Microsoft Teams comes as standard with most Microsoft 365 plans, so a lot of UK organisations already have it running in the background. Often, though, it’s only ever used for chat and video calls.

That’s only part of the picture. Used well, Teams cuts down on email, keeps hybrid teams aligned, and helps good ideas get seen and acted on.

Why most teams only scratch the surface of Teams

When a business first introduces Microsoft 365, staff often learn enough to get by in Teams, using chat and video calls without exploring much further. Nobody sits them down to explain channels, tabs and shared files. It’s a common pattern across UK organisations, whatever their size or sector.

More than a quarter (28%) of working adults in Great Britain now work on a hybrid basis, according to the latest data from the Office for National Statistics. That’s a lot of people relying on digital tools to stay connected with colleagues they rarely see face to face.

Yet many are only using a fraction of what Teams offers. Channels, shared files and structured conversations often go untouched, while chat and email keep piling up instead. The result is more noise and a less structured way of collaborating day to day.

Build Teams habits that cut down on email

A few Microsoft Teams fundamentals can make a big difference to your team’s daily workload. Try these first:

• Move project updates into channels. Instead of emailing progress reports, post them where the whole project team can see and reply.
• Store files where the conversation happens. Sharing documents in the relevant channel keeps the file and the conversation around it together, while Teams and SharePoint help everyone work from the same version.
• Pin what matters using tabs. Add a shared spreadsheet, planner board or folder as a tab so nobody goes hunting for it.
• Agree simple channel names. A clear structure, by project, client or team, stops Teams turning into a dumping ground.
• Archive channels that have run their course. A tidy Teams area is also easier for new starters to navigate.

These habits sound small. But they’re the difference between Teams as a glorified chat app and Teams as the place where work actually happens.

Teams skills for remote and hybrid working that make a difference

Hybrid working only runs smoothly if everyone shares the same digital habits, wherever they’re working from.

• Use @mentions instead of “just checking everyone’s seen this”. It flags the message directly to the person who needs to act.
• Record meetings when it’s appropriate. If someone can’t join live, a recording can help them catch up later. Just make sure attendees know the meeting is being recorded and follow your organisation’s policies on recording and data protection.
• Keep your status up to date. Switching to “Do not disturb” cuts interruptions when you need time to focus.
• Use breakout rooms for smaller discussions. These work well for training sessions, workshops or any meeting that needs small-group input.
• Share your screen with purpose. Walk colleagues through a document rather than describing it over chat.

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How to avoid the meeting overload Teams can accidentally create

Almost one in ten UK employees spend more than 15 hours a week in meetings, while nearly one in five (18%) spend more than 10 hours, according to research from Raconteur. That leaves little room for the work the meetings were meant to support in the first place.

• Ask “could this be a channel message?” before booking a call. Status updates and simple questions rarely need a meeting.
• Try 25 or 45-minute slots. Leaving a buffer between calls gives people time to regroup and makes back-to-back meetings less draining.
• Add an agenda to every invite. If you can’t write one, that’s often a sign the meeting isn’t needed.
• Review recurring meetings every quarter. Cancel any that no longer serve a clear purpose.

The average worker receives 153 Teams messages every weekday, according to Microsoft’s workplace research. In the UK, the number of messages per person increased by more than 15% year on year. Cutting unnecessary meetings won’t fix that alone, but it’s a solid place to start.

Turn accidental Teams use into intentional Teams use

Nobody sets out to make Teams chaotic. The software often gets adopted quickly, with people copying habits from whoever set it up first and never going back to review how it works for them.

Moving from accidental to intentional use means agreeing on a few basics as a team:

• Make it clear which channel covers what. Projects, general updates and social chat shouldn’t all live in the same place.
• Agree when to call, when to chat, and when to post in a channel. This helps avoid confusion.
• Know how meetings get scheduled, and why. Everyone should know the purpose of a meeting before they accept the invite.
• Understand who keeps things organised. Having someone responsible for reviewing channels, tidying up outdated content and answering questions can stop clutter creeping back in.

None of this needs to be complicated. It just needs someone to set the standard, and some structured learning to help the whole team get there together.

A few small changes go a long way

Teams itself isn’t the problem, it’s how you use it. Without training or a shared approach, it’s easy to end up with too many meetings, cluttered chats and files nobody can find.

A few small changes to how your team uses channels, files and meetings can make a real difference within weeks. Most of it costs nothing beyond a bit of time and a willingness to agree on shared habits.

What would change in your organisation if everyone used Teams in the same, intentional way?

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