Microsoft Teams is often treated as “chat + meetings,” but it can do a lot more to reduce email, tighten security, and keep projects moving. Below are seven Teams features we regularly see underused in SMEs—and how to start using them properly.
1) Teams Channels (and a simple naming structure)
Most businesses create a Team, then dump everything into General. The result: lost files, repeated questions, and no clear ownership.
- Create channels by function (e.g., Sales, Operations, Projects, Support) or by client/project where appropriate.
- Use a consistent naming convention (e.g., PRJ – Client – Project Name).
- Set expectations: what belongs in each channel, and what should stay out.
2) @Mentions and tags (so the right people see the right things)
If messages aren’t targeted, people either miss them—or mute the channel.
- Use @mentions for time-sensitive items.
- Create Tags (e.g., On-Call, Leadership, Finance Approvers) so you can notify a role, not a person.
- Keep mentions meaningful: avoid “@channel” for non-urgent updates.
3) Meeting options (lobby, presenters, recording, and who can share)
Default meeting settings are rarely the best choice—especially when you’re meeting with external guests.
- Use the lobby for client calls or sensitive discussions.
- Limit who can present and who can share to reduce interruptions.
- Record meetings when decisions are made, and share the recording link in the relevant channel.
4) Files and version history (stop emailing attachments)
Teams files live in SharePoint behind the scenes, which means you get proper versioning and permissions—if you use it.
- Store working documents in the channel’s Files tab.
- Use version history to roll back changes instead of creating “Final_v7_REALLYFINAL.docx”.
- Agree one rule: if it’s a shared document, it lives in Teams—not in email.
5) Approvals and simple workflows (reduce bottlenecks)
Many teams still approve spend, holiday, or content via long email threads.
- Use the Approvals app for quick sign-off.
- Pair it with a simple process: who requests, who approves, and what “approved” means.
- Start with one workflow (e.g., purchase approvals) and expand once it sticks.
6) Tasks inside Teams (Planner/To Do) for accountability
If tasks live in someone’s head—or in a chat message—they don’t get done.
- Use Tasks by Planner and To Do to assign owners and due dates.
- Keep project tasks in the project channel so updates are visible.
- Use recurring tasks for routine work (e.g., monthly reporting, onboarding steps).
7) Guest access and shared channels (collaborate without losing control)
External collaboration often ends up as uncontrolled email chains and file sharing.
- Use Guest access for clients/partners where appropriate.
- Consider Shared channels (if available in your tenant) to collaborate with external users while keeping boundaries.
- Review access regularly: remove guests when projects end.
Quick checklist: “Are we using Teams properly?”
- Channels are organised and General isn’t a dumping ground
- Files are stored in Teams (with version history), not emailed around
- Meetings have sensible security settings
- Tasks have owners and due dates
- External access is controlled and reviewed
