More than 75 million people are now using Microsoft Teams daily. This app lets you improve teamwork in your organization like nothing else. With Microsoft Teams you’re able to collaborate and communicate with different teams at the same time.
We’re seeing many different Microsoft Teams collaboration scenarios from our customers and partners. Our mission is to improve collaborative processes efficiency at scale in organizations. Therefore, we would like to share different Microsoft Teams use cases to help you improve collaboration in your company.
In this article, we list many Microsoft Teams use cases on the collaboration capabilities that we’re seeing a lot. If you have some more and you would like to share them with us, please don’t hesitate to!
How to use Microsoft Teams regarding different needs?
Microsoft Teams is there to communicate and share files between group members. Channels, Chats, Posts, and Video Conferences – it has everything you need for sustainable collaboration and communication. With Microsoft Teams, your employees can stay in touch with teams through channels, standard or private chats, as well as share knowledge and documents in posts, collaborate, etc. You are able not only to use all Microsoft Teams features but also to install dozens of useful apps you would use for your work activities.
So it makes this app useful for an incredible number of scenarios in organizations! As long as a task or a process involves several people Microsoft Teams will have a role to play in.
From what we’ve seen, there are two categories of scenarios regarding the collaboration processes. The first type of team is more related to the Organizational Structure (Company-wide team, Department level, People Manager, etc). Another type would concern more all the repetitive Collaborative Processes (Project Management, Crisis Management, Deals, etc.)
Today, we would like to share with you a list of use cases in these 2 categories. You’ll find a list of more than 30 scenarios. This list has been made from what we’re seeing with customers and partners. We gathered all of this information so that you could implement it or gather inspiration from it. However, there are many more additional scenarios, and we know we’re missing some. If you’d like to share a few with us, don’t hesitate to contact us 🙂
Microsoft Teams Collaboration Scenarios
Organizational Structure Level
Repetitive Collaborative Processes
- Project Management
- Audit Management
- Crisis Management
- Aircraft Collaboration
- Merge and Acquisition
- Partnering Process
- RFP Response
- Construction Site Management
- Factory Management
- Operations and Maintenance
- Inventory Management
- Operation Management
- Product Launch
- New Store Opening
- Sales Logistic
- Procurement Process
- Sales Account Management
- Customer Support
- Marketing Campaign Management
- Social Media Management
- Hiring Process
- Onboarding Process
- Design Process
Collaboration at the organization structure level
Let’s imagine that you work in an organization where all of your worker uses Microsoft Teams. Then how can you manage your communication on different levels of the organization? From company-wide teams to department-level or People Manager teams you’ll find below different scenarios regarding Teams usage according to the Organization Structure.
At the company level
In a small-size company, you need to improve collaboration at the company level. You don’t have that many departments or managers. Do you still think that they don’t need a structured organization? We’re seeing many small size companies implementing a Team dedicated to collaboration at the company level. Below is one example with specific channels in your team:
- Production Department
- Marketing Department
- Sales Deal Room
- Life and fun
In this example, there’s a channel dedicated to each department or subject that concerns the organization. You can separate all the content depending on relevant topics and customize your workspace with Tabs, Apps, Planning and much more. Additionally, if you have one intranet, you could add different intranet pages to each channel. So that there’s just one stop shop for every employee in your organization.
In bigger organizations from mid-size to large enterprises, you have different departments according to specific functions. With Microsoft Teams you can create dozens of teams relevant to your departments. Create the following teams:
- Service Department
- Sales Team
- Financial Department
- Marketing Department
- IT Team
- Production Department
In this scenario, you can create teams for any department in your organization, add members, and create relevant Channels for communication. This way, your employees can plan a long line of production processes in the Production Department team or perform interviews with candidates through Meeting Channel in the HR team. Let’s look in detail which channels you can create in different departments.
In the same way, you can create teams related to the Business Units in your organization. In general, a strategic business unit division helps you run all processes as a completely separated business. Follow the example below:
- Customer Segment (A team responsible for the communication with your customers)
- Product Segment (A team dedicated to your production management or sales)
- Services (Create a team that will be responsible for the internal support)
- Innovation (Team members will communicate around new technologies and product development)
- Possibilities are infinite!
