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Similar to Reactor Teams Series Pt.1 | Best Practices for Meetings
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Reactor Teams Series Pt.1 | Best Practices for Meetings
- 1. Reactor Teams Series 15th September – 13th October | 4pm BST Session #1: Best Practices for Meetings
- 2. Welcome Emma McGrath Event Planner | Microsoft Reactor London meetup.com/Microsoft-Reactor-London/
- 3. Speaker & Moderator Chris Hoard Partner Education Lead, Vuzion Speaker Bio: Microsoft Certified Trainer Regional Lead (MCT RL), Educator (MCEd) and Office Apps and Services MVP. With over 10 years of cloud computing experience, he is currently building an education practice for Vuzion (Tier 2 UK CSP). His focus areas are Microsoft Teams, Microsoft 365 and entry level Azure Vesa Nopanen Consultant, Sulava Oy Speaker Bio: Microsoft MVP for Office Apps & Services. Helping and coaching customers to find benefits and value when adopting new tools, methods, ways or working and practices into daily work-life equation. I am always eager to challenge current situation and dig out new possibilities and ways to think and work. In my work I am also an adviser for customers so they can discover best benefits, build roadmaps, gain best value & ROI out of chosen tools meetup.com/Microsoft-Reactor-London/
- 4. Content Contributors Karoliina Kettukari Matt Wade meetup.com/Microsoft-Reactor-London/ Randy Chapman Consultant, Meltlake Office 365 Apps & Services MVP Consultant, JumpTo365 Office 365 Apps & Services MVP Architect, Symity Office 365 Apps & Services MVP
- 5. About the series meetup.com/Microsoft-Reactor-London/ 15/09 Best practices for meetings 21/09 Best practices for Live Events 29/09 Best practices for Security & Compliance 15/09 Best practices for organising events 15/09 Best practices for presenters This session has been previously delivered to Microsoft MVP’s & Reconnect, but has been updated with the latest functionalities This session will not contain any material which is NDA or pre-Ignite. Everything is GA or on the Microsoft 365 Roadmap
- 6. Using/Promoting the new experience meetup.com/Microsoft-Reactor-London/ How 1.) Select your avatar 2.) Select Settings 3.) Tick the new meeting experience 4.) Quit and restart Teams Features 1.) Meeting controls in the header 2.) Pop out meetings 3.) Large Gallery Mode (7 x 7) 4.) Together Mode 5.) Focus Mode
- 7. Intelligent Meeting Lifecycle Pre-Meeting Meeting meetup.com/Microsoft-Reactor-London/ Post-Meeting Compartmentalise
- 8. Pre-Meeting | Considerations What kind of meeting do you need? Creating a meeting and Setup meetup.com/Microsoft-Reactor-London/ Etiquette for organisers Etiquette for attendees
- 9. Pre-Meeting | What meeting do you need? meetup.com/Microsoft-Reactor-London/ Teams Private Meeting 1.) Many to many experience 2.) 300 user limit 3.) Designed for internal/external users 4.) Chat and share content Teams Channel Meeting 1.) Designed for Team/M365 Group 2.) Ties the meeting into the Channel 3.) Use Scenario: Sprint, Weekly Meet Teams Meet Now 1.) Instant meeting 2.) Can be used in private or channel Live Event 1.) One to many experience up to 10,000 2.) Q&A and recording up to 4 hours
- 10. Pre-Meeting | Join Myth meetup.com/Microsoft-Reactor-London/ Joining a Teams Meeting You can invite anyone to a Teams meeting. They only need an internet connection and a browser to join the meeting. They do not need Teams licences, Teams application nor a Microsoft Account
- 11. Pre-Meeting | Creating Meeting via Teams meetup.com/Microsoft-Reactor-London/ How 1.) Go to the Teams Calendar 2.) Select new meeting or timeslot Settings • Title • Attendees • Date/Time • Repeating • Channel • Location • Notes Once the meeting is booked other options open up (I.e. tracking)
- 12. Pre-Meeting | Creating Meeting via Outlook meetup.com/Microsoft-Reactor-London/ Method 1 1.) New Items dropdown Method 2 1.) Open calendar, select meeting Settings • Title • Attendees • Date/Time • Repeating • Channel • Location • Notes
- 13. Pre-Meeting | Meeting Invitations in Outlook meetup.com/Microsoft-Reactor-London/ What Teams meeting invitations can be customized by administrators in the Teams Admin Centre (Meeting Settings) to add a company logo, links to helpful & legal information as well as footer text
- 14. Pre-Meeting | Scheduling Tools meetup.com/Microsoft-Reactor-London/ Scheduling Assistant Find Time Default Meeting Time
