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

Week #13: How to make and deliver a professional pitch

Reading: Creating A Professional Pitch

Source: https://careerdesignlab.sps.columbia.edu/resources/creating-a-professional-pitch/

You will need a pitch to introduce yourself at professional meetings, in networking situations and at other gatherings where you want to make an impression. Your pitch is a brief summary of your background, your strengths and your career direction. It takes some upfront preparation to create a strong pitch, but once you have a strong pitch drafted, it can be used in a multitude of beneficial ways and adjusted depending on your audience and purpose. For your interviews, you will create a longer pitch or introduction tailored to the job.

What are the benefits of creating and using a pitch?

A pitch allows you to clearly outline your professional story and communicate it concisely to a new professional acquaintance. You will quickly and clearly get across who you are, your strengths and your direction. Adjust your pitch to the audience and the key messages you want to communicate. Prepare and practice your pitch in advance of any professional gathering so you will sound natural. Use your phone to record and time yourself.

What should go into my pitch?

Below is an example formula you can use to try to create your pitch, but you can absolutely use additional resources to come up with a pitch that resonates with you.

• One high-level sentence to summarize your functional areas of expertise and industry exposure
• One high-level sentence to summarize your unique strengths, values, perspectives or approaches
• One high-level sentence to outline your ideal direction (target roles and industries)

Example: I am a software developer with experience in .NET and Angular, specializing in scalable web applications. My strengths include problem-solving, performance optimization, and deploying high-quality code in Agile teams. I collaborate well with cross-functional teams to deliver innovative solutions. I’m seeking a role where I can leverage my expertise to contribute to impactful projects in a dynamic, growth-oriented company.

Vocabulary

1. Expertise: "I have strong expertise in developing web applications using .NET and Angular frameworks."
2. Frameworks: "My experience includes working with various frameworks, such as React and Vue.js, to build dynamic user interfaces."
3. Efficient: "I focus on writing efficient code that optimizes performance and reduces load times."
4. Scalable: "I design scalable systems that can handle growth and adapt to increasing user demands."
5. Innovative: "My innovative approach to problem-solving has led to the creation of several unique features in our applications."
6. Agile: "I thrive in Agile environments, where I can quickly adapt to changes and deliver iterative improvements."
7. Problem-solving: "I excel at problem-solving, whether it's debugging complex issues or optimizing code for better performance."
8. Collaborative: "I'm highly collaborative, working closely with cross-functional teams to ensure seamless integration of new features."
9. Deployment: "I have extensive experience in deployment, ensuring smooth transitions from development to production environments."
10. Optimization: "I consistently focus on optimization, making sure that applications run smoothly and efficiently at scale."

Study Flascards

Listening

Speaking

Links

• 11 actually great elevator pitch examples and how to make yours
• How To Give an Elevator Pitch (With Examples)
• How To Create A KILLER 30 Second Elevator Pitch (4 SIMPLE STEPS)
• How To Introduce Yourself In An Interview! 

Week #12: How to talk about project updates and blocks

Reading: Communicate clear project status updates to keep your team on track

Communication is a primary factor in the success of any project. 

Project collaboration demands that you share information with your teammates, like what you’re working on and when. But even if you’re working solo on tasks, you still should share status updates with your employer or client. Without frequent check-ins, you set yourself and your teammates up for scope creep, misunderstandings, and delays.

What are status updates?

Status updates are verbal or written communications about a project’s current condition. Employees typically update their team about how tasks are going and whether deadlines need adjustments. And project managers send updates to other leadership members or clients to ensure everyone understands how a project is progressing. 

You can also send status updates for specific situations, such as adjusting a deadline or adding another feature. Or, if you have a change management process in place, sending a status update might allow you to gain approval for a change to the project’s scope, helping you avoid scope creep. 

Types of project status updates

Based on your team’s size and project scope, you’ll implement different update styles and cadences. Here are some of the most common types.

Time-based status updates

You’ll use these to review a certain timeframe’s work and plan for the next. The most common time-based updates are:

• Daily
• Weekly
• Monthly
• Quarterly

Content-based status updates

Here are some of the most common content-specific updates:

• Informational updates review the project timeline or milestones without any direct action items
• Progress updates outline current tasks in progress and highlight project roadmap pit stops
• Action updates assign specific tasks to your team to keep everyone moving forward
• Risk updates regard new bottlenecks or roadblocks and how to address them

6 elements every status update should include

Even though the exact contents of your update will change due to context and timing, here are six elements most efficient and thorough updates include. Even if you deliver your update verbally, you might want to jot down this information to ensure you remember every detail. 

1. Project info

At the top of your status update, situate your information by including your project name, the project manager, and the date. Also add any relevant details such as overall project cost, time estimations, and start date.