What if you are a store sales manager who is responsible for sales in all shops in France or a US state? How do you create a structure for all sales reps in different regions? In addition, you should compare results and develop branches in the country you work in. Well, you could build a team for each one of them in Microsoft Teams: create teams depending on the region, city, or district:
- Web Shop – Centre-val de Loire
- Web Shop – Grand Est
- Web Shop – Brittany
- Web Shop – Occitanie
Next, you can add the Reports Channel in each team for weekly reports sharing. Thus, you can manage your sales, compare results from different regions and structure your sales process.
But perhaps your company works all over the world? Furthermore, maybe you have hundreds of employees who speak different languages? You can also solve this problem with structured teams. For example, add the name of the country to your newly opened warehouses and manage distribution between different countries:
- France – Logistics
- Italy – Logistics
- Spain – logistics
- Germany – Logistics
With Microsoft Teams the location of your workers doesn’t play a big role. They can still manage the supply chain and goods logistics through Microsoft Teams in collaboration with your internal tools.
People Managers Team
People Managers are key for a proper organization structure. They manage teams at all levels of the company while ensuring effective collaboration between different teams. People managers can easily organize their collaboration with directs in a team, add people in their team or close collaborators. Similarly, they can add all the content needed for the team, share relevant information, and align the team. Thus, employees will be able to report to their manager right in the channels while sharing relevant information for their colleagues. Here is one example:
- Timesheet Report
- Annual Report
- Projects Status
- Weekly Expenses and others
Now we’ve seen different types of teams related to the organization structure. Of course, there are plenty of other use cases around Repetitive Processes like Project Management, Crisis Management, etc. Here is the list!
Microsoft Teams collaboration for repetitive processes
In your company you have to work on various project tasks, collaborate with other peers to launch a new product or to resolve a crisis. Building a team in Microsoft Teams is a perfect space for that! Each time needed, create a team, add the relevant people, tabs, files, apps, and you can collaborate easily. You’ll find below a significant list of scenarios where teams are used to collaborate across the organization for collaborative processes that are being repeated each time!
As a Project Manager, your main challenges are miscommunication in your team, meeting deadlines and collaboration frictions. With Microsoft Teams you can easily solve those issues. For example, by creating a list of relevant Channels, you can set up the right communication system. Make sure everyone is aligned so that collaboration on your project becomes much easier.
Look at this example of possible Channels:
- Steering Committee
- Team Meetings
You can analyze your results in the Business Case Channel or set up a brainstorming session in Team Meeting Channel. Use a Planner Tab to share different tasks with assignments, etc. As a result, your team members will know exactly where to share documentation or follow daily activities.
During Crisis Management it’s extremely important to raise productivity and not to spend time on inefficient tasks. In Microsoft Teams you can quickly build a team to handle any crisis in your organization. Create channels for fast and clear communication:
- Training Materials to share knowledge and improve skills
- Reviews to track your data
- Stakeholders to communicate with CEO and investors
In addition, you can add a Planner to define and prioritize tasks. The written plan should include tasks and deadlines according to your crisis management strategy.
Merge and Acquisition
We understand that during the merge and acquisition process it is crucial crucial to ensure your private information protection while collaborating with all the stakeholders. With Microsoft Teams you can easily build different Channels, share documentation in a private team, and even use private Channels and communicate with external partners through video calls (even if they don’t use Microsoft Teams). Check this example with relevant channels:
- Conflict Management to defend your interests
- Contracts to share and sign documentation
- Planning to manage the processes progress
RFP Response – Deal Room
In a sales process, sales reps and oftentimes employees from other departments need to collaborate on the proposal implementation/ RFP response for a potential client. During the creation process Sales Manager, Compliance, Finances, and Experts collaborate to demonstrate all that they had to offer. While collaborating in Microsoft Teams they can:
- Receive and assign RFP response
- Create acceptance criteria and scope of work
- Determine subcontractors based on completed bid packages
- Discuss final review of RFP before sending to the client
Construction Site Management
Generally, there are many stakeholders involved in Construction Site processes. In this case, you can provide your team with a clear and structured space for sharing information. In order to do so, build a team for each of your new sites with these channels as an example:
- Energy to run your resources
- Quality to check the efficiency of work
- Construction to share needed documentation and plan
In addition, meeting deadlines and commissioning in time is your crucial goal which cannot be achieved without thorough planning. Manage the planning process with Planner Tab in Microsoft Teams.
