Week #17 Communicate effectively on Microsoft Teams

1. Reading

In today’s digital workplace, Microsoft Teams has become a central tool for communication and collaboration. To use it effectively, it’s important to understand the nuances of digital communication. This article will cover key aspects to help you improve your interactions on Microsoft Teams.

Initial Tips to Communicate on Microsoft Teams

First, it's essential to follow some basic guidelines. 

1) Do be concise and clear—long messages can overwhelm. For example, instead of writing:

“Hi team, I wanted to let you know that the project we are working on is due next week, and I was just wondering if everyone has completed their parts and if there’s anything that we need to discuss in our upcoming meeting.”

Consider saying:

“Hi team, a reminder that our project is due next week. Please confirm if your parts are complete. Let’s discuss any issues in our upcoming meeting.”

2) Use @mentions to direct your message to specific people, but don’t overuse them. For instance, use @JohnDoe if you need John’s input specifically but avoid tagging everyone unnecessarily.

3) Do organize your ideas in bullet points or numbered lists when needed. For example:

• Project deadline: Next Wednesday
• Review session: Monday at 10 AM
• Action items: Send me your updates by Friday

4) Don’t send too many individual messages for a single topic; instead, consolidate your points in one message.

Parts of a Microsoft Teams Message

An effective message should include three key parts: the greeting, the main content, and a closing.

Greeting: Start with a friendly greeting. For example, “Hello team,” or “Hi Sarah,”.

Main Content: Get straight to the point—be clear about the subject of your message and any necessary actions. For example:

“Hello team, please remember that our project is due next week. Make sure you submit your sections by Friday.”

Closing: A polite closing maintains professionalism and encourages replies. For example, “Thanks for your cooperation,” or “Looking forward to hearing from you.”

Tone and Style in Microsoft Teams Communication

When choosing your tone, consider the context and your relationship with the recipient. In formal settings, it's better to be direct yet respectful. Use polite language like "Could you please review this document?" or "Would you mind providing your feedback?"

Be cautious with humor—it can easily be misunderstood in written communication. For example, instead of saying, “I hope this doesn’t put you to sleep,” you might say, “I appreciate your attention to this matter.”

The tone should be professional, but you can adopt a more relaxed style with colleagues you know well. For instance, using “Hey everyone!” is appropriate in a casual team chat.

Choosing the Right Language for Microsoft Teams

Avoid passive voice; it can make your message unclear. Instead of saying:

“The report was completed by me,” use active voice: “I completed the report.”

Ensure that you use consistent terminology, especially if you’re communicating within teams or departments. For example, if your team refers to “weekly sync-ups,” consistently use that term instead of switching to “weekly meetings.”

Also, avoid using idiomatic expressions, as they can be confusing for non-native speakers. For example, instead of saying, “Let’s not beat around the bush,” you could say, “Let’s get straight to the point.”

Tips for Effective Microsoft Teams Interactions

Effective interactions on Microsoft Teams rely on etiquette. Respond to messages in a timely manner and acknowledge when you’ve seen a message. For instance, you can reply with “Got it, thanks!” even if you don’t have an immediate response.

Be mindful of tone, especially in fast-paced conversations. Use reactions (such as the thumbs-up) to show agreement or acknowledgment without cluttering the chat. For example, instead of writing “I agree,” simply react with a thumbs-up emoji.

Monthly Review #4: Lessons Learned

A continuación dejo algunas lecciones aprendidas en este mes:

• Más uso de la IA para potenciar mi aprendizaje de Inglés. El uso de ChatGPT para practicar conversaciones y el uso de ElevenLabs para generar voces humanas a partir de texto (para practicar shadowing) han sido de mucha utilidad para mantenerme constante con el aprendizaje del idioma.
• Al no disponer de muchas horas de estudio es recomendable acostumbrarme a consumir la mayor cantidad de contenido en inglés (podcasts, books, articles, music, magazines, movies, series, etc.) de cara a lograr una inmersión con el idioma. 
• Los momentos más productivos donde siento que estoy aprendiendo son aquellos relacionados con la producción del lenguaje (speaking and writing). Seguir practicando.

Links

• Input and output in second language acquisition

Week #16: Handle difficult situations in emails

1. Reading

Navigating tricky situations via email can be a challenge, especially in professional settings. Whether it's delivering feedback, saying no, or addressing an urgent issue, it’s essential to approach these situations with care. Here are five strategies to help you handle difficult situations in emails effectively.

Use the Right Tone in Work Emails

Tone is critical in written communication because emails lack the non-verbal cues of face-to-face conversations. To avoid misunderstandings, keep your tone polite and professional. Avoid sounding overly aggressive or too casual. Use neutral language and soften statements with phrases like "I understand your concern" or "I appreciate your input." This helps create a positive, collaborative atmosphere, even in challenging discussions.

Give Constructive Feedback Over Email

Giving feedback via email can be sensitive. To make it constructive, focus on the issue, not the person. Be specific about what needs improvement and offer suggestions for how they can make changes. It's helpful to use a "feedback sandwich" approach: start with a positive remark, deliver the constructive feedback, and end on a supportive note. For example: "You did an excellent job organizing the event. One area to work on might be time management, as we noticed some delays. I’m confident you’ll improve this in future projects."

