In the hybrid workplace, it may be necessary to evaluate your team and organizations’ rhythm of business – as in how and when you get work done together strategically to ensure overall team productivity. This might mean deciding which days are best for in-person meetings and what type of work can be done remotely. Also, its important to think about how your organization should plan work around monthly, quarterly, or semi-annual goals and objectives.
To set your team up for success, consider taking a step back to look at the bigger picture and answer the following questions:
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How can we design meeting schedules around specific goals and/or checkpoints?
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When will meetings (in person or remote) be necessary? And when are they optional?
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How will we know when we have scheduled too many meetings?
Next, review examples form fictional team scenarios to become inspired about how to use Microsoft 365 tools to plan and design your team’s meeting schedule and official collaboration channels.
How a marketing team gets set up for success
In this fictional example, a marketing team designs the team meeting schedule around planned product releases throughout the year. The team decides what type of collaboration tools and channels will best align with organizational goals.
First, the team documents known needs and goals
Factors that impact how the team schedules team meetings:
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Products are released on a quarterly basis
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Product releases are worldwide, and international schedules are considered
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Marketing team goals are reported twice a year
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The team prefers to work 2 days a week form the office and 3 days from a remote location
Factors that impact what tools and communication channels are used:
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The team works with several external partners from different organizations
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Marketing assets will be accessed from desktop and mobile apps
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The team is responsible for communicating project status and marketing news
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The team needs help securely storing and sharing files across the organization
Next, the team sets up SharePoint sites and Microsoft Teams channels
The team prioritizes three collaboration scenarios and builds a combination of SharePoint team and collaboration sites t support various marketing functions outlined above.
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Team collaboration |
Organizational collaboration |
External collaboration |
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Then, the team plans and schedules meetings
The team decided reoccurring team meetings are most valuable in person and should take place every-other week. Other team meetings are specific to products and only take place leading up to the product launch.
Example of a quarterly team meeting schedule:
Month 1
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Monday |
Tuesday |
Wednesday |
Thursday |
Friday |
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Team meeting |
Product A meeting |
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Product A meeting |
Product A meeting |
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Team meeting |
Product A meeting |
Product A launch |
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Month 2
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Monday |
Tuesday |
Wednesday |
Thursday |
Friday |
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Product B meeting |
Product B meeting |
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Team meeting |
||||
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Product B meeting |
Product B meeting |
Product B launch |
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Team meeting |
||||
Month 3
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Monday |
Tuesday |
Wednesday |
Thursday |
Friday |
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Team meeting |
||||
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Product C meeting |
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Team meeting |
Product C meeting |
Product C meeting |
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Product C meeting |
Product C launch |