New Store Opening
The process of new store opening always involves many people in an organization. You collaborate on everything from choosing the location and budget planning to sales management and advertising. You can create many teams in Microsoft Team and simplify the collaboration process with all the team members involved:
- Weekly Meeting
In addition, build reviews with Microsoft BI or take up the design ideas through relevant topics in Channels
Manage and simplify the procurement process for your team. With Microsoft Teams the procurement department can communicate with other departments regarding new purchase management as well as perform quick reports with supporting documentation. Check the possibilities:
- Create teams instance to handle procurement issues
- Work on quality assurance with a specific team
- Create ideation group to initiate procurement adjustments
Let your retailers and suppliers work together on business contracts, metrics measurement, and reduction of manual labor. With Microsoft Teams it’s possible to:
- Conduct product inventory work and review
- Track social media metrics around new products
- Review retail inventory
Follow the example of Channels:
- New Orders
- Faulty Items
- Budget Details
- Current Stock Inventory
- Tracking Details
Factory management is a huge system that should work perfectly in terms of uninterrupted production and cost reduction. Create relevant channels according to business units and manage in collaboration with:
- Business Planning
- Project Quality
- Waste Recycling
- Inventory Management
- Risk Management
With Microsoft Teams you can review, forecast, and adjust manufacturing and production with no resources wasted.
- Create a team for your new product
- Forecast and manage demand with Product Line Owner
- Review and consent operations with a demand plan
As a result, with Microsoft Teams you can easily communicate in real-time between the necessary personnel and coordinate resources to manage operations.
You can create a team to collaborate around audit with people in the finance department, compliance, and other stakeholders with relevant channels to aggregate and report on data. Manage conversations and meetings safely and securely in a single place. Upload team files to the channels such as:
- Finance Reviews
- Business Insights
In addition, with relevant apps, you can pin critical files, intranet portals or websites.
Sales Account Management
When doing Key Account Management, not only sales have interactions with a customer. Many people in an organization interact with key accounts – from customer support, to marketing or engineering. With a Key account Management Team you can gather all this information and align anyone in the organization that has interactions with your key accounts. Set up the ideal collaboration for key account management with these channels:
- Customer Updates
In addition, create daily tasks to control processing and closed deals.
In airline companies, it’s extremely important to build a strong collaboration process around Aircraft. We’ve seen some very interesting scenarios where an aircraft team has to facilitate collaboration. Here is one example:
- Flight Dispatch
- Maintenance Services
- Passenger Services
- Crew Control
- Aircraft Control
Operations and Maintenance
Use Microsoft Teams to perform Maintenance Repair and Overhaul with minimum impact to customers. Create different channels and work together to find the best possible solution for the company and impacted passengers. Here is an example:
- Communicate immediately around different issues via Channels
- Share the content with an image for a better understanding of the problem
- Perform real-time modeling and adjustments
The work with customers is always a crucial point in the service sector. And of course, during the aircraft collaboration, the company has to deal with irregular incidents. For example, overbooked flights, delays due to de-icing, and many more. To decrease the negative impact on your customers, you must find the right solution quickly. With Microsoft Teams you can:
- Work on irregular incident sharing the decision, de-escalation strategy and set up tasks
- Report assessment of resolution and review of Customer Service KPIs
- Recognize the Customer Service team in General Channel for a job well done
Launching a new product involves many people in an organization: engineering, sales, marketing, legal communication, etc. Teams is the perfect home to collaborate on a product launch so that everyone is aligned. He is an example:
- Create Discovering the issue Channel for identification and confirmation of the issue
- Order the tests through tasks
- Create a plan with graphics and illustrations to move forward
You can build a new business partnership and grow brand loyalty in close relationships with partners and customers. You may rely your partner collaboration in teams both with employees from your organization and with the ones from the partner’s guests members. Here is an example of a team to collaborate building a New Partnership:
