Teams, Outlook, SharePoint & Internal Communication Norms
Use Microsoft Teams more effectively as a collaboration hub. Clarify when to use chat, channels, email, meetings, files, and follow-up notes so decisions and documents stop getting buried.
Learning objectives
- Use Teams more intentionally
- Understand the difference between Teams chat, Teams channels, email, files, meetings, and SharePoint
- Create a 'which channel when' guide
- Build meeting recap and follow-up prompts
- Reduce scattered communication and buried decisions
Why this matters
Temple staff may communicate through Teams chat, Teams channels, email, texts, phone calls, meetings, hallway conversations, and shared files. This module helps reduce confusion by clarifying where different kinds of communication should happen and how AI can help summarize, organize, and track follow-up.
Session outline
- Communication sprawl problem
- Teams as collaboration hub
- Channel vs chat vs email
- File links instead of attachments
- Meeting recap workflow
- Internal communication covenant
- Personal next-step commitment
Live activities
- Communication Channel Mapping
- Meeting Mess to Action Table
- File-Finding Workflow
- Teams Communication Covenant Builder
Related prompts
Meeting Recap and Action Tracker
Teams, Outlook & Meeting Productivity
Convert these notes into a staff-ready meeting recap. Separate decisions, open questions, action items, owners, deadlines, and items needing leadership review. Keep the tone neutral and professional. Flag ambiguity. Do not invent decisions or owners. [PASTE NOTES]
Personal Weekly Priorities Brief
Teams, Outlook & Meeting Productivity
Using the following non-confidential notes, create a weekly priorities brief with top priorities, meetings to prepare for, follow-ups due, blockers, and suggested next actions. Keep it concise and practical. [PASTE NOTES]
Outlook Inbox Triage
Teams, Outlook & Meeting Productivity
Using the non-confidential email subjects and snippets below, group messages into: urgent-today, response-needed-this-week, informational, and can-archive. For each urgent item, suggest a one-sentence next step and who owns it. Do not fabricate senders or details. [PASTE SUBJECT LINES + SNIPPETS]
Teams Channel Announcement
Teams, Outlook & Meeting Productivity
Draft a short, scannable Teams channel announcement using the approved details below. Include a bold headline, 3-5 bullet points, one clear call to action, and the person to contact with questions. Keep under 120 words. Approved details: [PASTE DETAILS]
Reflection
Where do decisions, documents, or follow-ups most often get buried, and what communication norm could help?