Teams

Meetings:

Teams allows you to record your meetings.  Teams should display a banner that notifies meeting attendees of the recording, but it is always a good idea to state this at the beginning of the meeting too.  The recording is automatically stored in OneDrive and SharePoint after March 2021.  Share the recording.  

Assign someone as the notetaker! Use the Meeting Notes option to have notes recorded.  This will help keep track of action items and tasks or responsibilities for meeting attendees.

You can create a meeting that is hosted within a specific channel- any members of that channel can join the meeting.

If you are using the Teams desktop or mobile app, take advantage of live captions to be sure all meeting attendees can experience the meeting.  (NOTE: This is not available in the web app.)

Considerations:

Consider these ideas when preparing for your meeting-

• Try to use a headset with mic as it provides an optimal audio experience. If you do not have a headset, use your device’s built-in audio/mic. Consider calling in only as a last resort if you are unable to use a headset or your device's built -in audio/mic.  Should you need to call in, be sure to mute your device's mic and speakers to avoid any feedback and echoes.
• Steer clear of bright light sources such as a window. It can make it difficult for other attendees to see you.  
• Consider your background and environment.  You man not what to show the room behind you in the meeting.  Teams has an option to change your background or even blur it.  Doing so will reduce the distractions your environment can cause to other attendees.  Close doors and put up signs if you live with others to avoid any interruptions.

Joining a Meeting:

• Try to join the meeting a few minutes early to allow time to ensure everything is working properly. 
• Mute other devices and apps including cell phones and any apps that might send distracting notifications.  
• When joining, be sure you are muted and your camera is off.  Only turn on your camera when you are sure you are ready.

Engaging in a Meeting:

• Mute your mic muted unless you need to speak.  This doesn't apply if you are leading the meeting.  Unmute when you need to speak and then mute your mic again.  This reduces audio that can be distracting to others.
• Avoid talking over others. This can be difficult sometimes with technology delays.  Complete the conversation surrounding a specific topic before moving on.
• Be careful using your camera.  While other attendees may want to see your face, you don't want to cause any distractions.  Avoid walking around with your camera on too.
• Use chat window or the Q&A box. The chat window can be very helpful for posting information and links.  For large meetings, utilize the Q&A box to streamline the question and answer process.
• Tagging. If your comment is directed towards a specific attendee, you can tag other attendees (using @userid format).  Or you can change who views your chat and send a message directly to a specific attendee.
• Be mindful when screen sharing.  You don't want to overshare, but you also want to ensure the attendees can view the information.

Calendar

Your calendar in Teams links to Outlook.  Just as you would in Outlook, you can use the Scheduling Assistant in Teams to be sure you've chosen the ideal time for the meeting.

To help invitees prepare in advance, share an agenda in the calendar invite.