Most Microsoft Office 365 users are aware of the Microsoft Teams application, which is often set to open automatically when starting up your computer. For the past couple of years, I just clicked this closed and then opened my email, web browser, and folders to access the files I needed to work on, but I've always wanted to check out what I could do with Microsoft Teams. If you're curious as well, or perhaps wondering whether to switch from other collaborative tools or project management platforms, read on to see why it might be worth checking out Microsoft Teams.

Tool Convergence

Now that I've finally taken a bit of time to check out Microsoft Teams, I wish I'd had something like this years ago when I was looking for a good project management tool. Of course, it's much more than just a project management tool: it's for internal communication and collaboration within teams, but also for sharing and keeping track of files within and outside of one's organization. It also lets you set up video or phone calls between team members and enables you to record a video of meetings and share them with anyone who was absent. In short, it combines a number of features into one app, which previously had to be coordinated between multiple applications such as Skype, Outlook, Chat, Calendar, and so forth. And really, that’s what Microsoft Teams is: it’s not a stand-alone app, but instead integrates several other Office 365 apps.

Best Practices & Advice on Whether to Adopt Microsoft Teams

If you’re using Microsoft Teams for the first time, check out a few of the best practice guides and adapt them for your own organization. Microsoft has a number of guides available, such as “Best practices for organizing teams in Teams,” “Assigning team owners and members in Teams,” and guides to get started, and there are many other best practice tips available if you search online for Microsoft Teams best practices. Everyone using Teams should know when to create a new team and when to use existing teams, or whether there should be one designated person who makes new teams and then invites others to join them. There are also guides on whether Microsoft Teams is the best fit for your project or team. For example, in an excellent Storyals video “Five tips on how to succeed with Microsoft Teams,” Ulrika Hedlund mentions that it may not be the best platform to use if there isn’t a lot of frequent interaction between team members, but that it works well for team members who are working across various locations. She also recommends having a set of “house rules” in place or internal best practices for using the app, along with telling everyone to access everything (such as email, files, chats, and so forth) through MS Teams. However, making everyone go through Teams rather than first going through their email or other apps can be difficult, since this is not how people normally access what they are working on if they haven’t already been using Teams, and it requires some persistence to get people to change their habits.

So Why the Hesitation?

The main downfall with Teams is that it can be difficult for the average user to just start using it if there isn't already a team they can join. And even when there is, many of the best practice guides for Microsoft Teams recommend having a designated team or individual to show others how to use Teams, along with having an onboarding process or training. Using Teams also requires changing how you and others think about organizing work and sharing it with others versus “siloing” drafts and various documents involved in a project. In many ways, however, it can be worth the initial learning curve. For example, a number of years ago I was working on a team project for a large non-profit organization, and when a team member left on vacation without sending other team members a few of the documents we needed to complete the project, we had to get IT to help us find those documents on the team member’s office computer (and some of the files ended up being unfinished anyway, so we had to complete much of the work that we thought had already been finished). Using Teams and sharing drafts of work would not only have helped with collaboration and keeping track of various documents involved in this project but would have made them available beyond the one individual’s computer. 

However, even the advice above about requiring onboarding and best practices shows that it’s harder for the average individual to get started with Microsoft Teams because there is more to learn before you can just get going. The collaboration and sharing with project-based teams and “channels” does seem to be the way forward when it comes to team-based projects, so hopefully more people will get used to using apps such as Teams that help to “unsilo” work and bring together multiple team collaboration apps within one platform. Perhaps the next stage in the development of Microsoft Teams will be to make it easier for people to get started with it and to be able to hit the ground running with minimal support and training. In the meantime, it is definitely worth checking out.

It wasn’t very long ago that the go-to presentation software was always PowerPoint. But there have been a few other options for a while now, with Prezi entering the stage almost a decade ago, and many people (especially students) now using Google Slides to collaborate on presentations. So which one should you choose the next time your company asks you to do up a presentation or slide show? As each of these platforms have competed for users over the years, in some ways they have become more alike rather than trying to appeal to a separate niche market. Google Slides has features similar to PowerPoint but with updated templates that are visually like a blend between Prezi and PowerPoint; Microsoft has developed more collaborative features for PowerPoint (and most of its Office programs); and Prezi has developed more sophisticated, traditional-style templates, and has also evolved quite a community around its platform. So, which one should you choose?

