What is Microsoft Teams and How Can It Help Your Business?

Businesses of all sizes rely on communication to survive. Without internal communication, you don’t have focus as a company, and without focus, you’ll never reach your goals. You may not even know what your goals are.

We’ll start by saying this: no technology will run your business by itself; you also have to use it! But when it comes to the best tech for small businesses, Microsoft Teams is an excellent start. One reason is that it’s so easy to use.

Here’s what you need to know about Microsoft Teams for small businesses.

What is Microsoft Teams?

Microsoft Teams is a proprietary workflow application from Microsoft. Still one of the world’s largest companies by market cap, Microsoft has specialized down the years in developing software for business purposes. It even became a running joke in the 90s and 00s that Microsoft was the software provider for businesses while its main competitor, Apple, created computers aimed at creative types.

The distinction is less clear-cut today, but it remains true that Microsoft develops world-leading software for small businesses. Microsoft Teams is a perfect example of this. It provides the features that every small business needs to improve communication, handle data securely, and meet project deadlines.

Teams does a lot more than provide a platform for multi-party calls. It:

• Enables improved scheduling with calendars that all workers can view
• Integrates with software like SharePoint so that staff can work collaboratively on webpages
• Colaboration tool to include all the Microsoft products you use, shared Excel spreadsheet, Word or even OneNote.
• Works with other communication tools like 3CX for more cost-effective communication
• Lets employees interact with features like Outlook emails and calendars while on a call

It’s broadly considered superior to comparative workplace apps because it integrates seamlessly with so many other software applications that small businesses rely on. This means that rather than switching between several applications and trying to ensure that all team members have caught up on messages from X, Y, and Z applications, information is available for everyone to view whenever they need it.

Benefits of Microsoft Teams for Small Businesses

Below are the main reasons we consider Microsoft Teams the suite of choice for small businesses. Discover how it can help transform your business!

1. SharePoint Integration

SharePoint is a tool that is used by many small businesses to create draft websites and web pages. Staff and developers can collaborate through notes left on the document – it’s an excellent application for small businesses trying to build an effective web presence.

SharePoint integrates with Microsoft Teams, meaning that notes shared on SharePoint can easily be shared in groups on Microsoft Teams. This means that a SharePoint web page can be kept private, but essential information can be passed directly to wider groups – it’s easy to control privilege levels without having to establish multiple channels of communication. Instead, taking the web page as the “central” group, information can be passed back through diminishing access levels on a need-to-know basis.

Shared channels can also be integrated, meaning that non-team members (e.g., developers) can be given access to the material that they need to do their job without the project being widely shared. SharePoint integration is an excellent feature for small businesses looking to control access to sensitive information while allowing outside experts to work on a project. 

2. Chat Capabilities

Microsoft Teams has excellent chat capabilities. Below are the types of chat channels you’ll use:

• General channels. These are available to all team members and provide a central discussion forum.
• Private member channels. These are great places for individual employees to ask questions and raise concerns directly with management.
• Role-specific channels. Whether a management channel or a channel created exclusively for members working on a specific project, these are extremely useful.
• Direct message channels. These enable direct communication between 2 team members.
• Group chats. These let multiple workers discuss a project and, like direct messages, provide a forum for informal conversations.

An advantage of Microsoft Teams for small businesses is that it has excellent text chat, voice chat, and video chat features. Its group call system is also far ahead of most competitors. This makes it extremely flexible depending on the needs of a discussion.

3. 3CX Integration and Integrated Calling

Further to its impressive chat capabilities, Microsoft Teams allows integrated calling using 3CX. 3CX allows calls to be hosted remotely or locally, making them more secure than conventional calls – using 3CX can also be markedly cheaper than making calls using the MS365 call plan.

These calls can be integrated with emails and calendar dates, allowing staff to plan more efficiently and ensuring that communication is up-to-date. Reminders and schedules can be set easily, and as the reminder will come through Teams, there’s no chance of a reminder being left on a program that is then switched off, rendering it useless. Teams will always be running. 

4. Excellent Security

Microsoft has come a long way in developing its personal and commercial security systems over the years. Today, its business applications have superb security protection, a must-have for small businesses – cybercriminals tend to prefer smaller targets. It’s another excellent reason to use Microsoft Teams for small businesses.

Should I Use Microsoft Teams for My Small Business?

Short answer – yes. Microsoft Teams integrates with a vast range of applications that you’ll already be using to make your life easier, and it provides the most comprehensive internal communication platform around.

As it comes from a major provider, you can rely on consistent support. Smaller software providers might talk a great game, but when support gets shut off six months down the line because the company goes bust, you remember why Microsoft is always worth placing your trust in.

Final Thoughts

Using Microsoft Teams for small businesses improves communication, streamlines projects, and makes your working life significantly easier. It’s also very affordable – becuase it’s included in your Microsoft 365 Standard license, another reason Microsoft Teams can add value and efficiency to your small business.

Try using Microsoft Teams in your business. Discover how decision-making and communication between departments are enhanced. It’s the smart business choice – time to make it.