October 2020 - ATI Mirage

Technology continues to impact the way we work, and the Microsoft 365 suite continues to be updated with a wide range of apps for greater work efficiency. Many organisations have migrated work files from the traditional network drives to cloud storage locations such as OneDrive for Business or SharePoint. When moving to cloud storage, have you just duplicated the existing folder structure into the new cloud environment without making any improvements?

Imagine a new way of structuring your folders to maximise your ability to find information.

Is there a new and more efficient way to structure your files?

In SharePoint, you can make use of metadata to effectively organise your files, along with the creation of customised views. This can help produce a tree like structure to easily navigate through your organisation’s files. This also helps improve the searching capabilities with SharePoint, as well as tailoring the views of content for certain audiences.

Like the search function in Google, we now need access to files quickly and effectively, and with many people working from home we will need access to these files at home or at a remote location. Collaboration is a workplace priority within the new hybrid workplace especially with staff at home and in the office. How do we manage our remote teams effectively; should we do this in SharePoint or MS Teams, Planner or Lists? As a suggestion, could Microsoft Planner be useful within MS Teams, to plan and manage projects, and to track the completion of tasks?

Using metadata in SharePoint is a smart approach and can be of great value, in addition if used with customised views and search refiners, it makes files much easier to locate, rather than trying to guess which folder structure the files are in. Looking at the bigger picture, having a metadata strategy and setting this up correctly can help organisations with governance and analytics, which can have a positive impact on the business.

Here is one easy way to create metadata (you will need the necessary site permissions)

Go to the Document Library for which you want to create new metadata.
Click on the settings icon on the right top corner and select Library Settings.
Scroll down to the page and select Create Column.
From the Create Column page, enter a new column name (i.e. Department).
Next, select Choice radio button.
Scroll a bit further down the page to the option – “Require that this column contains information”: select Yes.
Type in your different choices
Select a default value if required
Click the OK button, towards the bottom right-hand side of your screen.
A new metadata column with the name ‘Department’ is now added.

When a new file is added, you now have the option to apply the default meta data – Finance or select either IT or HR. Simple select your file, simply click to the left of your filename.

Then select the “info” icon , to open the details pane, then scroll down to the department’s meta data option. Select the meta data that you wish to apply.

Feeling excited about the opportunities or overwhelmed? ATI-Mirage Training and Business Solutions are here to help you understand the power of Microsoft 365 for you and your organisation. In just one day you will learn about: Sway, Delve and the power of the major features and Apps offered with Microsoft 365 for Business (formerly Office 365).

Book today for you or your team to harness the power of your technology investment.

MS SharePoint – End Users*

MS SharePoint – Site Owner

Microsoft 365 for Business*

MS Teams*

MS Power BI – The Essentials*

Introduction to MS PowerApps*

Introduction to MS Power Automate (Flow)*

*Also available as a live, facilitator-led virtual training course

Emotions are part of being human — they are proof we are experiencing the diversity and complexities life throws at us. On occasion, it is normal for emotions to come to work with us, especially where expectations run high and resources are low.

We are going to feel some stress and frustration from time to time, and sometimes it might show. It’s about what we do with our feelings and emotions, and how to use them constructively rather than destructively. This doesn’t mean you lose your temper or take it out on others. It also doesn’t mean you pretend or deny the feeling isn’t there. Both are harmful in different ways. The workplace is a professional setting and not all emotional expressions are appropriate.

Whether you’re a team member or a leader, it’s important to understand how to manage emotions in the workplace.

Here are our top 3 strategies to managing emotions in the workplace:

Identify triggers to untangle yourself

If you experience an emotional outburst, explore what has triggered it. This allows you to deal with issues at their root cause, which also helps you prevent an outburst in the future. Take time to reflect on what happened before the emotional outburst. Having a level of self-awareness allows you to better understand when you’re feeling overwhelmed, how you got there and how to manage it.

If you become aware of a pattern, getting some help from a professional such as a psychologist or access your workplace EAP (Employee Assistance Program) can help understand and untangle these patterns.

Take a break and refocus

If you feel yourself getting overly emotional, it’s best to take a break. Instead of venting anger or creating an awkward situation, let others know you need to take some time out. Once emotions have cooled down continue the discussion by identifying the problem and potential solutions, rather than only focusing on the problem. Its best to deal with issues as soon as possible without making anyone feel attacked or threatened.

Also consider your needs, and the needs of others. People often don’t understand what others need. Sometimes we need to reflect on identifying our own needs. This can form part of the conversation.

Boost your own happiness and others will follow

Happier people are often more successful, more creative and resilient. So, spend time doing things you enjoy and connect with people who are important to you. Our moods are often influenced by the people around us. Make a conscious choice to be around people who make you feel happy and supported. If your workplace could do with a boost of positivity, then make a choice to be the champion for the cause. Encourage others see the good from the bad. A few satisfied, high-performing people can spread positivity and produce even better results for teams.

Our wellness programs with provide you with the tools, strategies and knowledge to help manage emotions and stress.

To celebrate Mental Health Week 2020 we will make a donation to Lifeline for every October wellness course booking:

Develop Your Emotional Intelligence

Emotionally Intelligent Leaders with SEIP

Manage Stress, Build Resilience

Introduction to Mindfulness 1 hour (special October 16th event)

Mindfulness @ Work

Developing Self Confidence & Assertiveness

Procrastination – 8 Ways to Finish What You Start – 2 hours