Adapting to the ever-changing needs of library operations requires tools that are efficient, secure, and user-friendly. For Greenwood Public Library (GPL), transitioning to Microsoft Teams from platforms like Google and Trillian was a step toward better communication and collaboration. Here’s how Teams can revolutionize your library’s internal communication and how AVC can help you get started.
Making the Shift: Why Teams Is the Right Move
For GPL, the move to Microsoft Teams came with significant benefits, including increased security, integration with Office 365, and a user-friendly interface. This shift also allowed the library to consolidate their communication tools, moving from platforms like Google Docs and Trillian to a comprehensive solution that integrates chat, files, and task management.
Key features that stood out during the transition include:
- Quick Chats: Teams enables real-time communication through one-on-one or group chats, keeping conversations organized and searchable.
- Departmental Channels: Special channels allow focused discussions. For example, GPL created channels for special projects like “2024 Summer Reading” and “Community Matters,” ensuring transparency and easy access to project-specific information.
- Flexibility: Once a project is completed, channels can be archived while remaining searchable, making long-term data retrieval seamless. This transition to Teams didn’t just improve productivity but also provided a unified platform for managing various aspects of library operations.
Streamlining Communication Across Departments
Microsoft Teams stands out as a tool that enhances departmental collaboration. At GPL, each department—from Patron Services to Marketing—uses Teams for tailored conversations and task management.
Lists for Efficiency
Teams’ integration with Microsoft Lists proved invaluable for managing recurring tasks and tracking requests. Examples include:
– Patron Requests
– Technology Help
– Bookmobile Checkout
– Program Design
By linking Microsoft Forms to Lists, GPL automated task tracking to help staff focus on service delivery rather than manual record-keeping.
Centralized Information Sharing
SharePoint, integrated within Teams, became the go-to for centralized document sharing. Staff could quickly access frequently used information, ensuring transparency and reducing email overload. Bookmarking and search features make this a practical tool for daily operations.
Training for Success and Navigating Challenges
Introducing any new system comes with its challenges. For GPL, the rollout of Teams was no exception, but thoughtful training strategies made the difference.
- Online and In-Person training: monthly “Lunch & Learns,” one-on-one sessions, and recorded tutorials equipped staff with the knowledge to use Teams confidently. Creating a “Tips & Tricks” channel under All-Staff encouraged ongoing learning and resource sharing.
- Embrace the “A-Ha” Moment: Resistance is natural, but consistency is key. Encouraging staff to use Teams often leads to a collective understanding of its benefits, transforming it into a daily essential.
- Lessons Learned
- Ensure logins for shared desks are seamless to avoid frustration.
- Roll out Teams when other major changes are not underway to avoid overwhelming staff.
- Recognize that Teams enhances communication but doesn’t solve every problem.
How AVC Can Help
Ready to transform your library’s communication? AVC can assist in licensing Microsoft Teams and other Office 365 products, implementing them and transferring data for a streamlined transition. We provide expert guidance in selecting the right solutions tailored to your library’s needs, ensuring you make the most of your investment.
Reach out today to explore how Teams can elevate your operations. Together, we’ll ensure your library stays connected, efficient, and ready for the future.