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Why Choose Microsoft Teams Over Zoom

Why Choose Microsoft Teams Over Zoom

Due to the Covid-19 outbreak, employees must now work from home where possible. This has encouraged many businesses to overcome hurdles in relation to maintaining productivity and communication when employees are not in the office.

To enable communication among employees, many are using a Video Conferencing Solution to allow teams to meet regularly. Many are weighing up their options as to what solution works best for them, leaving many choosing between Microsoft Teams and Zoom?

Why Should Your Business Choose Microsoft Teams

Security

Historically, Zoom does not have a trustworthy track record when it comes to privacy issues. Zoom was originally created as a consumer product, which might be the reason they had a poor response to security issues among the business/corporate sector. Whereas, Teams has is developed for the corporate sector and therefore has security and compliance as part of its core offering.

There have been a number of security concerns in relation to Zoom, especially since it has grown in recent weeks. Until recently, a data-mining feature allowed participants to access LinkedIn profile data about other users, without permission.

Integrations

Integration is at the core of any corporate communications platform. It allows employees to work more productively and broadens the potential for the platform. When compared to Zoom, Microsoft Teams can operate with its integrated Office 365 apps and more than 70 Teams integrations.

Unified Communications

Communication excels when you enable Video Conferencing., Instant Messaging and Voice Calls. Enable these various communication channels by embracing Microsoft Teams. Allowing your team to utilise channels that work best for them. If there is no need for a face-to-face conversation an instant message can be jsut as productive, thus saving you team time!

Zoom is primarily a Video Conferencing tool and does not have the same capabilities as Microsoft Teams.

Pricing

In relation to pricing, the most beneficial aspect of Teams is access to the Office 365 suite.

Whereas Zoom has no additional tools in its paid version.

For more on Office 365 pricing and its benefits, contact our team today!

If working from home if your company’s ‘new normal’ then a feature-rich video conferencing solution is essential for maintaining communication with your team.

Book your FREE consultation below!

Cloud Computing When Working Remotely

Cloud Computing When Working Remotely

Due to Covid-19 many employees are finding themselves working from home. This being the new normal for them, it may be difficult for team members to maintain productivity. Although working from home may have some advantages including reduced commute time and the peace of being in your own space, at home workers may also feel they are lacking guidance, direction, social interaction and more.

Did you know an IT Solution can help you overcome these boundaries to productivity?

Cloud Phone Solutions

A Cloud Phone Solution allows your team members to access their desk phone from their computer using a SoftPhone feature or on the go using the Mobile App. A HCS Cloud Phone Solution not only allows your business to be contactable during a disaster but also boosts communication between departments while allowing your business to stop paying over-priced line rental.

 

Microsoft Teams

When working from home communication may suffer and employees may come to miss their usual daily social interactions.

Microsoft Teams allows your employees to connect and quickly message each other, or alternatively use the Teams Video Chat feature to hold a meeting with all the benefits of a Face-To-Face meeting.

Embrace Cloud Computing

Cloud Computing is an essential tool for remote teams. Using Microsoft Office 365 employees can access apps and documents anywhere from any device.

Bespoke SharePoint Solution can allow departments to collaborate simultaneously on documents. To learn more about how a Bespoke SharePoint Solution could benefit your business, contact our productivity experts today!

Want To Learn More?

As Microsoft Gold Parters HCS Business Solutions are recognised experts in providing businesses with unique IT solutions to allow teams to Work Smarter With IT!
Boost Collaboration When Working Remotely

Boost Collaboration When Working Remotely

It can be difficult for a business to create a productive, engaged environment when employees are working remotely.  Creating and maintaining a positive atmosphere can be a challenge as employees working remotely may face their own individual challenges throughout the workday, all of which can impact collaboration amongst teams. Below we have compiled a list of tips that a company can adopt to encourage communication and collaboration while working remotely.

1. Create A Collaborative Space

Creating a space where team members can effectively communicate and collaborate is greatly important for employees who are working from home. Microsoft Teams is an effective tool that many businesses who utilise Microsoft Office 365 have access too. Using Teams employees can create specific channels to host conversations amongst specific team members or dedicated to specific projects. But remember collaboration is boosted when employees get along with each other, so why not create a ‘just for fun’ channel where employees can share non-work related aspects of their workday. Not only does this boost collaboration but it also helps create a friendly atmosphere that positively benefits the company culture.