- 15. Pre-Meeting | Meeting Insights in Outlook meetup.com/Microsoft-Reactor-London/ What Meeting insights are part of the MyAnalytics service which can help you make a decision when a meeting is appropriate
- 16. Pre-Meeting | Meeting Options meetup.com/Microsoft-Reactor-London/ What After you have created the meeting you can select meeting options to set presenter/attendee roles or configure the lobby Default settings for users can be set in TAC or Powershell (Meeting Policies)
- 17. Pre-Meeting | Tracking meetup.com/Microsoft-Reactor-London/ What After you have created you can track the attendees through Teams or through Outlook Teams 1.) Select the meeting and tracking is on the right hand side Outlook 1.) Open the meeting booking and the tracker is in the Tracking menu item Teams Outlook
- 18. Pre-Meeting | Etiquette for organisers Think who you invite Who does what? meetup.com/Microsoft-Reactor-London/ Create a meeting agenda Leave room between meetings
- 19. Pre-Meeting | Etiquette for attendees Accept or Decline Be prepared meetup.com/Microsoft-Reactor-London/ Be on time Test your device setup
- 20. Meeting | Considerations Meeting Management for organisers Meeting resources for attendees meetup.com/Microsoft-Reactor-London/ Hardware & Upcoming features
- 21. Meeting | Management | Lobby meetup.com/Microsoft-Reactor-London/ What Use the lobby to prevent users from entering the meeting before you are ready. Set in meeting options • Everyone • Internal and trusted users • Users in my organisation • Only me
- 22. Meeting | Management | Roles meetup.com/Microsoft-Reactor-London/ What Dynamically change roles within the meeting • Promote to presenter • Demote to member Roles can only be changed by someone with presenter or organiser permissions
- 23. Meeting | Management | Mute meetup.com/Microsoft-Reactor-London/ What Mute single participants or mute all participants in the meeting Mute or mute all can only be performed by those with presenter or organiser permissions
- 24. Meeting | Management | End Meeting meetup.com/Microsoft-Reactor-London/ What Ends the meeting for everyone How Select the drop down arrow on the red Leave button and select ’End Meeting’
- 25. Meeting | Management | Recording meetup.com/Microsoft-Reactor-London/ What Recording the Teams Meeting is shown by a red recording dot as well as a notification bar for both the presenter and attendees Teams Private Meeting • Recorded into Stream • Not shared automatically • Needs to be shared manually Teams Channel Meeting • Recorded into Stream • Shared automatically • Uploaded into the meeting chat
- 26. Meeting | Management | Participant List meetup.com/Microsoft-Reactor-London/ What A downloadable list of meeting attendees for the meeting organiser How Select more options from the meeting roster, then download attendee list. This downloads to your local machine
- 27. Meeting | Etiquette for organisers Keep track of time and questions Address directly instead of open questions meetup.com/Microsoft-Reactor-London/ Mute all when necessary Utilise chat and polls to be inclusive
- 28. Meeting | Resources | Joining meetup.com/Microsoft-Reactor-London/ From Teams 1.) From the calendar: join button on the meeting or open the calendar entry 2.) Join directly in the channel via a join button From Outlook 3.) Open the meeting invitation and click the join link
- 29. Meeting | Resources | Pre-Meeting Join Page meetup.com/Microsoft-Reactor-London/ Options 1.) Camera on/off 2.) Background (Blur or custom) 3.) Audio on/off 4.) Audio and video devices • Speaker • Microphone • Camera 5.) One touch join audio off 6.) Use Phone for Microphone 7.) Add a Teams Room for sound
- 30. Meeting | Resources | Custom Backgrounds meetup.com/Microsoft-Reactor-London/ What Being able to customise the background with backgound blur or custom images How Under more options select apply background effects. Your ability to set backgrounds are determined by policies
- 31. Meeting | Resources | Sharing meetup.com/Microsoft-Reactor-London/ Sharing Options 1.) Desktop 2.) Window 3.) PowerPoint 4.) Microsoft Whiteboard In browser you can also share browser tabs but not whiteboard
- 32. Meeting | Resources | Whiteboard meetup.com/Microsoft-Reactor-London/ What Virtual whiteboard for your team or project: write, draw, plan, use post it notes and utilise templates Web version within Teams has limited features. Use the Windows 10 desktop application for full experience
