Microsoft
How to leverage Microsoft Teams for training and onboarding new employees
March 21, 2023

 

Microsoft Teams is a popular collaboration platform that has become increasingly important in the current work environment. Many organizations have adopted this platform to streamline their communication and collaboration processes. One of the benefits of Microsoft Teams is its capability to be used for training and onboarding new employees. In this blog post, we will explore the various features of Microsoft Teams that can be used to onboard and train new employees effectively.

 

Why Use Microsoft Teams for Training and Onboarding?

Using Microsoft Teams for onboarding and training new employees has many benefits. Firstly, it is a cloud-based platform, which means it can be accessed from anywhere, at any time, as long as there is an internet connection. This is particularly useful for remote employees, who can access training materials and communicate with their trainers and colleagues from their own devices. Secondly, Microsoft Teams allows for real-time collaboration, which is critical for effective training and onboarding. This means that trainers can share materials, and employees can work together on tasks and projects in real-time, regardless of their location. Finally, Microsoft Teams has a range of features, such as video conferencing, chat, and file sharing, which make it an ideal platform for training and onboarding.

 

Creating a Microsoft Team for Onboarding and Training

The first step in using Microsoft Teams for onboarding and training is to create a new team. This team can be used to bring together all new employees and trainers, who can communicate and collaborate in real-time. To create a new team, follow these steps:

 

  • Click on the "Teams" icon in the left-hand navigation bar
  • Click on "Join or create a team"
  • Select "Create a team"
  • Choose "From scratch" or select from one of the pre-built templates
  • Name your team and add a description
  • Click "Create"

Once your team has been created, you can invite new employees and trainers to join.

 

Using Channels for Different Training Topics

Channels are a key feature of Microsoft Teams, which allow for discussions and collaboration around specific topics. You can create channels within your team for different training topics, which can be used to share materials, assign tasks, and discuss any questions or concerns. For example, you could create a channel for "Sales Training" or "Customer Service Training". To create a new channel, follow these steps:

 

  • Click on your team in the left-hand navigation bar
  • Click on the "+" icon next to the Channels heading
  • Name your channel and add a description
  • Click "Create"

Once your channel has been created, you can invite members to join and start discussions.

 

Sharing Training Materials

One of the key benefits of Microsoft Teams is its ability to share files and documents. This makes it an ideal platform for sharing training materials, such as presentations, videos, and manuals. You can upload files to a channel or share them directly with individual team members. To share a file in a channel, follow these steps:

 

  • Click on the channel where you want to share the file
  • Click on the paperclip icon at the bottom of the conversation window
  • Choose "File" from the dropdown menu
  • Select the file you want to share and click "Open"

The file will be uploaded to the channel, and all members will be able to access it.

 

Assigning Tasks and Projects

Another key feature of Microsoft Teams is its ability to assign tasks and projects to individual team members. This is useful for onboarding and training, as it allows trainers to assign tasks to new employees and monitor their progress. To assign a task or project, follow these steps:

 

  • Click on the channel where you want to assign the task or project
  • Click on the "+" icon at the bottom of the conversation window
  • Choose "Task" or "Project"
  • Enter the task or project details, including the due date and any relevant attachments or notes
  • Choose the team member or members you want to assign the task or project to
  • Click "Create"

The task or project will be added to the channel and assigned to the relevant team members.

 

Using Video Conferencing for Live Training

Microsoft Teams also has a built-in video conferencing feature, which can be used for live training sessions. This is particularly useful for remote employees, who can join the session from their own devices. Video conferencing can also be used for Q&A sessions or to discuss any questions or concerns that employees may have. To schedule a video conference, follow these steps:

 

  • Click on the calendar icon in the left-hand navigation bar
  • Click on the "New meeting" button
  • Enter the details of the meeting, including the date, time, and duration
  • Choose whether the meeting will be a video or audio call
  • Select the team members you want to invite
  • Click "Send"

The meeting details will be added to the calendar, and team members will receive a notification with the meeting details.

 

Using Chat for Instant Communication

Microsoft Teams also has a chat feature, which can be used for instant communication between team members. This is particularly useful for quick questions or updates, and can also be used for informal discussions between trainers and new employees. To start a new chat, follow these steps:

 

  • Click on the "Chat" icon in the left-hand navigation bar
  • Click on the "New chat" button
  • Select the team members you want to chat with
  • Enter your message and click "Send"

The message will be sent to the selected team members, and you can continue the conversation in real-time.

 

Conclusion

Microsoft Teams is a powerful platform that can be used for onboarding and training new employees. Its cloud-based nature, real-time collaboration features, and range of communication tools make it an ideal platform for training and onboarding. By creating a new team, using channels for different training topics, sharing training materials, assigning tasks and projects, using video conferencing for live training, and using chat for instant communication, organizations can effectively onboard and train new employees using Microsoft Teams.