2. Project summary

One of the most essential parts of your project status report is an overview of the tasks that require monitoring, like work in progress and who’s responsible. You can present this in a table or list that team members can understand at a glance. However you choose to showcase this information, tracking each milestone within your project through status updates allows all concerned to comprehend progress.

For each milestone or project event within your summary, indicate the current status, like complete, in progress, or overdue. This helps everyone understand whether the team’s on track and what you need to discuss in the chat.

3. Overview of stakeholder concerns

Throughout the day, week, or month, you’ve likely accumulated stakeholder concerns like employee delays or client approval hiccups, and potential risks may have popped up that you’d like to plan for. List these in your update to ensure that your team chats about tackling these real or potential roadblocks. 

4. Highlights

Showcase team wins like completed milestones and tasks employees finished ahead of schedule to encourage your teammates to keep up the good work. If this is a daily update, you might not have much to point out, but for weekly, monthly, and quarterly updates, it’s great to discuss successes alongside challenges. 

5. Additional documents

Provide links to relevant documents like your project roadmap and task checklists or a RACI chart that outlines stakeholder responsibilities. As you discuss certain roadblocks or successes, listeners can easily access documentation to better understand these updates. 

6. Next steps

Include a plan for next steps based on completed items or discussed challenges. These next steps likely depend on the time frame your update pertains to. If it’s a daily update, you’d focus on the following day’s priorities — the same goes for weekly, monthly, and quarterly periods.

 

4 status update best practices

A status update is only as useful as it is organized. Here are four best practices to follow to deliver effective updates.

1. Present a clear purpose

Status update meetings should be quick and to the point. You’re not typically discussing one issue in depth, but rather providing a brief overview so everyone’s up to speed. 

To keep the conversation on track, ensure everyone understands the meeting’s purpose beforehand — perhaps in the video call information or with a quick DM — and clarify this purpose at the start of the chat. You can also rein in the conversation with the following prompts: 

• Do we have any open action items? 
• Do we need to add resources? 
• Are there any current risks? 
• What are our next steps?

2. Be specific 

Simply noting “Things are going smoothly” doesn’t make teammates or clients feel well-informed about a project’s deliverables. And being vague means you don’t prompt your teammates to consider every area of the project, so make sure to discuss specific tasks and milestones. 

This specificity also applies to assigning action items. The goal is to have everyone leave the meeting feeling like they’re in the know and prepared to tackle their work, so be sure you close out the chat with clear and well-defined next steps.

3. Encourage transparent communication

The only way you can be specific and transparent during the status update is if management promotes this communication style throughout your team and the organization more generally. You can only deliver effective updates if you understand where your teammates are at, and what client and project manager expectations are from the project’s outset and throughout its lifecycle.

4. Add visualizations 

To make your update more engaging and easy to understand, add visuals like Gantt charts, dashboards, and interactive tools such as a Kanban board. You might already have these documents created in your team workspace and can simply pop them into your update.

Project status update example

Here’s an example of a project status update you can customize to suit your needs.

Shark Robotics Project Status Update

Weekly update #11

03/31

Project manager: Chrissie Watkins

Project start date: 01/09

Total budget: $1.8M

Overview: We’re developing a new robotic shark to complement the current lineup of robotic sea creatures. We’re currently three days ahead of schedule, 65% of the total project work is complete, and we have four open tasks before we can move to the next task set.

Status update table

Stakeholder concerns: Matt is worried the eye alignment will make the sharks look too realistic and has suggested a more cartoonish alignment. Lori has asked that we make the lasers green, not red. But this would add three weeks to the project timeline and increase the budget by $280,000. 

Highlights: Teeth rows two and three were completed ahead of schedule. Well done, Hoagie!

Team update: Suyin is taking a week off this month, Michael Brody from the Penguin Robotics team will fill in.

Relevant docs: RACI chart, Gantt chart, Project roadmap

Next steps: Check on AI progress before the next status meeting, Chrissie will research and respond to Mike and Lori’s questions. 

Source: https://www.notion.so/blog/status-updates

Vocabulary

1. Teammates are working on the new feature.
2. API integration delays delayed our release.
3. We need to review deadlines to meet the launch.
4. Jot down any bugs during testing.
5. The UI design is overdue and needs attention.
6. The manager will encourage regular progress updates.
7. Prepare the deployment checklist beforehand.
8. We set milestones at the project's outset.
9. The new framework suits our needs better.
10. The team is two days ahead of schedule.

Flashcards: https://quizlet.com/pe/932826946/week-12-how-to-talk-about-project-updates-and-blocks-flash-cards/

Speaking

• Shadowing
• Talk with ChatGPT