How to Use Microsoft Teams Meetings More Efficiently

Microsoft Teams Meetings have become essential for modern workplaces—whether you're working remotely, in a hybrid setup, or collaborating across global teams. But being truly effective with Teams goes beyond simply clicking “Join Meeting.” Below is a comprehensive guide to help you and your organisation get the most out of every Teams Meeting.

🔹 1. Before the Meeting: Set a Clear Agenda & Prepare Materials

📌 Schedule in Advance
Use Outlook or Teams Calendar to schedule meetings, add a descriptive title, and provide a clear agenda.

📎 Upload Resources Early
Attach any necessary files—presentations, documents, or links—directly in the calendar invite or relevant Teams channel.

⏰ Enable Reminders
Use Teams’ built-in reminders to keep everyone on schedule, especially important for cross-time-zone coordination.

🔹 2. During the Meeting: Use Built-In Collaboration & Control Tools

🧠 Leverage Microsoft Whiteboard
Perfect for brainstorming sessions and collaborative workflows.

🎥 Record & Transcribe Automatically
Enable real-time transcription and recording so no detail is missed and everyone can catch up post-meeting.

✋ Use the Raise Hand Feature
Helps maintain order and prevents interruptions in large group settings.

👥 Breakout Rooms
Great for small group discussions during training or ideation workshops.

🖥️ Share Content Wisely
Use “Share Window” rather than “Share Screen” for professionalism and privacy.

🔹 3. After the Meeting: Follow Up with Summaries & Task Assignments

📄 Save Recording & Transcripts
Teams stores your meeting content automatically—perfect for future reference.

📝 Use OneNote or Teams Wiki for Minutes
Centralised storage of meeting notes makes access and collaboration easier.

📋 Assign Tasks with Planner or To Do
Quickly transform ideas into action items and follow up with clear ownership.

🔹 4. Enhance the Experience with Certified Devices

For meeting rooms, especially in hybrid and in-office environments, hardware matters. Choosing the right Microsoft Teams Rooms-certified devices ensures better video, audio, and control.

🔸 Small Meeting Rooms (2–6 people)

Yealink MeetingBar A10: Compact, plug-and-play all-in-one video bar
Yealink MeetingBar A40: Upgraded AI tracking with high-quality audio

🔸 Medium Meeting Rooms (6–12 people)

Yealink MeetingBar A30: Dual-camera AI-driven auto-framing
Yealink MeetingBar A40: Upgraded AI tracking with high-quality audio

🔸 Large Meeting Rooms (12+ people)

Yealink MVC860: Powerful PTZ camera and scalable mic support
Yealink MVC S90: Multi-camera support for professional Pro AV environments

❌ Common Mistakes to Avoid

Mistake	Why It Hurts
No clear agenda	Meetings run long or off-track
Poor audio/video devices	Distracts participants and reduces focus
Not using “Mute”	Background noise ruins the experience
No follow-up	Action items get forgotten
Using personal devices in-room	Echo and technical issues occur

✅ Quick Best Practices Checklist

Step	Action
Before Meeting	Upload files, define agenda, use calendar invites
During Meeting	Use Whiteboard, record, manage speaking order
After Meeting	Transcribe, assign tasks, review outcomes
Hardware	Match device to room size and platform
Platform	Use Microsoft-certified Teams Rooms devices

Want to explore tailored Microsoft Teams Room deployment with Yealink? Browse our Teams Solutions Catalogue or contact us for a bespoke consultation.

Tips:This article is for reference only. Please visit the Yealink product details page to learn more about products and application scenarios, or contact us for further assistance.

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