2. Create A Remote Collaboration Communication System

Communication is critical when operating a business. Without communication, collaboration cannot truly flourish. Poor communication can cause the failure of essential projects. To encourage collaboration, employees must be given the tools to communicate efficiently. These tools can involve:

Email: This can be used for more in-depth conversations with teams, that employees may need to refer back to.

Instant Messages: These are ideal for quick interactions and when asking urgent questions.

Video Chat: Although nothing can compare to a face-to-face meeting, a video conference allows team members to communicate with the benefits of a face-to-face meeting from anywhere.

Voice Over IP (VoIP): A VoIP solution is an ideal solution for employees who need to be able to access their office phone and mailbox when not in the office. Using a Cloud Phone Solution your team can use the Softphone feature and Mobile App.

3. Embrace Cloud Computing

Cloud Computing is an essential tool for remote teams. Using Microsoft Office 365 employees can access apps and documents anywhere from any device.

A Bespoke SharePoint Solution can allow departments to collaborate simultaneously on documents. To learn more about how a Bespoke SharePoint Solution could benefit your business, contact our productivity experts today!

Want To Learn More?

As Microsoft Gold Parters HCS Business Solutions are recognised experts in providing businesses with unique IT solutions to allow teams to Work Smarter With IT!
Efficiently Work From Home With Office 365

Efficiently Work From Home With Office 365

Employees across the world are suddenly finding themselves working from home due to the recent Covid-19 outbreak, leaving many businesses scrambling to maintain productivity and enable employees to work remotely.

Although many businesses use Microsoft Office 365 few are using it to its full potential. To help you, we have put together some tips and tricks on how to get the most from this suite of tools.

Keep In Touch With Teams

Teams is a key tool when working remotely. It is essentially a repository for all files and communications for a team working together. You can use it to create individual workspaces for each project or team, host audio or video meetings (people who don’t use Office 365 can still access these meetings using a special link), files can be shared and more.

Microsoft Teams is basically an all in one solution for managing and working with a remote team.

Access Apps Through The Cloud

The core of Office 365 is, of course, Word, Excel and PowerPoint. While working remotely employees can access essential files through the cloud. Allowing employees to edit documents together or provide comments and feedback. Excel and Powerpoint offer the same capabilities, allowing teams to streamline documents and reduce clutter in folders.

Outlook and Calendar

Outlook is most definitely the feature of Office 365 that almost all people would utilise throughout their workday. Using Outlook you can easily access and manage your emails.

The calendar feature allows you to organise virtual meetings at a time and date that suits everyone.

OneDrive

OneDrive is Microsoft’s cloud storage solution. This is an ideal solution when teams want to store and share large files back and forth.

Enable Your Team To Efficiently Work Remotely With Office 365

Although the above features are just a selection of the many apps that can be used to ensure productivity. HCS Business Solutions are Microsoft Gold Partners and recognised experts on implementing Microsoft Technologies within businesses.

Get The Most Out Of Microsoft Teams While Working Remotely

Get The Most Out Of Microsoft Teams While Working Remotely

Due to the increasing spread Covid-19 many employees are working from home and relying on video conferencing to communicate with team members on a daily basis.

Microsoft Teams can help your employees keep in touch and maintain productivity during these strange times. Did you know many companies with a Business Essentials, Business Premium or Enterprise Office 365 subscription, already have access to this tool.

Similar to other chat tools, Microsoft Teams allows you to create multiple channels for your team to share and store files and conduct live voice and video meetings. As Teams is part of the Microsoft Office Suite, it also seamlessly integrates with other Microsoft apps such as Word, OneNote, Planner and SharePoint.

As many businesses are now using Teams on a daily basis, we wanted to help you get the most out of your Teams experience!

 

Top 5 Tips and Tricks for Microsoft Teams

Get Your Message Across Clearly With Live Captions

Microsoft has introduced Live Captions in Public Preview. This feature will definitely be helpful for those who are hearing impaired or are simply working from a home, surrounded by distracting sounds.

To enable Live Captions, simply go to the Teams Admin Centre, select Meeting Policies and scroll to Participants and Guests. Here you will see Enable Live Captions, choose your setting in the dropdown menu and click Save.

