Covid-19 Archives - Page 2 of 2 - HCS
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!

Is Your Business Covid-19 Ready? Work From Home & Maintain Business Continuity

Is Your Business Covid-19 Ready? Work From Home & Maintain Business Continuity

Covid-19 has quickly become a global issue, with an estimated 87,000 people affected worldwide and with it now spread to at least 30 countries. Due to the recent outbreak of Covid-19 (Coronavirus), we have seen many people enter isolation in a step to halt the spread of this virus. This has lead businesses to plan for their team members to work from home in a measure to limit the risk of a further outbreak. The Coronavirus is steadily spreading through Europe, with Ireland experiencing its first case. This has caused many businesses to prepare for the possibility of its employees working remotely. There have been many cases of businesses sending people home, who have recently visited ‘high risk’ locations and businesses should be prepared for the eventuality of having team members work from home.

IT can enable your business to maintain operations during times of crisis, find out more below!

Ensure Your Team Have Access!

Configure access to your company’s terminal server through a secure VPN & internet connection. This will allow team members to dial into the server and access files and applications. However, be warned, your sensitive data may be put at risk by employees storing confidential company data on personal devices, this could also be seen as a GDPR breach.

Cloud Computing

Cloud computing is a secure solution, allowing team members to access their files on any device from any location. Utilising cloud computing also protects your data as data is not stored on local devices and through utilising security features such as Multi-Factor Authentication, your company’s data is secured against cyber threats. Working efficiently on the cloud, allows employees to share data, communicate and work on documents simultaneously, ensuring collaboration is not affected when working remotely.

The Importance of Hardware

To access data and maintain productivity while working from home, team members must be supplied with appropriate hardware. It is recommended you discuss this with employees and create a database of the hardware requirements of each person/department.

Cloud Telecoms

Ensure your business is contactable even in times of crisis. A Cloud Telecoms Solution allows your employees to be contactable no matter their location. Through using their computer as a softphone or accessing your telecoms system through a mobile application, your business’ phones will remain answered, allowing customers and employees alike to contact you.

Real-Time Conversations

Video conferencing allows your team members to have a face-to-face conversation from any location. This enables employees and departments to maintain regularly scheduled meetings without having to physically be present in the office, thus allowing your business to continue operating and to avoid any delay in decision making.

Chat to our team today to enable your business continuity plan!