- 33. Meeting | Resources | Raise Hand meetup.com/Microsoft-Reactor-London/ What Ability to raise a virtual hand to let people know you want to contribute without interrupting the conversation The raised hand appears in the meeting roster as well as on the meeting stage (the raiser is also highlighted)
- 34. Meeting | Resources | View Modes meetup.com/Microsoft-Reactor-London/ Large Gallery Mode Together Mode Focus Mode Gallery view scaling to 7x7 or 49 users. Need a minimum or 10 to trigger it. Based upon bandwidth AI based visual mode to bring users together. Need a minimum of 5 to trigger it. Focus on what is being shared by hiding all of the incoming video of other attendees. Needs another user to share to trigger it
- 35. Meeting | Resources | Best of the Rest meetup.com/Microsoft-Reactor-London/ Leave Mute Chat Incoming Video Leave the meeting via the red leave button at the top right of the meeting Mute or Leave chat after the meeting to prevent meetings notifications post meeting Turn off incoming video to reduce bandwidth and ensure quality of audio. Great for limited or contested bandwidth Transcription of the meeting conversation ideal for accessibility or noisy environments Live Captions
- 36. Meeting | Etiquette for attendees Stay on mute when not speaking Don’t mute all meetup.com/Microsoft-Reactor-London/ Utilise the meeting chat and raise hand Use video when circumstance and network support it
- 37. Meeting | Hardware meetup.com/Microsoft-Reactor-London/ Options 1.) Headsets 2.) Microphones 3.) External Cameras 4.) Desk Phones 5.) Teams Displays 6.) Collaboration Bars 7.) Teams Room Systems Extend 8.) Busylights 9.) Lighting 10.) Green Screens 11.) Soundbars & Displays
- 38. Meeting | Upcoming Features meetup.com/Microsoft-Reactor-London/ Features coming soon 1.) Breakouts 2.) Hard Mute 3.) Enhanced Participant List 4.) Spotlight Mode 5.) Dynamic View 6.) Meeting Extensions 7.) Whiteboard improvements 8.) Video Filters 9.) Live Reactions (Emojis) 10.) PowerPoint Live Presentations 11.) Chat Bubbles 12.) New Pre-Join Experience 13.) Video support for Safari 14.) End of meeting notifications
- 40. Post-Meeting | Notes meetup.com/Microsoft-Reactor-London/ Recommendation OneNote For Internal Users Your meeting notes should already be in the Team Notebook in your team. Congratulations! Link the notebook page to Teams conversation For External Users Share the Notebook, or last resort email
- 41. Post-Meeting | Recordings meetup.com/Microsoft-Reactor-London/ Recommendation Stream For Internal Users For private meetings, give permissions to users. For channel meetings, recordings are shared automatically For External Users Download and share via OneDrive or SharePoint
- 42. Post-Meeting | Tasks meetup.com/Microsoft-Reactor-London/ Recommendation Tasks for Microsoft Teams About Tasks • Brings together personal (To Do) and Team (Planner) Tasks • Personal App on the App Bar (Left) • Single unified view of Tasks • Gives List, Board, Chart and Schedule views • Use in Desktop, Web or Mobile
- 43. Post-Meeting | Continue Working in Teams meetup.com/Microsoft-Reactor-London/ Recommendation Microsoft Teams Continue discussion and working together in Teams
- 44. Intelligent Meeting Lifecycle Pre-Meeting Meeting meetup.com/Microsoft-Reactor-London/ Post-Meeting Compartmentalise
- 45. Useful Links meetup.com/Microsoft-Reactor-London/ Please share the many resources Microsoft Teams has made available with your communities Microsoft Technical Community: aka.ms/TeamsCommunity Public UserVoice: aka.ms/TeamsFeedback Public Instructor Led Training: aka.ms/TeamsLiveTraining Microsoft Teams Roadmap: aka.ms/TeamsRoadmap What’s New: aka.ms/TeamsWhatsNew Technical Docs and Rollout Resources: aka.ms/SuccessWithTeams Adoption Toolkit: aka.ms/TeamsToolkit Please Join us at Ignite (22nd - 24th September) Microsoft Ignite: https://myignite.microsoft.com
- 46. We are constantly striving to create excellent content and would appreciate if you could take this brief survey. Survey Link: https://aka.ms/Reactor/Survey Please enter the event code XXX at the start of survey
- 47. Join our community meetup.com/Microsoft-Reactor-London/ meetup.com/Microsoft-Reactor-London/ @MSFTReactor http://www.youtube.com/c/MicrosoftReactor 70th Wilson Street, London, UK Questions? ReactorLDN@Microsoft.com https://aka.ms/ReactorEmailSignUp