PowerPoint

Entire books have been written about the relentless repetition built into most PowerPoint templates (e.g. Edward Tufte’s 2006 The Cognitive Style of PowerPoint: Pitching Out Corrupts Within). However, like most tools, PowerPoint can be used to create something mundane and repetitive, or its features can be used more skillfully to create an engaging presentation. Even if we go back to its original function as “slideware” to replace the old analog slide projectors and overhead projectors, someone can create an engaging presentation simply by using images and leaving out all the bullet points that have given PowerPoint its negative reputation of being repetitive and boring or creating passive audiences. It is this customizability that makes PowerPoint still the number one choice for many experienced presenters who are comfortable using all of the tools available within the software rather than just filling in bullet point after bullet point in one of its ready-made templates. Most people don’t use any of the following tools, even though they can make your presentation look professional and run smoothly: transitions to set up how slides change from one to the next; slide show customizations, such as the ability to present online so others can see the slide show in a web browser; different views to see the presentation’s points in outline view, notes pages to see how it will look when printed out, and so forth; and the ability to share a copy of the presentation through OneDrive. With a bit of basic design skills, the shapes, icons, and tools in the design and draw tabs can also be used to add custom animations to diagrams and images. While these tools are built in to PowerPoint, it takes some getting used to them to use them quickly and skillfully, which is why you will often see people stick to the basic built-in templates (with bullet point after bullet point and minimal visual content), or they will move to some of the other options mentioned below that have more WYSIWYG design features.

Google Slides

Google Slides has been a hit with students and even some company teams working on group presentations due to how easy it is to collaborate. Similar to Google Docs, you can all work on the presentation at the same time and even see the changes each person is making while they are typing. Although Microsoft Office 365 has developed tools to make collaboration easier when writing documents or working on presentation slides, Google still often wins the race as the go-to tool when collaborating on a presentation project. It’s also free, and since many people already have a Gmail account, it’s easily accessible: just have someone give you permission to edit the presentation in Google Slides, and you’re ready to go (or start one yourself and then give your team members permission). It doesn’t have quite the sophisticated tools that PowerPoint does, but it’s getting closer, and it has enough for what the average user would want to do with presentation software. Another perk of Google Slides is that it allows users to upload a PowerPoint, edit it within Google Slides, and then convert it back to a PowerPoint presentation.

Prezi

Emerging in 2009, many presenters and audiences saw Prezi’s movement zooming in and out between slides as offering a more dynamic alternative to PowerPoint. Although it still follows much of the same pattern (moving from slide to slide, although with a less linear appearance, and still using bullet points within a template consisting of a background design or image), the product’s tagline, “Designed for people who aren’t designers,” provides a good summary of what separates this presentation software from others. For those who aren’t advanced PowerPoint users or used to including more images, diagrams, and interactive content such as videos and 3D models, Prezi can be a good tool to remind the average presenter NOT to just throw a bunch of bullet points on a slide and then sit back and watch each of them pop up with the next point in the presentation. It definitely shows the shift to more visual-based presentations, and it gives average users the tools to make that shift. However, like PowerPoint and Google Slides, it is still a tool, and users are sometimes limited by what is provided to them (and sometimes, even when software such as PowerPoint offers an abundance of features to customize presentations, most presenters will not use them unless they are easy to find and use). It also stores the presentation online, so it is easy to access just by signing in to your Prezi account, but this can also leave the presenter standing awkwardly at the front of the room if the Internet is down or it turns out there isn’t an Internet connection (you can download a Prezi with a paid account, but it can’t be converted to PowerPoint like Google Slides, just a PDF for printing out).

Other Presentation Software Tools

The above presentation software tools are the “main three” that tend to be used by presenters, but there are a number of other tools, whether free or available by subscription, that some people will use. They are often catered to a niche market or particular set of users, such as those who are also wanting to use the software to create marketing materials such as images for social media (e.g. Canva). Check out some of the ones listed in this Forbes article if you’re interested in exploring some of the other options. In our next blog post, we’ll be reviewing some of the presentation tools that aren’t as well known, so stay tuned for that: you might find one that’s exactly what you’re looking for!

Providing feedback has become a regular part of our daily lives, whether in response to a product purchased from an online seller or in reply to a company survey on employee satisfaction. But many of us are so used to providing feedback that we don’t stop to think about when it might be good for us to ask for feedback from others. Whether you’re asking for constructive criticism on your individual performance or on behalf of a company and its products, there are a reasons you should ask for feedback, and a few ways you can go about doing so.

