Using Virtual Collaborative Workspaces to Effectively Work Remote

by Angel Templet

March 25, 2020

Several companies have transitioned into a remote workforce to combat the spread of COVID-19. While working remote is the safest course of action, it is quite the adjustment for many. Rest assured that with the right tools, mindset, and plan of action, almost anyone can effectively work remotely.

The first question may be, how can my organization collaboratively work when we’re not together in the office? Thankfully, we live in a day and age that apps, software, and programs allow us to connect digitally in the safety of our own homes. The RADER Team utilizes Microsoft Teams in and out of the office to work collectively. You can access it conveniently through a web-based or desktop app with an Office 365 license. The chat, file sharing, and video capabilities just scratch the surface of how it can seamlessly help organizations work together.

When using any collaborative software, especially Microsoft Teams, keep these four things in mind for the best remote work experience.

Make the most of meetings and remember that it’s about the people in the meeting, not the tech.

• Have a clear purpose for the meeting and communicate that by detailing what the conference is for in the meeting’s description.
• Don’t put off sessions just because you’re working remotely. Keep those one-on-one check-ins, and if you need to brainstorm, jump on a video call.
• Use chat and apps within the program to share reminders, documents before the scheduled meeting, or the Whiteboard feature to simulate an actual whiteboard.
• If applicable for your organization, record the session to share it with those that couldn’t call in.

Be inclusive and use your video.

• Turn on your video if your bandwidth can support it to ramp up collaboration. If your bandwidth cannot support video, good audio is most important.
• Use the Background Blur function to blur out any distractive background.
• Keep track of that mute button.
• Practice inclusion by asking everyone’s input on the sound level, if devices are functioning, etc. before the video call starts up.

Track notes, action items, and share frequently used documents.

• Without casual recaps in the office, it’s essential to keep everyone updated. Using apps within Microsoft Teams, it’s easy to track and share a task with your colleagues.
• Schedule quick 15-minute follow-up meetings when necessary.
• In channels, create tabs for essential files, websites, or dashboards.

Customize your virtual workspace to your personal preference.

• Manage notifications to ensure you never miss a beat during work hours.
• Pin your favorite and most utilized chats, so they always appear in your upper left task bar.
• Install Teams on your mobile device, so you join meetings and collaborate away from your computer.

Utilizing your collaborative workspace to its’ fullest potential will increase your productivity and your remote work experience as a whole. These tips and the resources below will not only help you during this time of need, but help you become more efficient in your everyday work life. For those that need help transitioning or migrating from file servers to Microsoft Teams, give the RADER team a call. We’re always happy to help!

Resources:

Microsoft Teams Instructor-Led Training

Microsoft Teams Training

Working Remotely During Challenging Times

4 Tips for Working From Home with Microsoft Teams

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About RADER - IT Security. Service. Solutions

RADER is a local IT Company based out of Lafayette, LA, servicing companies throughout the United States. Find out more about us or how we can seamlessly manage and integrate all of your technological needs.

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