and reference.
  4. Monthly Sales Summaries. Find yourself filing monthly sales summaries in your Outlook folders – saving the attachments to your desktop and finally uploading the files into SharePoint? Have your account managers and sales personnel send updates to your Sales Team in a channel named Monthly Summary. No need for filing and uploading – let TEAMS do the work for you and continue conversations in Teams – for everyone to contribute to.

Of course, these are not the only examples – the possibilities are endless. I do hope, this spurs your imagination and creativity when thinking of ways to improve your teams efficiency and value when communicating.

Instruction on finding your Channel email address can be found here.

If you have any specific questions about TEAMS – please don’t hesitate to reach out to me @atShafina.

1 comments on “Email meet MS Teams – Teams meet Email”

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