1. For products, live chat works well and enables quick responses to customer questions (rather than having to phone and wait on hold), and often they are followed by a quick survey asking whether the customer service support was successful. But it often isn’t as easy to get a snapshot of how people feel about your company and its services. This is where a market research firm comes in handy, but that route can often be expensive. Google reviews enable customers to leave reviews about your company and its products, and you can encourage people to do so if they have mentioned that they’re happy with your products or services, and they can also add ratings and comments about your company through its Facebook page. This form of feedback is great for people outside your company who may be looking for more information before deciding to purchase your products or services, but it often does not provide the same level of nuanced constructive feedback for you and others inside the company that a more detailed survey can provide.

2. Websites such as Survey Monkey enable both companies and individuals to create surveys on any subject and gather the responses by providing a link to the person from which they would like feedback. You can create open-ended questions (i.e. those that allow people to elaborate on their response), close-ended questions (i.e. yes/no response), or ones that use a rating scale to evaluate whichever criteria you’re asking them about. The ability to customize questions and easily send them through a link via email or social media make these web-based survey tools particularly handy for any company or individual who would like to check on whether their customers, employees, co-workers, or other stakeholders can offer suggestions on what they like/don’t like, what can be improved, etc.

3. People often have great feedback to offer when they are asked, but usually won’t provide it otherwise, unless they are at one extreme or the other: very unhappy or extremely satisfied. This can take the form of verbal grunting amongst co-workers around the office or, in certain professions such as university instructors, high-school teachers, and doctors, there are websites devoted to allowing feedback. However, these forums often don’t offer the same constructive feedback as allowing your employees, co-workers, or clients to answer questions in a survey or offer one-on-one constructive criticism. There are ratemyboss and ratemyemployer websites, but these are often used to rant anonymously rather than actually provide constructive feedback, which still contributes to a negative environment, similarly to co-workers complaining to each other on the job. To provide a means of regular constructive feedback to co-workers and employees, one can let people know that they are open to receiving such feedback, whether in watercooler conversations or other informal methods, and in return they may be able to offer regular constructive feedback in return.  

4. Some people still feel uneasy providing feedback openly and regularly when it is direct or face-to-face and not anonymous, especially in Canada where we are often polite and sometimes too indirect. However, for feedback from team members in specific areas where you would like to improve your skills, such as after a presentation, why not ask your audience members to fill out a short anonymous feedback form after the presentation? This usually works best if it is printed out and provided with about 4-5 open-ended questions, such as “Is there anything else you would like to have seen in the presentation material?“ You could also ask more closed questions that usually get a “yes/no” response such as “Am I speaking loudly/clearly enough?” but still leave space to elaborate/explain. Most people will appreciate the opportunity to provide constructive feedback, and many will be supportive/ encouraging rather than focus only on the negative. By openly asking for feedback, you’re helping to create an environment in which others can feel supported in their goals to improve their skills as well.

5. One final place where people can ask for professional feedback is on LinkedIn, where you can ask your connections to recommend you. Simply click on “Ask to be recommended,” and you can send a request to individuals on your LinkedIn (of course it is best to select ones who know you well and will comment positively on your work or other professional attributes, rather than sending to everyone). This is something that people sometimes shy away from because it seems like they are asking for praise, but it is completely appropriate in a professional network such as LinkedIn, and many people are happy to make recommendations (and you can also do the same for them in return).

Creating a culture of constructive feedback in your workplace and with clients is a way to help create a healthy work culture and client relationships. However, remember not to overdo it: if you work for a large organization (such as a university), you might be tired of receiving requests for feedback from different administrative departments or research studies even a few months into the year. However, most individuals and smaller companies tend to err on the side of not asking for feedback enough, so start thinking about some of the ways in which you could add more into your relationships with clients, co-workers, employees, and others.

It is a well-known fact that public speaking is one of the most fear-inducing things people are called upon to do in the workplace, yet it has increasingly become a part of our daily work. Whether it is a product demonstration or a training session for new software, most employees at some point have to present to their coworkers, clients, or other company stakeholders. Here are five tips you can start using immediately to help you become a better business presenter and leave more of an impact on anyone you meet.

1. Know how to say your name so others will remember it

Most people say their first name (and especially their last name) too quickly for others to really hear exactly what they are saying and remember it. One tip you can do is always try to put a slight pause between your first and last name. If you have a long name (i.e. more than a couple of syllables), you should emphasize letters that might run together, and also sound out each syllable. The person or people you introduce yourself to will not notice you’re doing this, but they will notice that they remember your name more easily than other names!

