Boost Productivity with Microsoft Teams Lifehack Features

by HubSite 365 about Microsoft

Software Development Redmond, Washington

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In today's digital era, Microsoft Teams has emerged as an essential tool that pushes boundaries, transcending both time and space. It facilitates contextual communication, which can be particularly beneficial when needing to address matters on-the-go.

Recently, a Microsoft team member found it imperative to address an actionable conversation immediately; however, due to an impending workshop, they had to postpone it. The following morning, they found a highly efficient solution using a feature within the tool itself.

Teams comes equipped with an operation that allows users to create a task from any incoming message. This task can then be sent to Microsoft To Do App, the go-to place for organizing actionable conversations.

Importantly, through this mechanism, the user doesn’t have to worry about classifying the task prolifically, saving crucial time. This approach called the 'stash zones' places every task within a special list within the To Do App. This list, aptly named the 'Tasks list', acts as a central repository for every action item that needs retrospective consideration.

Microsoft pushes the productivity limit even further, by marking these tasks as 'important.' Once assigned, the task will pop up in the 'important list' regardless of which list it originally belonged to. So, even when a task is forgotten after getting caught up in a workshop or meeting, there's no need to worry, as it can easily be found and processed when ready.

The 'Important" feature essentially provisions the user for forgetting about the activity temporarily, knowing it can be easily retrieved from the dedicated list. This capability aids work balance and helps maintain productivity without the pressure of remembering every detail instantly.

Once the task resurfaces the next day, one can break it down into smaller actionable steps to make execution easier. This approach enables people to focus on one action at a time, thus making work much more manageable.

It's a commonplace tendency to not remember completing the task immediately, but that's where Viva Insights comes in. Microsoft's virtual commute tool is instrumental in reminding the user about pending tasks for the day. The tool prompts the user to commit the necessary time to perform the task. Interestingly, it's designed to suit the end-of-day routine when there's usually a bit of extra time.

Finally, once the task is completed and the actions are taken, there's a neat trait about creating a task in Microsoft Teams. The source (from where the task originated) is remembered, and with just a click, one can instantly navigate to the original conversation, showcasing the task's context. The user can then swiftly report the task as completed.

Teams is a reliable tool that works well on all platforms, including PC, Mac, Web, iOS, and Android. Moreover, it is most efficient when there’s an existing routine, ensuring that every actionable item is pulled up effectively when needed. Consequently, the robust feature like 'Create Task' can be a real-life hack for managing tasks, and subsequently, maximizing productivity.

If you’re looking to incorporate good habits for capturing and processing in Microsoft To Do, consider many online resources that offer an enormous amount of insightful content about leveraging these productivity features in Microsoft 365.

Therefore, in this digital world, with tools like Microsoft Teams and To Do, we see great potential in enhancing how individuals and teams manage and complete tasks. This creates a more productive and stress-free working environment, essential for the well-being of all digital workers.

Value Proposition of Teams and To Do

Microsoft has been continually evolving its tools in response to modern work demands, realizing the importance of seamless communication and task management. With Teams and To Do, the communication experience becomes undemandingly contextual, bridging the gap between time and space. Creating tasks from messages is a powerful feature that helps users keep track of their responsibilities, breaking them down into manageable actions, easing the process of task execution. The constant reminder system built into these tools ensures that no task is forgotten, aiding the user in maintaining an efficient work schedule. They exemplify productivity hacks, extending their benefits to digital tools that the modern employee uses daily.

Read the full article Maximizing Productivity: Lifehack Features in Microsoft Teams

Teams - Boost Productivity with Microsoft Teams Lifehack Features

Learn about Maximizing Productivity: Lifehack Features in Microsoft Teams

Boosting efficiency can be made possible with some clever features available in Microsoft's communication hub, colloquially known as the "Teams". Specifically, the features constitute a valuable tool for dealing with to-dos amidst busy schedules. Let's see how I handled a recent work interaction.

A fellow worker and MVP, Lesley Crook, messaged me through the platform, requesting I review a draft document. Although I was on the go, I could see her message on my mobile. Engaging through the Teams channels offers convenience and accessibility. However, in the rush of the moment, I knew that I might forget to complete this task if I don't remind myself about it in one way or another. Here's how I maneuvered the situation:

I took the advantage of the "Create Task" option from the available choices in the message menu in Teams. The task was directed to my Microsoft To Do app. It's worth noting that you don’t need to stress about categorizing tasks or deciding where to store them at this point. In my case, I was going into a workshop, so quickly adding a task was key.

My go-to spot for storing actionable conversations is the Tasks list in Microsoft To Do. It’s like my hiding place. No matter how busy my day looks, I can always retrace my steps to this spot and pick up on any tasks that need to be carried out. To learn more about this, get some insight from my Digital Well-being YouTube video series.

Getting the task into the list is only part one. A detailed follow-up procedure would be to designate the task as important or significant. As soon as I had added it, I did just that. Thereon, it remained distinct regardless of how I chose to categorize other tasks within the Microsoft To Do app. So, as I plunged into the workshop, I left this task tucked away, assured that I would return to it when I was ready.

The very next day, I took some time to review my tasks. One of them was the task I had received the previous day. By breaking it down into manageable steps, the task seemed less daunting and more achievable. With this strategy, I set off on my day.

Believe it or not, amidst the day's activities, this particular task almost slipped my mind! But, my end-of-day ritual - a virtual commute in Viva Insights, played its part in reminding me of this task. Estimating that it would take about 20 minutes, I decided to take it up as my final task of the day.

Having done what was required, I savored that sweet sense of accomplishment. What made this procedure even more practical was the link the task had back to our discussion in Teams. This quick link took me straight back to where it all started, enabling me to confirm completion of the task.

The Create Task feature in Teams is compatible across all platforms: PC, Mac, Web, iOS, and Android. To maximize its use, regular usage of Microsoft To Do and Planner should be inculcated into your routine. Task capturing is critical but equally important is designating it as important and routine checks to ensure it gets done. Put simply, the Create Task feature of Microsoft Teams is a true game-changer for your productivity.

If you find this intriguing and would like to adopt good habits for capturing and processing using Microsoft To Do, I encourage you to watch my Digital Well-being series on YouTube. The blog is also indexed on my blog.

Who is sharing these productivity tips?
Ståle Hansen, the Founder and Principal Cloud Architect at CloudWay
He has been recognized as Microsoft Regional Director and Office Apps and Services MVP
Over a decade of experience with Skype for Business
Now focused on hybrid Microsoft 365 and the discussion hub from Microsoft.
Has spent the past decade fine-tuning his Digital Well-being approach, which is shared on YouTube.
Is a member of the VivaExplorers community group.

The age of digital convenience continues to evolve, creating numerous opportunities for productivity in our work lives. By harnessing the power of the Create Task feature in Microsoft Teams, we can elevate our productivity and digital well-being to new heights.

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