- Set up a Meeting to communicate on partners’ agreement details
- Create an initial proposal and perform a presentation for partners
- Sign a partnership contract through Contracts Channel
- Build a long-term strategy through Planning Channels
Social Media Management
You can monitor your social media presence and coordinate with the social media management team. In case you need to handle a new crisis with a team in place, you would be able to build an immediate plan in Microsoft Teams. In addition, you can quickly connect to analyze customer and public responses. Here is an example of a Social Media Management Team:
- Respond to Negative Backlash
- Analyze social media sentiment and key terms
- Track public response to create a press release and develop a social media campaign
Easily coordinate and solidify your marketing and distribution strategy. Rest assured, with Microsoft Teams you will be able to cater to a growing online customer base. Follow the examples below:
- Organize a source-to-consumer campaign
- Perform social media sentiments analysis and develop a marketing plan
- Collaborate on packaging and distribution in relevant teams
Marketing Campaign Management
Create a team for your marketing group to create, collaborate, and show results while working with people from outside and inside the company. Thus, with Microsoft Teams you are able to manage marketing campaigns and social events, collaborate on content creation and plan events. Create the following channels:
- Public Relations
- Agencies and Consultants
- Event Planning
Connect relevant third-party services for each channel to improve collaboration.
Microsoft Teams can help your HR team to manage recruitment, as well as to share resumes and interview notes, to keep track of candidate information and to communicate on hiring decisions.
Add channels and share all needed documentation through relevant Channels:
Upload team files to the channels, such as HR policies, candidate information, HR portals, feedback forms, and surveys.
You can automate your onboarding process with a created planner and daily tasks. Create the following boards and manage the onboarding process:
- Our Product
- Your Role
- Management Style
- Our Business Sphere
Allow your new employee to learn everything about your company in a structured way. In addition, attach files, learning videos, and articles.
Make compliance training a positive and fun experience for your employees. Thereover, ensure the training stays relevant for each job title. You can work step by step with:
- Sharing and uploading training plan in relevant Channel
- Assigning, compilation and review training plan to better prepare employees to projects and positions
- Images and videos creation to better understand the use of third-party apps
Microsoft Teams is integrated with developer tools, enabling continuous discussion across a distributed team. Add Channels to organize and discuss topics:
- Feature Releases
- Competitive Information
- Product Analytics
In addition, schedule and hold regular meetings in Teams with key stakeholders.
Enforce your communication efficiency, keeping multiple work processes in Teams. For example, work together on the design and create prototypes for a new line of products. In this case you should:
- Receive a new order and create a project milestones
- Create a design package with illustrations and 3D models
- Share results and discuss your work with a manufacturer in relevant teams.
It’s so easy to engage your students with virtual face-to-face connection with Microsoft Teams. Here are some features:
- Organize and track each class’ assignments and grades from a class team
- Perform trips, club events for your students, employees and partners
- Provide transparent guidance and create meaningful assignments
Bring the academic world to your students and normalize it as a part of their everyday life.
Look at the examples for different Teams:
In conclusion, we would like to say, that in this article we were talking about real case examples of Microsoft Teams usage. With Microsoft Teams you can not only communicate with your workers but also organize your company structure and improve collaboration at scale. We hope it has given you a good source of inspiration so that you implement all these use case internally.
Our mission is let you improve your collaborative processes efficiency at scale in the organization, through Microsoft Teams Templates and governance policies. All these examples are templates we’re seeing as of today, we’ll share more as we discover them!
With Salestim for Microsoft Teams, you can create your own Microsoft Teams Template, set up a Naming Convention, add approval workflow or Enforce your Privacy Policies. Learn more.