In the Greater Toronto Area (GTA), small to medium-sized businesses (SMBs) face the dual challenge of enhancing collaboration and boosting productivity amidst an increasingly remote and digitally connected world. Leveraging the full suite of Microsoft 365 can provide local SMBs with a competitive edge in both areas.
Today’s blog reveals some of the lesser-known features of Microsoft 365 that can help streamline your operations and improve team efficiency. With insights from your local IT support provider in Toronto, we’ll explore how these tools can reshape your workflow and ensure that your business is as dynamic and responsive as the city around it. Let’s dive in!
Microsoft Teams: Beyond the Basics
Feature Insight: Command Bar, Tags, And Pin Channels
More than one million businesses use Microsoft Teams; chances are, you’re among them. But most of Teams’ 320 million users probably aren’t getting the most from this communication platform.
The command bar is a valuable yet underutilized feature that allows you to leverage shortcuts to access various functions quickly. Typing ‘/’ into the search bar brings up options to change your status, send messages, start calls, and even send praise to your colleagues in moments.
Tired of your memos going unseen? Tagging specific users in the messages you send using ‘@’ and their name reduces the odds of them missing an important update. For instance, ‘@everyone, send me your tech queries ahead of my meeting with that Toronto-based IT company tomorrow’ is less likely to fly under the radar than a vague reminder in the team chat.
Finally, pinning channels (found in the ‘more options’ tab on conversations) puts important chats at the very top of your list, minimizing the time you spend scrolling – and then inevitably getting sidetracked – to find what you need.
The Impact on Productivity
By using these features, your people can focus on getting the job done, instead of resolving communication frustration. For example, you could tag all members working on a specific client project about the latest news, ensuring updates are swiftly communicated only to relevant team members while leaving the rest of your staff undisturbed.
Microsoft Stream: Harnessing AI for Better Meetings
Feature Insight: Automatic Transcription
How many times have you finished a Teams meeting, gone to amend the associated project, and forgotten what changes you were supposed to make? John definitely said something about IT support in Toronto when Carol mentioned her spotty connection… but you just can’t remember what. Good news – after recording a meeting in Teams, uploading it to Microsoft Stream allows you to generate a searchable transcript. This means you can quickly locate specific discussions using keywords.
How Stream Transcripts Enhance Collaboration
Imagine being able to find exactly when a decision was made during a meeting without watching hours of footage. This feature supports better, more timely follow-ups and ensures no critical points are lost in communication.
Microsoft’s Mobile Versions: Work Without Boundaries
Feature Insight: Access on up to 5 iOS or Android Devices
Microsoft 365’s core apps – Outlook, Word, Excel, PowerPoint, and OneNote – can all be downloaded as mobile versions, empowering your team to stay connected and productive regardless of their location. Whether they’re at a client site, working from home, or catching up during commutes, essential tools are always at their fingertips.
The Impact on Productivity
For an SMB, improved access means an urgent message or task can be addressed immediately, even during lunch, without needing to be at a desk. This flexibility is crucial for maintaining momentum in today’s breakneck business environment.
Combine mobile apps with end-to-end device protection and cloud-services from a local IT provider in Toronto to create a completely secure versatile workforce.
Microsoft Planner: Visual Task Management
Feature Insight: ‘Show on Card’ Options
Microsoft Planner provides a straightforward means of visualizing and organizing your team’s tasks, keeping everyone aligned on projects. But did you know it allows you to customize how much information appears on each project card? By selecting ‘show on card’, you can add checklists, notes, or attachments directly to the card view, making it easier to gauge task progress at a glance.
The Impact on Productivity
This feature aids in quickly assessing the status of various tasks without needing to open each one individually, making it perfect for managers and team leads who need to keep projects on track without getting bogged down in details.
Microsoft Defender for Office 365: Proactive Security Practices
Feature Insight: Customized Attack Simulations
Beyond providing real-time security notifications, expert tips, and recommendations, Microsoft Defender for 365 enables SMBs to conduct customized attack simulations. This proactive, personalized approach helps teams identify potential security gaps in your unique systems – before they’re exploited by hackers.
The Impact on Productivity
Regular security drills can reduce the frequency and impact of successful cyberattacks, minimizing downtime and maintaining business continuity. Fewer breaches mean fewer disruptions, which translates into higher productivity and stability for your SMB.
Work with your local IT service provider to train your team on cybersecurity best practices, and then put their skills to the test.
Optimize Your Microsoft 365 Use Today
By diving deeper into the capabilities of Microsoft 365, SMBs in the GTA can discover lesser-known ways to enhance collaboration and productivity. Each of these features, when utilized effectively and with the guidance of a knowledgeable IT support provider in Toronto, can lead to significant improvements in how your business operates. Whether through better security practices with Defender, streamlined communication in Teams, or efficient task management in Planner, Microsoft 365 is equipped to meet the unique challenges faced by modern businesses. Embrace these tools, and watch your business outperform the competition.
VBS IT Services: Premier Outsourced IT Management and Technology Solutions Across the GTA
At VBS, we aim to transcend the traditional role of an IT service provider. Our goal is to cultivate a lasting partnership that continuously adds value, and we do this by delivering personal service coupled with strategic technology solutions that propel your business forward. Serving businesses throughout Toronto, we offer proactive, tailored, and secure technological solutions that enable local businesses to thrive in our dynamic city.
We take pride in assisting a diverse range of sectors, including manufacturing, construction, retail, and professional services, helping them all achieve their full potential. Ready to get more from your IT provider? Contact us today to schedule a complimentary IT discovery session.