2. Repeat, repeat, repeat!

Remember that your audience needs a “roadmap” of where you are headed right from the start of your presentation, and you should always re-emphasize where you have gone and where you are going in your presentation. Repeat your key points to re-emphasize them, remind your audience of what you have said and what you will say next, and then mention your key points again at the end of the presentation. Doing this step along with #1 will help your audience remember both your name and your key points.

3. Engage the audience’s senses

Anything that will make the audience members think, laugh, picture something, or use senses other than auditory will help them to engage in and remember your presentation. Bringing food can engage their senses of taste and smell, using visuals to enhance your key points can engage their sense of sight (along with using lots of eye contact), and providing something tactile to touch, hold, or take with them can engage their sense of touch. Moving around and using appropriate hand gestures also engages the sense of movement—a sort of extension of the sense of touch—which will help hold your audience’s attention as well. 

4. Look fantastic

No matter your size or body shape, the clothes you wear can show that you are putting your best face forward. If you're coming back from a career break or just want a fresh perspective, you can even hire an image consultant to help you see how others perceive you (or, you can ask some acquaintances or even objective family members what impression you put forward with your appearance). If there are things they suggest you could do differently, try them out when you are presenting to a new audience, and see if it works for you.

5. Relax!

If you practice the other four steps above before your presentation, you can relax and shift your attention to your message and the audience instead of yourself. Focusing on your audience members and the message you are trying to get across to them, rather than how you look or whether you will forget your points, can project more confidence and in turn make your audience more relaxed and your presentation more enjoyable.

So, start by just trying these five tips, and you will see your business presentations come to life!

In previous blog posts we have talked about what training games are and how they can help your business, but another effective option is to create an online course. This may sound like it would require a lot of technical knowledge or instructional design skills, but by following a few simple tips (and using a content management system such as Microsoft’s SharePoint), anyone can do this. 

Why Create an Online Course?

Gone are the days when you could just present a large manual to an employee or client and say “Here, read this.” Some have even lamented that professionals whose job is to read don’t even read anymore. People have so much “content” competing for their time and attention, especially at work, and often you will achieve more success in having someone actually read something if you set it up as a course with modules and achievable smaller goals rather than one large goal of reading an entire policy manual, code of conduct, company background, or benefits guide from human resources. Rather than hiring someone to train employees on new software, an online training course can provide them with the ability to schedule in time to complete it when it works for them, and to return to it if they need to review something.

Follow the steps for creating your course

1. Select a content management system. Anybody can create an online course using a content management system such as Microsoft SharePoint. If your company or organization uses a different CMS, you should be able to organize your course content in it as long as you are able to create folders and pages. 

2. Organize your content into units or modules. Let’s say you want to create an online course to introduce new employees to your company. You might already have HR onboarding materials or a manual that can be used for the overall content, but you’ll have to break it down into manageable sections. If the material has already been laid out in chapters, it might work well to use the same divisions when creating modules for an online course, but not always: if the material would take more than about an hour to work through, or take up more than about 10 separate pages or sections in a module, then it might work better to reorganize it into two separate modules or units. 

3. Create quizzes and other assessments or learning activities for each module. After each module, there should be some sort of way in which the learner can review his or her knowledge of the material, such as a multiple-choice quiz with around 10-20 questions. In addition, throughout the module you can add activities that the learner can use to apply the content. For example, if the module focuses on the structure of the organization, you could have the learner draw up an organizational chart and then compare it to the company’s organizational chart. Organizing your material into modules with quizzes at the end, and then smaller chunks of text or “pages” within those modules with activities for each of these sections, will help your learner to remember the information. 

4. Use a points or rewards system. If you have a few similar courses, you could create competitions or a rewards system for employees to complete all the courses. Some organizations use a series of “badges” that learners can achieve after completing different courses or sections of a course. You could also have an “employee development month” and give prizes to those who achieve the highest scores on the course quizzes, or to those who complete the most courses. The possibilities are endless! 

5. Provide a way for learners to evaluate your course. You can create an additional quiz at the end of the course for learners to provide feedback so you can improve it. It is best if feedback can be submitted anonymously so that they will be more likely to provide constructive feedback about what worked well and what didn’t, rather than just positive comments. 

Turning your content into an online course is a fantastic way to change your material into a challenge with measurable learning outcomes and rewards. We hope you’ll consider using an online course the next time you need to train or educate your employees or clients.