Microsoft Teams Communication Policy

Phase 2 - Implementation

Vlad Savin
Business Development Executive

Department:
Business Development/Marketing

Date:
August.2019
Microsoft Teams Communication Policy
Structure:

1. What is Microsoft Teams

2. Benefits
3. Sign-in Process
4. Operation Instructions
5. Users and Permissions
6. Communication Policy
7. Roll-out Plan
What is Microsoft Teams?

It is a chat-based collaboration and communication workspace

from Microsoft Office 365. Microsoft Teams is integrated
seamlessly into the Office 365 productivity suite, and features the
capabilities of meetings, notes, chats, attachments, and various
Microsoft & non-Microsoft extensions.

What is the ultimate benefit?

It brings simplicity to teamwork by sharing, collaborating,
communicating, under one platform.

Who uses Microsoft Teams?

Since its rollout in March of 2017, the adoption of Microsoft
Teams has grown from 50,000 organizations to 200,000
organizations.
 Benefits Microsoft Teams:

1. Declutters email and reduces endless email threads, by transforming

the information exchange into a clear conversation;

2. Instant message one-to-one or with a group, hop on a video call, or

share a screen for fast-paced decision making;

3. With the digital equivalent of an open office space, your team can
connect through personalized GIFs, stickers, and likes;

4. Team collaboration through dedicated channels and topics which

makes the conversation seamless and organized

5. Conversation channels: You can dedicate chat channels to certain

topics which makes it far easier and more likely to keep messaging on a
topic and resolve problems faster without distraction;

6. Take conversations anywhere. Work together as a team from anywhere and

with more flexibility.
 Sign-in Process Microsoft Teams:

1. HR/Admin will send over an invitation to your Domicile

email address, inviting you to sign-in on the platform;

2. Clicking on the email invitation will open your default

Internet Browser and the sign-in window will appear.

3. Sign in with your Name and Domicile email, select a

password of choice, easy to remember and different
than the password for your email address;

4. After your Microsoft Teams account is created, open the

Microsoft Teams desktop application from your work
computer/laptop and log-in using your credentials: email
and chosen password.

5. Now you are logged-in and ready to chat with your

coworkers and Domicile teams.
Microsoft Teams Operations Instructions:

Each Head of Department/Team Leader creates

her/his own team inviting the team staff onboard
by sending an invite from the software. Domicile Departments : Teams

Then, under each Team, the department head will • Accounting 1

• Accounting 2
create Channels, to bring clarity and structure
into the team conversation. • Accounting 3
• Payroll Consulting Services
• People and Culture & Admin
Channels can be one of the following: Projects in
works, Client jobs, Client names, Reports and • Licensing
• Advisory
information, Deadlines, Important
Announcements, General and/or others. • Internal Finance
• Marketing & Client Coordinator
• BD
• Hanoi team
• Danang team
Teams Channels:
• General – main discussion
channel in each Team
• Clients x, y, z
• Projects a, b, c
• Important
• Etc
• Additional channels specific for
each department and Team
 Operations Instructions: Visual
Search Bar Profile Settings

Public
Organization
Team Conversation in BD
Team: General Channel

BD Team

Marketing Team
Reply function

Team Channels

Conversation Team Chat

Create Teams
 Microsoft Teams Operations Instructions:

Domicile Teams:

• Accounting 1
• Accounting 2
• Accounting 3
• Payroll Consulting Services
• People and Culture & Admin
• Licensing
• Advisory
• Internal Finance
• Marketing & Client Coordinator
• BD
• Hanoi team
• Danang team
Microsoft Teams Operations Instructions:

Domicile Teams Channels

• Accounting 1 Teams Channels:

• Accounting 2
• Accounting 3 • General – main discussion channel in
• Payroll Consulting Services each Team
• People and Culture & Admin • Clients x, y, z
• Licensing • Projects a, b, c
• Advisory • Important
• Internal Finance • Etc
• Marketing & Client Coordinator • Additional channels specific for each
• BD department and Team
• Hanoi team
• Danang team
Microsoft Teams
Conversations in Channels:

Any team member can write and share information

inside the teams, in the relevant channels.

When writing in the channels, the other team members

will not be disturbed by a notification and will only see
the Unread Channel Conversation in Bold.

When writing in the channel and you want to dedicate

the message to a specific staff or show that it is
important, you will mention the staff name using
@staff_name. This way, the mentioned staff will receive
an immediate notification.
Microsoft Teams Conversations in Private Chats:

Any team member can write and share

information inside the teams, in private
chats with specific staff.

Go on the chat function on the left of

the screen and start a conversation
with a colleague by clicking here

Video, Audio call conference are

available.