Say No and Recommend Alternatives

Sometimes, it’s necessary to decline a request, and doing so tactfully is important. Instead of a blunt "no," offer an explanation and suggest alternatives if possible. For instance: "Unfortunately, I won’t be able to complete the report by Thursday due to other commitments. However, I can have it ready by Monday, or if it’s urgent, perhaps someone else from the team can assist." This shows that you're still trying to help, even if you can't meet the original request.

Send Urgent Emails and Get More Responses

When an email is urgent, make sure to signal its importance clearly in the subject line and early in the message. Use phrases like "Action Required" or "Urgent Request" in the subject, and in the body, explain why the matter needs immediate attention. Be concise, but don’t sacrifice clarity. Additionally, consider following up with a brief call if the situation is truly time-sensitive.

Apologize in Emails

There may come a time when you need to apologize over email, whether for a mistake or a misunderstanding. In such cases, acknowledge the error directly, take responsibility, and offer a solution if applicable. Keep your apology sincere and avoid making excuses. For example: "I sincerely apologize for missing the deadline. It was due to an oversight on my part. I will ensure this doesn’t happen again and will deliver the completed work by tomorrow." Ending with a positive action reassures the recipient that the issue is being handled.

Week #15: Introduction to strong professional emails

I. Reading

Effective email communication is crucial in the business world. In this article, we’ll explore key elements that contribute to writing strong professional emails.

Template for Strong Business Emails

A well-structured email should be clear, concise, and polite. Start with a professional greeting, clearly state your message, and end with a call to action or polite closing. Here’s a basic template to guide you:

1. Greeting: Address the recipient formally.
2. Body: Keep your message focused on one topic.
3. Closing: Use a polite, action-oriented ending.

The Right Way to Start an Email

The beginning of your email sets the tone. Use formal greetings such as "Dear [Name]" or "Hello [Name]" depending on your relationship. Avoid informal openers like "Hey" unless the context is casual.

Essential Phrases for a Clear Email Message

To ensure clarity, use phrases that are polite and direct. For requests, you can say: "Could you please…" or "I would appreciate it if…" To offer additional information, use: "Please find attached…" or "For your reference…"

Email Endings that Get Results

Your closing should be professional and encourage a response. Use statements like: "I look forward to your response" or "Thank you for your time." End with sign-offs like "Best regards" or "Sincerely" to maintain a polite tone.

Make Your Emails Easy to Read - Format and Subject Line

Formatting is key to readability. Use short paragraphs, bullet points, and clear spacing to help the reader follow your message. The subject line should be concise and relevant, such as "Meeting Follow-Up" or "Project Update."

By following these guidelines, you’ll be able to write strong, effective emails that communicate your message clearly and professionally.

Examples

Email 1: Sprint Planning Meeting Request

Subject: Sprint Planning Meeting Request for [Project Name]
Dear [Recipient's Name],
I hope you're doing well. I would like to schedule a meeting to plan the upcoming sprint for [Project Name]. Could you please confirm your availability for a 30-minute session on [Date]?
The goal of the meeting will be to finalize the tasks for the next sprint and allocate resources accordingly. If this time doesn't work for you, feel free to suggest an alternative.
Looking forward to your response.
Best regards,
[Your Name]
[Your Role]

Week #14: How to give a presentation showing data and figures

Reading

When giving a presentation that involves data and figures, the key is to present the information clearly and effectively. Start by understanding your audience. You need to tailor your content to their level of knowledge. Avoid technical jargon if they aren't familiar with it, and focus on the most important data points that matter to them.

Begin your presentation with an overview of what you're going to discuss. It's important to highlight why the data is relevant and how it ties into the overall objective. Keeping this purpose in mind will help you stay focused.

When you present data, always visualize it. Charts, graphs, and tables can make complex information easier to understand. Visuals are especially helpful for large sets of numbers because they allow your audience to quickly grasp the patterns and trends. However, be careful not to overload slides with too much information. Each slide should focus on one major point.

Another key aspect is to explain the context behind the data. Numbers alone don't tell the whole story. Help your audience understand what they mean and why they are important. For example, if you're presenting sales figures, explain how they compare to previous months or years and what factors influenced the results.

Pacing is also critical. Don't rush through the slides. Give your audience time to absorb the data, and pause between sections for questions or clarifications. It’s helpful to have a narrative that ties the data together, so it doesn’t just feel like a series of disconnected numbers.

Lastly, be prepared to answer questions. When presenting data, people often want more details or clarification. Make sure you understand your data well enough to provide deeper insights or explanations when needed.

Effective data presentation combines clarity, relevance, and context. By focusing on these elements, you'll help your audience not only understand the figures but also see their significance.

Vocabulary

1. Tailor: You need to tailor your presentation to suit the audience's knowledge level.
2. Jargon: Avoid technical jargon if your audience is not familiar with it.
3. Overview: Start with an overview of the key points you will discuss.
4. Visualize: Data is easier to understand when you visualize it with graphs or charts.
5. Patterns: Graphs help the audience quickly identify trends and patterns in the data.
6. Context: Always provide context to explain what the data means.
7. Absorb: Give your audience time to absorb the information you present.
8. Narrative: Create a narrative that connects the data points logically.
9. Insights: Be ready to offer deeper insights when asked for clarification.
10. Significance: Help the audience understand the significance of the figures presented.

Flaschards

Speaking

A presentation about Women in Tech