7 tips for safe online meetings and collaboration with Microsoft Teams
Remote and hybrid work has become the new norm for many employees across the globe as day-to-day collaboration continues to be accomplished virtually. With this shift to online communication, how can you ensure that you’re collaborating safely? Queue Microsoft Teams! Whether you’re hosting virtual meetings, carrying out daily group and 1:1 chat, sharing documents, or coauthoring in a document in real-time – Teams enables safe and secure collaboration!
Tip 1: Control who can join your Microsoft Teams meetings directly and present
Meeting organizers can change participant settings for a specific meeting through the Meeting options web page. In Teams, go to your Calendar, select a meeting, and then select Meeting options. From here you can determine settings like who needs to be admitted to the meeting and who can bypass the lobby to join it directly. Additionally, you can decide which participants are able to join with the presenter role to present out content and who should join as standard attendees. Another helpful control for large meetings is the ability to prevent attendees from unmuting themselves – this is particularly useful when the meeting will be led by specific participants while the rest of the audience will be listening in. Note that your organization controls the default participant settings.
Tip 2: Minimize Teams meeting disruptions by muting individual or all meeting attendees
In order to prevent meeting disruptions, intentional or accidental, as a meeting organizer you have the ability to mute individual attendees or all meeting attendees. If an attendee happens to leave their microphone unmuted while being away, you can easily mute that participant from the participant pane. During large meetings led by designated speakers, such as a town hall or lecture, the ability to mute all attendees ensures your presenters won’t be accidentally interrupted.
Tip 3: Determine who can present content or share their screen in your Teams meeting
As the meeting organizer, you can determine who has the ability to present out content or share their screen within the meeting. Prior to the meeting start, we discussed above how this can be accomplished via Meeting options. Once your meeting has begun, you can select a participant via the participant pane to determine whether they have the presenter role or are a standard attendee. This can be especially useful when you have outside participants attending your meeting who may only need the presenter role temporarily.
Tip 4: End your Teams meeting for everyone in attendance at once