Keep In Touch On The Go With The Teams Mobile App

A Microsoft Teams app is available on Android, iOS and Windows Mobile. This app emphasises team chats, channels and meetings, giving users a streamlined experience.

Teams can also be accessed as a web app or desktop client for Windows and Mac, giving users the freedom to choose which works best for them.

Integrate SharePoint

Many teams rely on SharePoint as a secure platform to store data and collaborate with colleagues. However, did you know SharePoint can be integrated into Teams? In every channel, you can click the Files tab to share files with team members via SharePoint or access SharePoint files already shared to the channel. This allows team members to collaborate on files shared to a channel using Office Online or an Office Desktop.

Get Organised – Title Your Chat Exchanges

Teams Channels generally contain numerous conversations with various departments and internal teams. This can often cause confusion when searching for a particular chat. By naming your conversation you are making it more searchable for when you need it.

 

To change the name of your chat, simply click the pencil icon next to the member names and enter the name you want to use.

Forward Emails Into A Channel

Microsoft understands just how important email is to a business and fortunately using Microsoft Teams you can forward any email to a channel from Outlook!

To do this, simply click the ellipsis next to any channel name and select “Get email address“. This generates an email address for any channel. Copy it, and you can use that address to forward Word docs, messages or just about anything you need to add to the channel!

 

Increase communication while working remotely and ensure your team can collaborate with ease by embracing Microsoft Teams!

Does Your Business Have A Remote Working Plan For Covid-19?

Does Your Business Have A Remote Working Plan For Covid-19?

Does your business have a plan if Covid-19 means your team has to work from home?

If you google ‘Covid-19’ or ‘Coronavirus’, in between updates on confirmed cases, you will find recommendations to businesses urging them to be prepared for their employees to work from home. Even large multinational companies with offices in Ireland, such as Google, LinkedIn and Twitter sent employees home to ‘self-isolate’. This, in fact, was a test by these companies to see if it would be possible to have their large teams work efficiently at home.

Given the continued spread of Covid-19, businesses should have a Work From Home Plan to not only prepare for Covid-19 but also future crises.

But what should your Work From Home Plan include? We’ve compiled a list below to help you get organised and prepared!

Can Your Team Access Their Documents?

Do you have a VPN set up to allow your team to access their essential documents and apps? Creating a VPN allows your employees to connect to a terminal server which enables them to gain access to their data and apps while outside the office.

Beware: Accessing files through a VPN increases the risks of data being stored on your employees’ personal devices, increasing the risk of a data breach.

Alternatively, if your employees have access to the cloud, they can securely log in and work from the cloud, allowing them to access data and work collaboratively on documents with ease. Through enabling Multi-Factor Authentication you can maintain security while employees work remotely

Utilise Office 365

If your business utilises Office 365, then great news, your team can remotely access their emails and documents stored in the cloud from any device! They can also access their much-needed applications, such as SharePoint, Word, Excel, Team, Outlook, etc.

We recommend that you ensure each employee has enabled Multi-Factor Authentication to maximise security. To learn more about Office 365 & Multi-Factor Authentication contact our team today!

Do Your Employees Have The Relevant Hardware?

Do you need to provide every person in your business with a laptop? Possibly, however, if you utilise Cloud Computing, your employees can access their documents and apps through any device.

Do Employees Have Access To Essential Applications?

Unlike Office 365 apps, business essential apps such as Sage, etc do not give employees automatic access while working remotely. Access to these will have to be arranged ahead of time to ensure employees can continue to use them.

Do You Have Cloud Telecoms?

HCS Cloud Telecoms, much like Cloud Computing, allows employees to access their office phone from any device and any location, through using a softphone feature or a mobile app.  This ensures your teams can communicate with each other and customers without any disruptions.

To further enhance communication while working remotely, businesses can embrace a Video Conference Tool to enable face-to-face communication no matter where you are!

What Is Your BYOD Policy?

Many businesses have a Bring Your Own Device Policy, which explains the various guidelines to working from a personal device. This ensures that your business remains GDPR compliant, while also ensuring data integrity and security is maintained at all times. These devices should also have an up-to-date Anti-Virus Software to maximise security.

If your business needs help in preparing for Covid-19 and the eventuality of working remotely, contact our team today! Schedule a call with a HCS Business Solutions Expert and we’ll ensure you are prepared! For more email enquiries@hcs.ie or click the button below!