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IT Tips & Tricks | Productivity
December 1, 2021
8 Awesome Microsoft 365 Tools That You Probably Haven’t Heard of, But Should Start Using Now
By IT First Responder
Microsoft 365 Blog

 

With the abundance of productivity apps on the market it can be hard to find one that meet your business needs. Microsoft 365 offers a variety of business application, most of which already come for free with your subscription. Whilst you most definitely used Word, Excel, PowerPoint and at least heard about Microsoft Teams, there are apps that are underused and underrated that can really improve your business processes.

THE KOHLER EXAMPLE

Microsoft 365 has helped millions of organizations streamline their operations. One of the most famous examples involves Kohler, the manufacturer of kitchen and bath fixtures and plumbing. 

At the start of the coronavirus pandemic, they struggled to manage operations since most of their team had to work remotely. The company had to adjust its activities to stay true to its values. 

That’s where Microsoft 365 came into play. 

It helped them deliver personalized training in a short period. Their employees gained access to curated podcasts, Q&A sessions, microlearning videos, and renowned experts. All of which helped them become more comfortable with their new suite of apps. 

Over time, the platform also enabled them to overcome the limitations of cultures, languages, and time zones with different tools. 

For instance, they used Teams to mobilize professionals who shared insights into worldwide markets. Likewise, SharePoint facilitated the movement of over 400 terabytes of directories, expediting customer communication and support. The enterprise also enhanced its security and device deployment, creating a seamless culture of agility and productivity. 

It’s worth mentioning that Microsoft 365 isn’t just suitable for large companies like Kohler. Any business leader can leverage this productivity suite to increase productivity. The reality is that many of these tools are underused and underappreciated. 

This article will highlight some of the top Microsoft 365 tools you should consider implementing in your business. 

THE TOOLS

TOOL #1 – FLOW

Microsoft Flow enables you to automate your workflow across various applications. You can connect it to instant message and email alerts, synchronize files from different apps or copy them from one platform to another. 

For example, if you fill out a SharePoint form, you can use Flow to develop a lead in Dynamics 365. 

Best of all, the tool isn’t limited to Microsoft Services. It lets you extract data from Facebook or upload files to Dropbox. The result is higher productivity through improved connections. 

TOOL #2 – TEAMS

Whilst you have probably heard of Microsoft Teams it is often referred to as a messaging and communication app. But Teams is so much more than that. This cloud-based platform combines notes, files, conferences, and several apps in real-time. 

The program has dramatically improved collaboration and productivity, bringing people, content, and conversations together into a single hub. It integrates effortlessly with Microsoft 365 apps and features a secure global cloud. 

Another tremendous benefit is real-time communication. It lets all members watch edits in PowerPoint presentations, Excel sheets and Word documents, ensuring input from the entire team. Users can also provide feedback using the chat window to streamline productivity. 

In addition, Teams supports cross-platform cooperation, allowing you to work on your phone, tablet, or computer. 

TOOL #3 – TO-DO

Microsoft To-Do is a smart task management platform that facilitates planning throughout your day. Not to mention it delivers a personalized and intuitive way to help users stay organized. 

It comes with a robust algorithm that lets you create lists for nearly anything, such as your home projects, work, and grocery shopping. 

Keeping track of reminders is effortless with To-Do. You can add reminders, notes, and due dates while personalizing them with vivid themes. Aside from viewing them on the web, these lists are also accessible on most devices, including Android phones, iPhones, and Windows 10 devices. 

TOOL #4 – MYANALYTICS

Although teams spend much of their time in meetings, talking on the phone, and sending emails, they still may not be very productive. To overcome this obstacle, Microsoft 365 introduced MyAnalytics. 

This tool increases employee efficiency by analyzing two productivity factors: who users spend their time with and how they spend it. 

Using robust analytics, the tool suggests how you can be more productive by working less after-hours and reducing idle meeting time. There’s also AI that flags your Outlook commitments to remind you of your daily duties. 

MyAnalytics consists of four components: 

  • Digests – Your Outlook inbox stores weekly digests to highlight the previous week. 
  • Dashboard – The dashboard displays various statistics like productivity insights, work habits, and suggestions on improving them. 
  • Insights Outlook – This feature presents cards that show your work experience and allow you to respond in many ways. 
  • Inline Suggestions – These suggestions are available in your Outlook to help boost productivity.

Also, Microsoft considered your privacy when designing this tool. That’s why you’re the only one who can access your personal insights and data.

TOOL #5 – VIVA

Microsoft Viva is an employee experience platform that helps to improve learning, wellbeing, and collaboration in the workplace. The tool consists of four modules: Viva Topics, Viva Connections, Viva Insights, and Viva Learning. 

Viva Topics gathers and organizes content and knowledge around any topic in a business using  Microsoft Graph and AI. 

Viva Connections works as a SharePoint app within Teams, allowing you to share curated news and articles with your employers.

Viva Insights provides insight into employees’ work patterns that can cause stress and burnout, such as meeting overload and regular after-hours work. The app enables managers to help their teams find a balance between wellbeing and productivity.

Viva Learning is a learning hub in Teams that makes it easy for you to share learning content and training resources across your business.

TOOL #6 – DELVE

This is a nifty visualization tool that incorporates social media elements and social learning. It utilizes content from four platforms: Exchange, SharePoint, Yammer, and OneDrive, 

However, it doesn’t aggregate your data points only. Instead, it detects relevant information like user activity and past interactions. 

TOOL #7 – SWAY                      

Sway is a presentation app that might someday replace PowerPoint. It boasts an integrated design engine to produce appealing presentations and reports. 

Some of the features include dragging and dropping images, charts, videos, and canvas-based formats. The program can also produce newsletters and stories that can be viewed on various devices.

TOOL #8 – PLANNER

Microsoft Planner is an excellent choice for companies with team members all over the globe and multiple simultaneous projects. The tool can rapidly digitize your task management processes. 

It gives users access to visual organization tools and four key functions: information hub, insights, communication, and flexible categorizations. Also, it enables team members to share files, create plans, assign and assemble tasks, and converse with co-workers while receiving progress updates. 

REINVIGORATE YOUR BUSINESS’S WORK ENVIRONMENT

Taking your operations to new heights is all about creating an agile and productive workplace. And Microsoft 365 can help you achieve this with a wide range of communication and collaboration tools. You can read more about ways to boost office productivity here

Whether your team works remotely or in-office, this suite of apps can dramatically improve project management. And Kohler’s example is proof of this.

That said, a subpar IT provider can impede your integration with Microsoft 365. ITFR’s team of Microsoft experts can help you unleash the full potential of your Microsoft 365 subscription and make the most of your investment. Located in Sydney’s Hills District, we are a Silver Microsoft partner with years of experience in the industry. Schedule a quick chat today and together we can come up with the perfect solution to your business’s IT difficulties to save you from a lot of stress. 

 

Article used with permission from The Technology Press.

 

 

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