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Definitive Guide to Using Microsoft Teams for Content and Pursuits Libraries

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Definitive Guide to Using Microsoft Teams for Content and Pursuits Libraries Definitive Guide to Using Microsoft Teams for Content and Pursuits Libraries www.qorusdocs.com 1 Contents Introduction 3 Overview 4 How to use this guide 4 Setting up your content library in Teams 5 Setting up your Pursuits Library in Teams 8 Connecting the two, using Qorus 11 About Qorus Software 15 www.qorusdocs.com 2 Introduction a problem! Regardless of your current scenario, using Qorus with Teams can immediately boost collaboration between your content marketing and sales functions and make accessing the latest, most relevant materials easier for At Qorus, we work closely with Bid, Proposal, and Sales teams around the world. everyone. They often turn to us for help and advice on how to quickly prepare targeted, engaging proposals. They also want to make sure that their Bid Managers, Business Developers, and subject matter experts (SMEs) can locate and use content efficiently and collaborate remotely on documents. Remember, the ”nirvana” of building and maintaining fully integrated Organizations that are coupling Qorus’ proposal management software with Content and Pursuits Libraries isn’t achieved overnight, or through one Microsoft Teams are bringing their very best minds together to boost their remote giant leap. It’s usually an iterative journey, but regardless of the nature teams’ ability to create proposals that win deals, faster. or size of your business, you need to start somewhere. By blending Teams’ person-to-person collaboration capabilities with Qorus’ advanced intelligence, you can: We asked Glen Pankhurst, Strategic Customer Success Manager at Qorus, to • Drive greater alignment and collaboration among remote teams share some simple steps to laying a foundation for more powerful and productive • Draw on approved, well-thought-out content teamwork, using these platforms. We hope you’ll find this guide helpful and encourage you to share it with your • Leverage data-driven insights for continual, iterative improvement colleagues, clients, and wider network. We’d also like to invite you to see Qorus in Bringing these capabilities to life involves three key steps: action via our demo that you can check out here. • Building a single center of excellence to access, search, manage, and update If you have any comments, questions, or suggestions, please share them with us your Content Library (which includes marketing assets and various items by emailing [email protected]. of corporate collateral) and Pursuits Library (which includes materials for sales pitches, RFX responses, and discrete projects), all using the powerful Best wishes, platform and functionalities provided by Teams, • Using Qorus to connect the two areas, and • Continually building on and refining your Libraries, over time. What you may not know, is that provided you have a Microsoft O365 subscription Jennifer Tomlinson that includes Teams, you already have everything you need to get started! Executive Vice President of Marketing Not all organizations have Content Libraries in place, or the dedicated resources to manage them. They also might not have a formal sales Pursuits Library. Each business has its own way of managing these functions today. But that’s not www.qorusdocs.com 3 Overview How to use this guide Most businesses have created Libraries where they store various types of content This guide aims to show you how you can start adopting best-practice approaches and materials: and activities – irrespective of your current content architecture. Our approach hinges on integrating these two Libraries into Teams and then using • One may be your Content Library which often includes various items of Qorus to connect them: corporate and marketing collateral. • Section 1 explains how to set up your Content Library in Teams. • Another could be your Pursuits Library which contains documents and data related to discrete client accounts and the materials sales teams use to • Section 2 explains how to set up your Pursuits Library in Teams. support pitches, proposals, and RFP content. • Section 3 explores how to connect the two, using Qorus. NOTE: You may not have these Libraries now, but they’re easier than you think to build as you go and connect via Teams. We’re here to help Once you start on a journey of integration and collaboration between these two The prospect of building an integrated platform can be daunting, but areas, you’ll immediately improve your Sales teams’ ability to create proposals that we’re here to assist you. Visit our Help Center, where you’ll find useful win deals, faster. tips and hints for creating an easy-to-use interface that serves the needs of all functions involved in content management and sales pursuits That’s because: within your business. We can also offer you a once-off engagement to help you set up these • Everyone has instant access to the documents and supporting collateral they platforms to be best leveraged for your business and assist you to need. connect them quickly, using Qorus. To find out more, contact us here. • In addition to Teams, the solution allows for seamless integration with Microsoft 365, including the Office suite, OneDrive, SharePoint Online, Dynamics 365, and Salesforce, which enables users to search multiple sources at once to locate the best content for proposals. Let’s get started! www.qorusdocs.com 4 Setting up your content library in Teams 3. On the next screen, click on Build a team from scratch. To begin, open your Teams application. 1. On the left-hand side, under the Teams option, you’ll see the existing list of teams to which you already belong. Scroll down to the bottom of the page and click on Join or create a team. 4. Next, specify whether to make your new team private or public. (If you select Private, you’ll need to invite people to join the team by email and only they will be able to view and access the contents of the Team. If you select Public, the team, and all its contents, will be visible to anyone within your organization.) 5. You’ll then be prompted to give your new team a name (for example, “Content Library”, and, if you wish, a description. Then click Create. If you’d selected to create a private team, you’ll now be given the opportunity to add your members. 2. On the screen that opens next, click the top left-hand box: Create team. 6. Back on the landing page, you’ll now see your newly created team appear in the list on the left-hand side. Next, click on the tab below it, called General. This channel displays a feed of any posts or activity made by any members of the team. www.qorusdocs.com 5 Now, let’s take a closer look at how to add additional tabs to your navigation bar, and populate their contents: Tip 7. On the top navigation bar under General, click on the Files tab. In here, you When it comes to folders and subfolders, less is more – that’s because can create your own folder structure, and name each folder according to the you want to avoid the same content living in multiple locations, as this type of content it will contain. Click on New and then select Folder to add as with will make it onerous to maintain the content and you’ll also run the many folders as you require. risk of not updating the content in all the places it’s stored. This could lead to unwelcome legal headaches! 9. Now you’re ready to upload your files. Within each subfolder, click on the Upload button on the top of the navigation bar. You’ll then be able to browse your computer and select the files – or even bulk-upload entire folders and the files saved within them. Simply click Open once you’ve selected the relevant content items and they’ll be copied into Teams, using exactly the same folder structures and naming conventions. All files are supported – there are no limitations to the file types that you can upload to Teams, and it’s safe to say that there are no real size limitations either. 8. Within each folder, you can create sub-folders to further categorize your content into more discrete buckets. Tip If you already have an existing, working content and folder structure on your computer, you don’t have to recreate this in teams – you can just upload the entire architecture, and all the content it contains, to Teams. www.qorusdocs.com 6 10. Once you’ve uploaded all your content, you can add additional functionality 12. You can then customize your view by adding columns or buckets such and tabs by clicking on the + [Add a tab] button on the top navigation as “To do”, “In progress”, and “Completed” to track and manage different bar in Teams. You’ll be taken to a store that contains a range of additional workflows, schedule meetings, and assign tasks and deadlines to specific applications that you can select to add to your team. Available applications team members. Tasks can be moved from column to column, as they include both Microsoft and non-Microsoft products, which you may or may progress through their lifecycle towards completion. You can also add other not already be using. Use the More apps button to search for and filter the details to each task such as checklists, priority levels, comments and links applications available in the Teams store by app type (such as “Productivity”, to any relevant attachments or files located in your Teams Content Library “Analytics and BI” or “Project management”.) folders, SharePoint, or external URLs. Tip 13. The application also gives you a snapshot overview of the current status All of the Microsoft applications you see may be used free of charge of all your tasks and projects by clicking on the Board, Charts, or Schedule (subject to any limitations on your current subscription plan).
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