Enhancing Corporate Communication and Collaboration in Microsoft Teams

IndustryTechnology
Org Size10,000
TechnologiesMicrosoft Teams

This multinational technology conglomerate corporation of roughly 10,000 employees, was looking to improve communications where employees work. 2toLead worked with them to enhance corporate communications by leveraging the power of the Enhanced Company Communicator app.

The Challenge 

As we are all too aware, there has been a shift in the workplace in the last few years, resulting in many organizations embracing remote and hybrid work models for business continuity and workforce well-being. In consequence, it has become abundantly clear for leadership teams that successful communication in the ‘new way of work’ must evolve to accommodate the following: 

  1. Compatibility with asynchronous work spread across multiple continents and/or time zones; 
  1. Modern communication formats that can reach employees right where they collaborate; and, 
  1. Ease of use as a large portion of the workforce has been with the company for under a year. 

Now, anyone can work from almost anywhere that has a decent internet connection. Untethered from the physical restrictions of the office, organizations have been heavily investing in digital workplace solutions to enable communication and collaboration across multiple time zones, locations, and continents. Although remote work technology has been commercially available for nearly a decade, the demand and speed at which adoption has taken place over the past two years have left many employees overwhelmed by digital clutter and inefficient tooling. 

Consequently, many organizations have been adapting and moving their communication and collaboration, at least partly, out of email and into Microsoft Teams.  

Along with changing working environments comes a rapidly changing employee base spurred largely by the Great Resignation. Many of the organizations we work with report that a large portion of the staff has been with the company for less than a year. We constantly see more and more new hires across all industries and services.  

And what is a better time to look for a solution to pave the way forward through these uncertain times?  

Our Solution: The Enhanced Company Communicator App 

Our team has been fortunate to support our client with the pilot of the Microsoft Teams Enhanced Company Communicator application over the past few months. 

The Enhanced Company Communicator app is the ideal solution for announcements and team broadcasts to engage your organization. Messages can be used to share important updates, special announcements, and links to staff surveys without sending a single email to your team. 

The key to the Enhanced Company Communicator app is understanding how people work. There has been a culture change in terms of the method that we utilize to communicate, specifically with less email and more real-time messaging. Employees are asking management to meet them where they spend a large part of their working time. Every day we are sent many messages; sometimes, those important messages will get lost with everything that requires our attention.  

There was an opportunity to make this process easier for communication and leadership teams to reach out and share these important messages with their staff.  

We wanted to build an app that seamlessly integrates into the places staff are already working – inside Microsoft Teams. The Enhanced Company Communicator app offers an opportunity to reach your audience where they are.  

We took the existing Company Communicator app and enhanced it further to address some missing gaps. We embraced the best-in-class patterns we all know and love in Microsoft Teams. On top of that foundation, we built new functionality to help streamline the publishing process and improve the user experience. Enhanced Image Selection and Custom Scheduling were built into the company communicator, making it easier than ever to create your custom messages. The app provides an easy interface for a designated user to create, preview, collaborate, and send messages. We used the power of bots inside Microsoft Teams to automate and distribute those messages seamlessly across business channels. 

Enhancement 1: Enhanced Image Selection 

Create and craft messages your way  
It’s as simple as adding a title, picking your image, defining your message, and adding a call to action. In a few clicks, the Company Communicator app allows you to craft a message either from scratch or even from a set template.  

Enhanced Company Communicator

User Journey 

The Communicator selects the ‘Browse’ button. 

Enhanced Company Communicator 2

The required image file is located within the desktop file explorer.  

Enhanced Company Communicator 3

Once selected, a preview o the image appears in the ‘New Message’ panel. 

Enhanced Company Communicator 4

Enhancement 2: Custom Scheduling 

Define where and when your message will go out  
Scheduling and automating your messages to have them distributed at the right time with your team while you focus on other tasks.  

With the Enhanced Company Communicator app, messages are shared directly inside Microsoft Teams chats or channels ensuring those important messages are not missed.  

User Journey 

After selecting the intended audience, the Communicator can indicate the date and time for the message to be sent. 

Enhanced Company Communicator 6

Enhancement 3: Message Metrics 

User Journey 

Communicators can track the success of their announcements by analyzing the number of employees who have viewed their message, replied, or even reacted to it. The Enhanced Company Communicator allows you to boost your productivity, work smarter, connect the right people with the right information within Microsoft Teams. 

Enhanced Company Communicator 5

What’s next for our client and 2toLead? 

While it may be easy to assume that our work is done our journey together has only just begun. We have commenced the next phase of enhancements: message analytics. It is our intention to capture message analytics (e.g. Total views, reach, popularity, and failure rate) and present them within a custom PowerBI dashboard. We believe that this approach will be essential in both capturing the success metrics of messages and providing a clear line of sight into which features/enhancements to plan for in subsequent releases of the application.  

Why it matters and how 2toLead can help 

Building experiences that ensure employees receive important communication blasts all while seamlessly integrated into the digital workplace is a difficult challenge. It is a challenge that organizations need to embrace if they seek to empower their staff to be the most productive version of themselves.  

We have been fortunate to develop deep expertise in creating employee digital experiences that lead to real change in organizations. It is our passion.  

If you are interested in working together to build this experience for your company, talk to us. We would love to help you with your journey.  

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