How to use Microsoft Teams to effectively prepare for a meeting

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Think of the amount of meetings you have in a week… many of them! According to Bain & Company’s Time Management study from 2014, 15% of an organization’s collective time is spent in meetings. It is estimated that senior executives spend 50% to 75% of their time in meetings with each other.

It could be a massive problem, but Teams offers a simple solution.

What we can do differently? Maybe better? Our time is one of the few resources we can control. Microsoft Teams helps us and offers some great functionalities to use in order to reduce stress and time we spend for a meeting preparation.

It is not a big problem if you need to invite only few people, but what happens when the meeting is required for 100, 200… people? You need to send all invitations, share relevant documents and present the agenda of the meeting for a huge amount of collegues.
Hence, without any doubt, preparation for a meeting requires time. However, Microsoft Teams can help you and other members of the meeting spend less time for a functional part of the preparation and have more time for content part.

Let me show you a fast way how to send meeting invitations using Teams channels.

1. Go to your Teams, select Meetings on the left side of the navigation row, click on ‘’Schedule a Meeting” at the bottom of the screen.

2. Select the right channel within your team. This ensures that all users that are in this channel will receive an invitation for the meeting. Also add a title, select the location, time of the meeting, present the agenda and objectives.


3. By selecting the channel, you do not need to send invitations for every person individually and manually. All participants will receive an invitation and notification in their outlook app and within Teams.

What is more, those participants that can not attend the meeting at a given location, they can do it virtually!

How? Every invitation that was sent has the link “Join Microsoft Teams Meeting” to directly join the video call within Teams that will be active during the time of the meeting.

By joining the meeting in Teams, all participants can access all the files and documents that are in the channel and relevant for the meeting. In this way, all employees can be well prepared for the upcoming meeting in advance.