Australian based Managed IT support offices in Melbourne, Sydney and Brisbane
Powernet Colour a VITG Company POS

10 Ways to Boost Microsoft Teams Productivity

Using Microsoft Teams for business can be a fantastic way to improve productivity at work. The problem is that many teams struggle to learn how to best utilise the software, or don't know what tools are available when they need them.

Here are 10 ways to help you use Microsoft Teams to boost productivity and help your team collaborate more effectively.

Customise Microsoft Teams Notifications

Microsoft Teams can send a lot of notifications in an active team. The overwhelm of notifications can slow progress and make it harder to concentrate. Instead of getting all the notifications, have your team set their notification settings so they only see the most important updates for them.

Use Productivity Bots

Integrating productivity bots into Microsoft Teams makes it much easier to stay on top of work. Using different bots can also customise what Microsoft Teams can do to better fit your team’s needs. Icebreaker is a good example for new teams, but there are bots for almost any need.

Use File Collaboration Tools

Working as a team gets a lot easier if you use the collaboration settings tools in Microsoft Teams for businesses to customise who can access and edit files. Assigning certain projects, files, and resources to the specific people who will work on them makes it easier to stay organised. Plus, using notifications well makes it easy to see when documents have been updated.

Use Search Bar Commands

Search bar commands make it easier to change certain settings in teams, access information about other members of your team and prepare for meetings. Here are three of the most common and most useful search bar commands:

● /dnd – ‘Do Not Disturb’, tells team members not to message you.
● /activity – Shows a specific team member’s recent activity.
● /testcall – Let's you test call quality before going live.

Forward Messages to Dedicated Channels

Using dedicated channels for specific parts of your team's project, and forwarding messages to those channels makes it much easier to find critical information. This feature helps keep your team organised and also minimises the time spent trying to find the files or information you need.

Manage Your Current Status

Each member of your team has a ‘status’ that can be used to tell other members of the team what they’re working on, whether they are available, and more. Using these statuses gives you the freedom to limit interruptions so you can focus, and makes it easier to tell team members that you’re available for a consult.

Use Keyboard Shortcuts

Teams comes pre-loaded with a wide range of keyboard shortcuts that can make your work much easier. Use /keys in the search bar to see a complete list of the shortcuts currently enabled. Use them to save time and make your team more effective.

Take Advantage of Urgent Messages

Urgent messages in Teams allow you to tag specific messages so that they push notifications, alerting the people you need to talk to right away.

Use urgent messages by selecting the exclamation mark under the chatbox and selecting urgent from the menu.

Organise Meetings and Events with Plans in Microsoft Teams

You can also use your meeting planning space to make it easier to stay on task during meetings. Add meeting notes, an agenda, articles, and documents to read ahead of time, videos, and more to your meeting plan. Just refer to the plan to keep things on track and minimise distractions and unnecessary extras during your meetings. Using this tool will make Microsoft Teams calling much more effective

Final Thoughts

There are plenty of other productivity tools available to use in Microsoft Teams, these 10 are just some starter options to make the program more effective. Feel free to continue exploring other Microsoft Teams functions until you find the right combination of tools, features, shortcuts, and functions to help your team.

Don’t let tool overwhelm get in the way after you install Microsoft Teams. Use these tools to make it easier when you get started and to establish helpful habits with your team.

Subscribe to our newsletter for the latest technology tips & tricks.

Recent Articles



Search the Powernet blog

The Most Common Issues We Encounter on the Helpdesk and How to Fix Them

The Most Common Issues We Encounter on the Helpdesk and How to Fix Them

On a busy IT helpdesk, no one day is the same. There are a multitude of different reasons clients call […]

Read more
'The Importance of Reliable IT Support for Australian Businesses'

'The Importance of Reliable IT Support for Australian Businesses'

Amidst the dynamic landscape of technological advances, every business, whether big or small, needs effective IT in place. Using a […]

Read more
Staying Cyber Safe, Top 10 Tips for Being Cyber Secure

Staying Cyber Safe, Top 10 Tips for Being Cyber Secure

The importance of Cyber Security What is Cyber Security – Cybersecurity is the practice of protecting computers, servers, electronic systems, […]

Read more

We are well awarded

Reach our team

We’re always happy to help you find the right solutions to your IT and technology needs. Here are some ways to contact us.

Give us a call

Chat with our team to discover the best IT solutions for your organisation.
1300 892 692

Our locations

Melbourne CBD

Level 15 / 565 Bourke Street, Melbourne VIC 3000

Eastern Melbourne

Level 2 / 74 Doncaster Road, Balwyn North VIC 3104

Geelong Region

East 4/13-35 Mackey Street, North Geelong VIC 3215


U18 / 23-31 Bowden Street,
Alexandria NSW 2015
(02) 8214 8855


7/9 Archimedes Place, Murarrie QLD 4172

Send us an enquiry