Best communication practices with Teams and Slack

Good communication keeps teams running smoothly – whether in the office or remote. Microsoft Teams and Slack help, but using them effectively is key.

This guide covers best practices for clear, organized, and stress-free communication, so you can avoid notification overload, manage messages better, and make the most of these tools. Let’s get started!

Why effective communication matters in modern workplaces

Imagine this: You send an important message to your team on Slack, assuming they’ll see it immediately. Hours pass. No response. Was your message buried under a flood of unread messages? Did notifications fail to grab their attention? Or was your wording unclear?

These are common communication pitfalls in today’s digital workplace. The rise of remote and hybrid work has made clear, effective communication more significant than ever. Without proper communication channels, teams struggle with misalignment, duplicated efforts, and missed deadlines.

Microsoft Teams and Slack play a pivotal role in bridging this gap. They offer structured ways to communicate – whether through direct messaging, channels, or video meetings. However, they also present challenges:

• Unread messages piling up due to notification overload
• Lack of organization leading to messages getting lost
• Different communication styles in the workplace, causing misunderstandings

By implementing the best practices outlined in this article, you can ensure that your team’s communication remains clear, organized, and effective.

Overview of Microsoft Teams and Slack

Both Microsoft Teams and Slack are designed to enhance team collaboration, but they serve slightly different audiences.

• Slack is known for its flexibility and casual communication style, making it popular among startups and tech companies.
• Microsoft Teams integrates deeply with Microsoft 365, making it the preferred choice for organizations that rely on Outlook, SharePoint, and other Microsoft tools.

For a detailed comparison, check out our dedicated article on Slack vs. Teams on the Calamari blog.

Best practices for communication Using Slack and Teams

Great communication starts with great habits. Whether you’re using Slack or Teams, structuring conversations properly, managing notifications, and using tools like emojis effectively can make all the difference.

Organizing Communication Channels

A well-structured workspace keeps messages from getting lost in the noise. Here’s how to optimize your communication channels:

• Use clear channel names – instead of #project, try #marketing-campaign-Q2. In Teams, create Teams and Channels that align with department needs.
• Provide descriptions – Slack and Teams allow channel descriptions. Use them to clarify a channel’s purpose and encourage relevant conversations.
• Archive inactive channels – keeping too many open channels can create clutter. Regularly clean up unused channels to maintain a streamlined workspace.

Optimizing your team chat structure ensures that important messages are easy to find and follow.

Managing notifications

Notifications should work for you – not overwhelm you. Too many alerts can lead to ignored messages, while too few may cause you to miss key updates. Here’s how to fine-tune your notification settings:

Silence notifications strategically – in Slack, use “Do Not Disturb” to mute distractions. In Teams, customize your alerts so you’re only notified about high-priority messages.

Prioritize unread messages – use Slack’s unread messages filter or Microsoft Teams' Activity Feed to catch up on missed updates efficiently.

By managing notifications wisely, you can maintain focus without missing critical information.

Leveraging emojis and reactions

A thumbs-up, a party popper, or even a well-placed 😂 can add clarity to digital conversations. Slackmoji/Slack emojis (custom emojis in Slack) in Teams create a fun, engaging way to communicate.

• Use reactions to acknowledge messages – instead of saying “Got it,” use a ✅ emoji. This reduces clutter in chats.
• Encourage non-verbal communication – a 🎉 on an announcement boosts morale without requiring extra messages.
• Be mindful of cultural differences – some emojis have different meanings across cultures. Avoid potential misunderstandings.

Using emojis properly in a Slack communication app helps streamline conversations while keeping team interactions engaging.

Balancing synchronous and asynchronous communication

A common mistake is treating Slack and Teams like a real-time conversation tool. Instead, balance video meetings with online chatting to suit different work styles.

• Use Teams for video meetings – ideal for discussions requiring immediate feedback.
• Leverage asynchronous chats in Slack – perfect for remote teams working across time zones.
• Use threads – helps keep discussions organized without clogging the main channel.

Knowing when to hold a group meeting versus when to use online chatting prevents unnecessary disruptions while keeping communication fluid.

Common challenges in Teams & Slack Communication and how to overcome them

Even the best tools come with challenges. Here’s how to tackle common roadblocks:

Overwhelming notifications

Solution:

Customize your notification settings. Mute non-essential channels and prioritize alerts for direct mentions or key projects.

Miscommunication in group chats

Solution:

Write concise, actionable messages. Instead of “Let’s sync later,” try “Let’s meet at 2 PM to finalize the Q2 report.”

Integrations overload

Solution:

Be selective with integrations. While Slack and Teams offer many third-party apps, too many can clutter the workspace. Stick to essential ones like project management tools or HR software.

FAQ – mastering communication on Slack and Teams

Even with the best practices in place, questions always come up. Should you use Slack or Teams? How do you manage notifications without feeling overwhelmed? And what’s the deal with Slackmoji in Microsoft Teams?

To help you navigate these tools effectively, we’ve compiled answers to the most frequently asked questions about communication channels, notifications, unread messages, and more. Let’s clear up the confusion and make your workplace communication smoother than ever!

What are the differences between Slack and Teams?

Slack is more informal and customizable, while Teams integrates deeply with Microsoft 365.

How do I silence notifications in Slack?

Click your profile picture > Preferences > Notifications > Set “Do Not Disturb” hours.

Can I use Slackmoji in Microsoft Teams?

Microsoft Teams doesn’t support custom emojis like Slackmoji, but it does have a built-in emoji system.

What are the best practices for unread messages?

Use Slack’s Unread Messages filter or Microsoft Teams’ Activity Feed to stay updated.

How do I balance video meetings and chatting in Teams?

Use chat for quick updates and video conferences for in-depth discussions.

By implementing these best practices, your team can optimize communication, reduce noise, and foster a more collaborative workplace – whether on Slack or Teams.

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