ModernBiz Technology Mentor - My top 10 tips for Skype for Business
One trait of a successful businesses is good communication. Without effective communication, a message can turn into misunderstanding, frustration, and big headaches. Communication is the process by which we share information between individuals or groups of people. It is a process where we try as clearly and accurately as we can, to convey our thoughts, intentions and objectives. Microsoft offers tools to help small and medium sized businesses be successful by delivering best in class communications that can help win new customers, manage suppliers and build strong relationships between employees. As your ModernBiz Technology mentor, my recommended communication tool is Skype for Business and these are my #BizBoffin top ten tips and tricks for using this tool to your advantage.
1. Quickly find contacts you connect with regularly
Using the search box, you can find people in your organisation or those outside of your organisation who use Skype quickly. Right click on them and choose 'Add to Contact List' so you can search for them quickly when you need to connect.
2. Messaging
Double Click someone on the contacts list and start typing - it really is as simple as that!
3. Presence
You can easily see if someone is available or busy with the useful traffic light colours! Green means they are free, yellow means they are away from their device and red means they are busy. You can also see any extra details - for example whether they are on holiday, or they are travelling. This makes it really easy to identify the best form of communication with this person. For example, if they are green then they are likely to be available to meet over video, and if they are red it might be better to send an instant message so they can respond when they are available.
4. Make a phone call
If you want to make a call, you can do this from your device. Hover over someone in the Contacts list in your Skype for Business application, click the Call button. Or if they are not in your Contact list you can simply use the dial pad to type in their number.
5. Meet face to face over video call
Body language and facial expressions play an important part in good communication. Click the Video button whilst on an IM or call (or even from the Contact list). You can also preview yourself so you can check your hair before you start!! You can also use the IM windows whilst holding a video meeting so guests can make comments or share feedback in the message window if they wish to.
6. Schedule a meeting
Using Outlook, you can schedule a Skype for Business meeting. Click on the time you want to schedule the event. Click New Skype Meeting and invite your guests. You can meet with up to 250 people even if they are not on Skype for Business. All they need is phone or internet connection. Click on the More Options button bottom right and you can quickly click to record your meeting and share with your guests after the meeting. The red recording dot will appear to advise you and meeting attendees that the session is being recorded.
7. Share your documents
Optimise meetings by sharing documents and collaborating on materials. Simply click on the Present button and you can share your desktop or a particular document. You can also preload resources into your scheduled meetings so guests can browse the materials before, during or after the meeting. Click on the Present button and Add Attachment. If you are taking notes you can also share these with your attendees. Click on the Present button and My Notes or Shared Notes to add these.
8. Set call forwarding options
Call forwarding lets you define how you want Skype for Business to handle incoming calls when you're away from your work phone or when you want someone else to take your calls. You can reset your Call Forwarding options at any time by clicking the Call Forwarding button drop-down at the bottom of the Skype for Business main window.
9. Add a participant
Ever been in a meeting where you were asked a question but didn’t know the answer? With Skype for business you can quickly add a participant with the clikc of a button. Click on the Invite more People button top right, and either include them using their name or phone number. They will be notified that you are inviting them into your conversation or phone call and can choose whether to accept or decline. No more wasting time waiting to make decisions or provide the accurate answer!
10. Keyboard shortcuts
Keyboard shortcuts are combinations of two or more keys that, when pressed, can be used to do a task that would typically need a mouse or other pointing device. Tab and Shift+Tab are common ways of moving through any UI. Tab moves through the UI usually left to right, top to bottom, whereas Shift+Tab moves through the UI in the reverse order. Use these keyboard shortcuts when the Skype for Business main window is in the foreground.
Ctrl+1 Move to the Contacts list tab.
Ctrl+2 Move to the persistent chat tab.
Ctrl+3 Move to the Conversation list tab.
Ctrl+4 Move to the Phone tab.
Ctrl+5 Move to the Meetings tab.
Ctrl+1 or Ctrl+Shift+1 As a delegate, transfer a call to someone else’s work number.
Alt+Spacebar Open the System menu. Alt opens the menu bar.
Alt+F Open the File menu.
Alt+M Start Meet Now.
Alt+T Open the Tools menu.
Alt+H Open the Help menu.
Find out more about Skype For Business and the benefits to your business.