MS Teams Adoption Campaign

Last updated: February 20, 2024

Campaign overview

To lead the institutional alignment of our communications, we must start within our portfolio and lead by example. By standardizing communication channels for chat and video meetings within the VPFO to MS Teams, we will improve the way we communicate internally and encourage collaboration. This internal communications and engagement campaign was created to help transition the VPFO to fully adopt MS Teams as the standard platform for internal chat and virtual meetings.

Frequently asked questions (FAQs)

The goal is to have the VPFO fully adopt MS Teams by the end of the calendar year (December 31, 2023). Many groups are already using MS Teams for chat, but it will take some time to transition over to MS Teams video meetings. There are also groups who have already fully embraced MS Teams for both chat and virtual meetings. Simply put, if you are trying to reach someone in the VPFO, you should aim to, and be able to, reach them on MS Teams.

The VPFO Communications & Engagement team will be working with the VPFO administrative team to brainstorm a solution for meeting room spaces that may not be properly equipped to run MS Teams. The VPFO Communications & Engagement team is also working with UBC IT to provide training to the portfolio.

There may be some time required to learn how to use MS Teams and there may be a learning curve. The VPFO’s decision to standardize communication platforms by moving internal chats and video meetings to MS Teams is gradual and will take place over the remainder of the year.

Sometimes MS Teams may not fit your project needs, so it’s okay to use Zoom or other platforms when interacting with external parties or even in meeting room spaces not currently equipped for MS Teams. However, it is expected that MS Teams be used for internal VPFO chats and video meetings as much as possible.

MS Teams has a wide set of tools and functionality and many of its features are similar to Zoom. Although it may not have every exact feature that Zoom has, there are comparable features that can be used to create a similar result.

Yes! The VPFO Communications & Engagement team is working with UBC IT to confirm training dates. Stay tuned for more information.

MS Teams is not replacing any current collaboration tools, such as Zoom. We are adopting MS Teams to make it easier to contact staff from across the VPFO and to standardize communication platforms.

Zoom will still be available and can be used for situations where MS Teams may not fit your needs. However, the expectation is for all VPFO staff to be accessible via MS Teams chat.

The VPFO Communications & Engagement team will be working with the VPFO Administrative team to brainstorm solutions for meeting room spaces that may not be equipped to run MS Teams. We hope to have a viable solution available by the end of the calendar year.

For now, if your meeting is on MS Teams and you are using a meeting room that is not set up for Teams, you may work around this issue by connecting a computer to the screen and using the computer’s webcam as the conference camera by placing it at the end of the table. Please note that the computer will be used for its camera and the computer’s interface will be pointed to the audience. This may not be the best solution for your meeting and in this case, using Zoom for your meeting may be a good option until the meeting spaces are better equipped.

At this time, the adoption is only for chat and video meetings in MS Teams. File storage is unique from department to department, and strategies must be developed based on a department’s needs. We ask that you use MS Teams for chat and internal video meetings as much as possible going forward.

MS Teams Training for the VPFO

VPFO MS Teams Basic Training Webinar Recording

The VPFO MS Teams Basic Training webinar was held Tuesday, October 24. Please see below for a recording of the training.

 

VPFO MS Teams Advanced Training Webinar

The VPFO MS Teams Advanced Training webinar was held Tuesday, November 7. Please see below for a recording of the training.

MS Teams resources

Interested in learning more? Here are some resources that can help you with setting up MS Teams to fit your preferences and workflows:

New to MS Teams? Use this guide to learn the basics and the terminology used within the platform (CWL required).
MS Teams Get Started Guide [LINK]
In this training portal, you will find information about MS Teams specific to UBC staff (CWL required).
MS Teams for UBC Staff [LINK]
Watch this video from UBC IT and learn the basics of MS Teams (CWL required).
Basics of MS Teams Video [LINK]
Learn helpful tips and tricks on how to use MS Teams. This resource offers basic training and best practices.
Helpful Tips and Tricks for MS Teams [PDF]
Review UBC IT’s Frequently Asked Questions (FAQs) about MS Teams.
Frequently Asked Questions [Link]
MS Teams and Zoom offer various features. Check out this comparison chart to learn more.
Comparison chart [PDF]
HOW-TO VIDEO: Start 1:1 or group chats, and how to pin popular chats for quick access
HOW-TO VIDEO: Tips for better Teams meetings
HOW-TO VIDEO: Join a Teams meeting
HOW-TO VIDEO: Join a Teams meeting
HOW-TO VIDEO: Create breakout rooms
HOW-TO VIDEO: Use a whiteboard
HOW-TO VIDEO: Check your audio settings
HOW-TO VIDEO: Practice meeting features

Campaign assets

From October to December 2023, weekly campaign assets will be added to this section for easy downloading and sharing. Click on the poster image below and print on legal paper (8.5″ x 14″). Please check back weekly to see the new posters for VPFO offices. Digital signs and a newsletter campaign will accompany these posters. Thank you for your support!

October 16-20, 2023 October 23-27, 2023 October 30-November 3, 2023 November 6-10, 2023
November 13-17, 2023 November 20-24, 2023 November 27-December 1, 2023 December 4-8, 2023

Poster with white background

Poster with white background

Poster with white background

Poster with white background

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