Using Microsoft Teams to Enhance Client Outcomes
6
Minutes
Written by
Travis Powell
The Need for Microsoft Teams in Land Projects
Since 2020, many projects have shifted to a remote work structure.
While this offers advantages, it also makes effective communication more vital than ever. Traditionally, email has been the backbone of remote projects, but Microsoft Teams provides an additional tool to enhance communication between the field, managers, clients, and landowners.
By using Teams, projects can foster collaboration in the digital age and reduce costs for both clients and brokers through innovative features.
Advantages of Microsoft Teams in Land Projects
Improved Communication
- Messaging: Teams' messaging feature allows quicker, more direct communication, reducing email volume. Clients and field landmen benefit from these short, focused interactions, especially when they may not have time to check their emails but can quickly respond to a Teams notification.
- Channels: Designating channels for different team segments creates spaces for team interactions. This reduces the burden on management, as teams can solve problems independently.
- Video Conferencing: The rise of remote projects has made video conferencing mainstream. Teams' integration with the Office Suite makes its video tool highly effective, allowing teams to build stronger relationships by “putting a face to a name.”
Increased Collaboration
- Screen Sharing: The ability to share screens is invaluable in a remote work environment. Teams can solve problems in real time, saving significant back-and-forth time that email threads often require.
- Channels for Teamwork: In addition to solving communication issues, channels offer another avenue for connecting and collaborating. Remote teams, who might not know who to ask for help other than the crew chief, can use channels to interact and build a stronger team.
- File Sharing: While Teams may not replace Dropbox, its file-sharing capabilities are a valuable tool for land projects. Abstracting forms can be added to a dedicated channel, common resources can be easily shared, and GIS teams can use real-time shared spreadsheets for updates.
Cost Reduction
- Efficiency: Centralizing contractor resources within Teams speeds up project workflows. With all project data in one place, contractors can focus more time on the task at hand.
- Time Savings: The communication tools previously mentioned allow field teams to work more efficiently. Features like Teams' status indicators help manage follow-ups, allowing users to move on to other tasks until a team member is available.
- Turnover: Reducing contractor turnover saves both the client and Dudley resources. Teams' collaboration and communication tools foster strong project teams and help reduce turnover in the field.
Dudley’s Approach to Capitalizing on Microsoft Teams
Dudley has effectively capitalized on the communication advantages of Microsoft Teams to enhance their project management and operations.
One of the key benefits is the ability to link administrative teams through dedicated channels, which helps identify and correct common problems across different projects. This improves quality control and fosters a collaborative work environment across the company.
For leasing teams, Dudley has implemented a strategy where local phone numbers are provided to team members. These numbers can be easily transferred when contractors leave a project, preserving the leasing efforts and reducing the costs associated with re-contacting landowners. This simple but effective system costs only $25 for a local line and ensures continuity in leasing operations.
Video chats have also proven useful in documenting field conditions, such as derelict wells in remote areas. This not only enhances field data accuracy but also supports effective decision-making by management. Dudley’s history of successfully leveraging technology has allowed us to transition seamlessly into the remote work environment. By utilizing Microsoft Teams, we not only adapt to the new remote landscape, but we also integrate these digital skills into our traditional land projects.
In terms of collaboration, the screen-sharing functionality in Teams has dramatically reduced GIS turnaround times by facilitating real-time feedback. This quick response system increases efficiency and reduces overall costs. Additionally, contractor turnover has decreased by creating smaller Teams channels, fostering interaction, and enabling contractors to support each other. This ensures that even in remote environments, a strong sense of teamwork and collaboration persists.
Dudley has also made strides in project organization by creating libraries of shared resources. With Teams' file-sharing functions, individuals can be added to specific channels to access the files they need without having to be invited to multiple folders. This not only enhances security but also simplifies the removal process when contractors leave a project. Instead of removing access to numerous folders, they simply need to be removed from the relevant channel. This streamlined system enhances safety and reduces administrative overhead.
Untapped Opportunities with Microsoft Teams
Microsoft Teams presents an opportunity for Dudley to replace traditional call centers for clients.
Instead of employing a full owner relations team, clients can use Dudley contractors to handle landowner calls routed through Teams. Dudley contractors often have the same access to internal systems as client staff and have a deep background in title. They can answer questions and escalate issues when necessary.
Teams can ring multiple contractors at once and transcribe voicemails for easy follow-up, allowing contractors to manage calls alongside their existing assignments.
Dudley’s Commitment to Technology Benefits Producers
As the industry evolves, Dudley remains committed to leveraging new technology to enhance every project. Using Microsoft Teams to its fullest potential enables Dudley to reduce costs, improve communication, and remain a trusted collaborator that clients rely on for their success.