Screen-sharing is available and works

seamless.
Operations Instructions : Hiding Channels

Any team member can set the notifications level for

each channel and hide channels within the team they
are part of, depending on the relevance of the channel
for their work.

For example, if certain channels are NOT related to your

work and you are not involved in them (ex certain clients
or projects) you can choose to HIDE the channel and it
won’t appear in the main Team channels bar on the
platform.

This way, you can be focused only on the work and

projects you are involved in.
Operations Instructions : Public Channels

Under Domicile Organization, there is a list of public

channels dedicated to communication related to
relevant topics for the company, where all Domicile staff
can be involved.

Any team member can set the notifications level for

each channel, depending on the relevance of the
channel for their work.

The teams can interact with each other within these

public channels, posting information about their work
and other issues
 Delete files
Once a week, the Owner of the Team
will Delete the transferred files from
the team’s channels, as we are
currently using the FREE version
which has 10GB storage per
organization.

Microsoft Teams will NOT be used as

a primary Storage file software (we
have OneDrive for that), but as a
communication tool with enhanced
capabilities.

Files transferred between staff must

be used ONLY within the dedicated
Team’s Channels, so the team can be
involved in the work processes.

If Staff sends files in Private

Conversations, they should be
deleted one by one at the end of
each week.
Users and Permissions Microsoft Teams:

Team Owner Team Member

Create team Yes1 No
Leave team Yes Yes
Edit team name/description Yes No Within Microsoft Teams there
are two user roles: owner and
Delete team Yes No member. By default, a user
who creates a new team is
Add channel Yes Yes2 granted the owner status ..
Edit channel name/description Yes Yes2
Delete channel Yes Yes2
Add members Yes3 No4 The table shows the difference in
permissions between an owner and a
member.
Request to add members N/A Yes5 1 Team owners can create teams unless

they've been restricted from doing so

Add tabs Yes Yes2
3After adding a member to a team, an
Add connectors Yes Yes2 owner can also promote a member to
owner status. It is also possible for an
Add bots Yes Yes2 owner to demote their own status to a
member.
 Default Permissions Microsoft Teams:

1. Heads of Departments Team Leaders are assigned Owner role and

have to create their own team and channels.

2. The rest of the Staff are assigned Member role and have to be invited
by Owners to be part of Domicile relevant teams.

3. Owners and Members will automatically be part of the Public

Domicile Corporate Services Team, having access to all the relevant
Channels.

Assign a user role

To assign a user role, in Teams, select the team name and click More
options > Manage team. On the Members tab, you can add members and
choose owners.

Assisting International Investors to Succeed in Vietnam

Communications Policy Microsoft Teams:
When staff join Domicile: IT Support installs the M. Teams app on their computer at Domicile, creating a fixed
shortcut on the desktop, for easy access, and setting the application to open automatically and run in the background;
subsequently, HR/admin sends out the email invitation for the staff to join the platform.

When staff leave Domicile: HR/admin with support of IT will deactivate the staff account and remove them from the
Domicile organization. [access users from the Domicile Organisation / Manage Team / Remove Member.

Teams will be used by all staff as the Secondary Official Communication Platform in Domicile, after the Primary Email
communication.

When to use Microsoft Teams – Informal communication level:

- Informal chat platform for Sharing information about current projects
- Sharing informal pdf files, pictures for viewing
- NOT for sharing: working live word/excel/powerpoint documents, these will be sent out through email
- Team based communication on client and internal projects
- Video/audio calls or conferences between staff
- Microsoft Teams will NOT be used as a primary Storage file software (we have OneDrive for that), but as a
communication tool with enhanced capabilities.

When to use Email – Formal communication level:

- Sharing formal / official communication and documents of the company, used for client interaction and official
internal documents : Els, Proposals, Letter of Advice etc
Roll out plan Microsoft Teams:
Training week: 12-17 August 2019
Domicile Teams Roll-out
Duration: 60 minutes
• Accounting 1
Monday:
• Accounting 2
• Accounting 1
• Accounting 3
• Hanoi Team
• Payroll Consulting Services
• People and Culture & Admin
Wednesday:
• Licensing
• Payroll Consulting Services
• Advisory
• People and Culture & Admin
• Internal Finance
• Advisory
• Marketing & Client Coordinator
• BD
Friday:
• Hanoi team
• Accounting 2
• Danang team
• Accounting 3

IT support will install M. Teams software on all domicile computers within the week of 12-
17 August.

Q&A and feedback usage training schedule 1 month alter, for all teams of Domicile
16-20 September 2019
 THANK YOU
www.DomicileCS.com
VLAD SAVIN
vlad.savin@domicilecs.com