Mastering Microsoft Teams: NEW Chats & Channels

"Change is hard at first, messy in the middle, and gorgeous at the end." That quote, often attributed to Robin Sharma, perfectly captures the whirlwind of emotions many of us felt when Microsoft announced its latest update to Teams. Combining Chats and Channels into a single view was like shaking up the snow globe of productivity. At first glance, it felt chaotic—like a step backward. But as with any new system, there’s a method to the madness.

In this chapter, we’re going to uncover:

1. Why Microsoft’s new approach could revolutionize your workflow.
2. The hidden dangers of mixing chats and channels—and how to avoid them.
3. A step-by-step strategy to customize Teams for maximum clarity and productivity.

By the time you’re done, you’ll not only embrace these changes—you’ll dominate them.

The Problem With Teams as We Knew It

Let’s be real. Microsoft Teams was both a gift and a curse. On one hand, it gave us a unified space for collaboration. On the other, it quickly devolved into a cluttered labyrinth of chats, files, and forgotten notifications. Every meeting generated a new chat, every project spawned a new channel, and somehow, the files you needed always ended up lost in OneDrive purgatory.

Sound familiar?

That’s what Microsoft aimed to solve with this update. By combining chats and channels, they hoped to simplify navigation. But here’s the kicker: simplicity isn’t the same as clarity. Without the right strategy, this update can lead to even more chaos.

Why “Chats and Channels” is a Double-Edged Sword

Imagine this: You open Teams on a Monday morning, ready to tackle the week. Instead of neatly separated areas for team collaboration and individual chats, everything is jumbled into one long list. Meetings from last week? Buried. Important project updates? Hidden. It’s like throwing all your office supplies into a single drawer and hoping for the best.

Here’s the truth:

• Chats are meant for quick, transient communication.
• Channels are built for structured, long-term collaboration.

When you mix the two, you’re at risk of losing files, mismanaging permissions, and—worst of all—wasting time trying to figure out where everything is. This isn’t just a tech problem; it’s a workflow problem.

But don’t worry—I’ve got you covered.

The 3-Step Strategy to Teams Success

Here’s how to turn Microsoft’s “one-view-to-rule-them-all” update into a productivity powerhouse:

Step 1: Customize Your Layout for Clarity

Microsoft now lets you:

• Reorder sections (drag and drop).
• Create custom groups for chats and channels.

This is your first line of defense against chaos. Start by:

• Dragging Teams and Channels to the top of your list. These should be your primary focus if you’re following the collaborative structure we outlined earlier in the book.
• Grouping chats into categories like “Projects,” “Clients,” or “Quick Updates.” This helps you focus on what matters most without losing track of smaller conversations.

💡 Pro Tip: Don’t be afraid to collapse sections. Out of sight, out of mind doesn’t mean forgotten—it means streamlined.

Step 2: Never Hide Inactive Channels

Microsoft introduced a setting to “hide inactive channels,” but here’s why that’s dangerous: Hidden channels mean hidden notifications. If someone tags the channel with an important update, you’ll miss it. Out of sight might lead to out of mind, but it also leads to dropped balls.

Instead:

• Keep all active channels visible.
• Regularly audit your channels to ensure they’re organized and relevant.

💡 Remember: Channels are your single source of truth. Files shared in a channel live in SharePoint, ensuring they’re accessible and secure.

Step 3: Set Notifications to Work for You

Notifications are like a double-edged sword: too many, and you’re overwhelmed; too few, and you miss crucial updates. Here’s the golden rule: Show notifications for mentions only.

To do this:

1. Go to your settings in Teams.
2. Under “Notifications,” select “Custom.”
3. Set mentions (both individual and channel) to appear as banners.
4. Turn off notifications for general activity like reactions.

💡 Advanced Hack: Encourage your team to use @mentions religiously. This ensures only relevant people are notified.

The Productivity Payoff

When used correctly, the new Teams layout can:

• Save hours every week by eliminating wasted clicks and searches.
• Prevent file and communication silos.
• Create a clear distinction between quick chats and collaborative workspaces.

But here’s the kicker: None of this matters if you don’t train your team to use it effectively.

Building a Team That Works Like Clockwork

This update isn’t just a tool—it’s an opportunity. If your team isn’t structured properly, you’ll find yourself constantly putting out fires instead of building something amazing. That’s why we’ve included a bonus training guide at the end of this chapter: The Ultimate Teams Playbook.

Inside, you’ll learn how to:

• Set up channels that align with your team’s goals.
• Train your team to collaborate efficiently.
• Avoid common pitfalls like using chats for long-term projects.

Embrace the New (Even If It Feels Weird)

Change is uncomfortable, but as entrepreneurs, we know that discomfort is where growth happens. Microsoft Teams isn’t perfect, but it’s powerful. With the right systems in place, this update can transform how your team communicates, collaborates, and creates.

So, what’s next? Dive into the bonus playbook, customize your Teams layout, and get ready to reclaim your time.

Because here’s the thing: Success doesn’t come from working harder—it comes from working smarter.

📖 Action Step: Go to your Teams settings right now and try the new combined view. Use the strategies in this chapter to customize it for your workflow. Trust me, your future self will thank you.

Learn More 👇