Office Online - Be reactive to changes Use Case

Discover how to enhance team responsiveness with 'Be Reactive to Changes'. In this video, you’ll learn to utilize Microsoft 365 tools like OneNote and Planner to capture and share meeting insights instantly. Improve your project management skills by organizing notes, adjusting tasks, and maintaining real-time communication. Don’t miss this chance to streamline collaboration and keep your team engaged!

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Available in Microsoft365

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responsiveness is essential.

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As a project manager,

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you find yourself in a meeting with your client and want to immediately inform

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your team of the discussed points without waiting to return to the office.

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Here's how,

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in a few quick steps,

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you can collaborate in real time using Microsoft 365 tools.

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Start by opening one note on your laptop,

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tablet,

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or smartphone.

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This tool allows you to efficiently capture key meeting information

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such as decisions made,

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actions to be taken,

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and deadlines to meet.

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Be sure to organize your notes with clear titles

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and bullet points to facilitate later reading and understanding.

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Good organization will help you remember everything

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and convey accurate information to your team.

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Once your notes are complete,

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it's time to share them with your team without delay.

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From one note,

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click the share button to generate a link to your notes.

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Copy this link and paste it into the team's channel dedicated to the project.

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This way,

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your team will instantly receive the essential information,

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allowing them to quickly react and start working on the discussed points.

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Immediate sharing enhances collaboration and ensures

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everyone is on the same page.

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With the new information provided by the client,

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it's likely that some tasks need to be added or updated.

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Go to Microsoft Planner to adjust the project plan accordingly.

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Add the new tasks identified or modify

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existing ones based on the received directives.

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Don't forget to assign these tasks to the

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relevant team members and set precise due dates.

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This ensures that everyone knows their responsibilities and deadlines,

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contributing to the smooth running of the project.

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If the client has handed you additional documents,

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it's important to make them available to your team without delay.

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Upload these documents to the files tab of

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the team's channel dedicated to the project.

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Centralizing resources this way allows the entire team to

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easily access them and collaborate effectively on shared documents.

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Additionally,

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this avoids multiple email exchanges and

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issues related to scattered file versions,

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ensuring optimal information management.

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To maintain smooth communication and ensure everyone is informed in real time,

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use it mentions in teams to specifically notify key team members.

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Encourage them to comment and ask questions directly in the dedicated channel.

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By maintaining a continuous flow of information,

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you enable each team member to act quickly

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and contribute effectively to the project's progress.

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This proactive interaction strengthens team cohesion

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and promotes better responsiveness to unforeseen events.

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By fully leveraging OneNote and Microsoft Teams,

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you transform your client meetings

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into a real-time collaboration opportunities.

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