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When to Use What Tool for Internal Communication E-Book When to use which tool for INTERNAL COMMUNICATION PRO TIP Click Ctrl + F to search for content within this e-book Modernize How You Work Remotely The world’s businesses run on Microsoft, and now the world’s businesses are running on Microsoft from their kitchens, dining rooms, coffee tables, and home offices. But simply moving the same tools you use at work to a remote environment is not the most effective way to handle the shift. If you have Microsoft Word, Excel, and PowerPoint, you probably have Microsoft Office 365, along with a bevy of tools that you’re not sure how to use. This e-book will help you rethink the way you communicate with your team internally, which helps you streamline productivity and gain better visibility. And although you’ve probably mastered creating PowerPoints and Excel Spreadsheets that you version and share by email for internal use, there is a better way. WHEN TO USE WHICH TOOL FOR INTERNAL COMMUNICATION Alternatives to Email Communicating Internally? Email is probably not the best tool. Below are some alternatives to email when communicating internally. Click through to see the use-case and justification for each. When You Need to Use This Tool Send a private message to another person Microsoft Teams Chat Share a short message with everyone Microsoft Teams Channel Share an announcement with a group or groups Microsoft Teams Announcement Share information containing rich media and links SharePoint Page Remind someone to complete a task Microsoft Planner WHEN TO USE WHICH TOOL FOR INTERNAL COMMUNICATION Alternatives to Excel Need to gather information? Excel is probably not the best tool. Below are some alternatives to Excel when communicating internally. Click through to see the use-case and justification for each. When You Need to Use This Tool Gather responses from a group of people Microsoft Forms Organize or gather information in a table OneNote Maintain a list of items or information SharePoint List WHEN TO USE WHICH TOOL FOR INTERNAL COMMUNICATION Alternatives to PowerPoint Need to share information with images, text, and links? PowerPoint is probably not the right tool. Below are some alternatives to using PowerPoint when communicating internally. Click through to see the use-case and justification for each. When You Need to Use This Tool Share video or animated content video Microsoft Stream Share a categorized set of information OneNote Share information that includes many different types SharePoint Page of media ALTERNATIVES TO EMAIL Microsoft Teams Chat Private instant group messaging Any short piece of information, request for information, or collaborative messaging that is private Why this tool is optimal: How to Start a Chat in Teams • Microsoft Teams Personal Chat keeps a legacy copy of all communication and shared files between two (or several) people. • Chat participants will receive a notification every time a chat message is posted. • Spoofing and email Phishing are nearly impossible in Microsoft Teams chat. • Information stays within the Office 365 environment and can’t easily be shared with others. • Skype for Business is being replaced by Microsoft Teams. ALTERNATIVES TO EMAIL Microsoft Teams Channel Public inquiries or sharing of information Any short piece of information, request for information, or collaborative messaging that is not private - generally fewer than 65 words* Why this tool is optimal: Overview of Teams and Channels • Messaging can be edited • Using the collaborative space saves time (over email) • Legacy information is immediately available to new employees. • Conversations and collaboration exist in one place where everyone can read the responses. • There is no potential for sensitive information to be accidentally forwarded to an outside individual. • Spoofing and email Phishing are greatly diminished in the Microsoft Teams environment. * Communication longer than 65 words should be documented on a SharePoint page and the link shared in a Teams Channel ALTERNATIVES TO EMAIL Microsoft Teams Announcement Messaging that requires special attention Any urgent, important, or relevant message that needs to stand out Why this tool is optimal: How to Create an Announcement • Announcements can be posted to multiple channels at one time • Formatting of announcements is designed to draw attention • Copy, images, and links can be edited if necessary ALTERNATIVES TO EMAIL & POWERPOINT SharePoint Page Long-form content that is not private Rather than posting long-form content (more than 65 words) to a Teams chat or channel, use a SharePoint page to create the messaging and then share the link on Teams Why this tool is optimal: How to Create a SharePoint Page • Content is optimized for search within Office 365 • Relevant documents can be given context and visibility within the page. • Important information is published in one place and can be easily shared or re-shared with a URL • Content can be edited at any time ALTERNATIVES TO EMAIL Microsoft Planner Tasks and project timelines Collaborate on projects, assign tasks, and get automated email reminders if desired Why this tool is optimal: How to Use Planner • Tasks can be assigned to individuals or groups • Comments and updates around tasks are attached to the task • Plans can be made public so others can see the progress of the project • Files, photos, and links can be attached to a task • Tasks can be viewed on a calendar without interrupting personal calendar dynamics ALTERNATIVES TO EXCEL Microsoft Forms Gather information from multiple people or groups Collect responses in real time and visualize data instantly, or see individual results for quizzes or surveys Why this tool is optimal: Learn More About Forms • It’s easy to configure and use a quiz or survey to collect data • Results will automatically populate an Excel spreadsheet • Branching can be used to surface additional questions or responses based on previous entries • PowerApps can be integrated with Forms so that a submission triggers additional actions ALTERNATIVES TO EXCEL & POWERPOINT Microsoft OneNote Meeting notes and/or multi-media notes Notes that can be shared with people in your organization and you may grant access to whomever you want to collaborate with you Why this tool is optimal: More on OneNote • Organization follows the same hierarchy as a paper-based notebook • Integration with Outlook allows email to be added to notebooks and notes can be embedded in appointment invitations • Easy-to-use and synchronize for multi-user editing • Tables in OneNote can be sorted • Users can write anywhere on the page, and/or add images, videos, screen snips, or documents ALTERNATIVES TO EXCEL SharePoint List Keep track of information Use metadata, filters, and integrate with other applications Why this tool is optimal: Use SharePoint Lists • PowerApps can be used to automatically add list items • Unique permissions can be set on each row • Earlier versions of a list can be restored • Alerts can bet set so you can be notified of changes • Lists can be accessed more quickly than in Excel spreadsheets ALTERNATIVES TO POWERPOINT Microsoft Stream Video Any video that needs to be consumed within the company with privacy that can be adjusted to allow personalized access Why this tool is optimal: More about Microsoft Stream • Enterprise video enables knowledge sharing and easier communication • Videos are hosted in Stream much like YouTube • Extra pooled video storage is made available to enterprise users who use Stream over SharePoint or OneDrive video storage • Videos can easily be embedded in almost any internal communication • Video transcript can be automatically added • Closed Captions can be turned on or off [email protected] +1 (469) 646-4038 www.crayon.com 12221 Merit Drive Dallas, TX 75251.
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