In the modern workspace, every employee has a ton of information, messages, and resources coming in at any given time. Our free chat solution for the Zoom platform, Zoom Team Chat, lives right in the Zoom client and provides a persistent communication tool that empowers employees to communicate quickly and efficiently.
However, even the best chat solution is only as effective as the people who use it. To help you get the most out of your chat experience, we’ve created a cheat sheet to provide some of the best practices for using Team Chat in the workspace.
Here are some important tips for using Team Chat to help you get more done, keep your messages organized, and streamline your day-to-day operations:
Pro tips for using Zoom Team Chat
When a work chat conversation with a coworker or team is flowing rapidly, it can be difficult to keep track of which message everyone is addressing. By hitting Reply under a message, you will reply directly to a message and your reply will be grouped under it, indicating to other participants that you’re weighing in on the same topic.
Embed and preview links
Keep your posts brief and free of long URLs by using the Add Link option within the Format field to embed your link directly within the text. Once you’ve added your hyperlink, you can click on it and select Open Link to preview the URL and check that it is correct before you post — no one likes sharing the wrong link!
Use @all sparingly, @mentions thoughtfully
When you need to call everyone’s attention to a message in a channel, using the @all feature notifies all group chat or channel members (whether they are active or not) of your message. However, some channels have close to 10,000 members, so be sure to use this feature sparingly.
Instead, you can use @mentions within a message to tag a specific user in a group chat or channel. Simply enter the @symbol, followed by the user’s name; then select the user from the drop-down menu. You can also press Backspace on your keyboard to remove the person’s last name from the mention.
Keep calm and chat on
We understand that when you’re receiving a ton of messages, chat can feel like a lot. To avoid feeling overwhelmed, you might try adjusting the notification settings in Team Chat. By adjusting Team Chat to only notify you when you are directly mentioned, receive a message in a one-on-one chat or group chat, or in certain channels of your choice, you can cut down on the clutter and chaos within Team Chat.
Keep things organized
Team Chat can be a very busy place, especially when you’re working with multiple teams and outside stakeholders on different projects. Here are a few ways you can help keep your messages organized and tame the chaos:
When your Team Chat sidebar starts looking a little unruly, folders are a great way to organize and group your conversations, channels, and contacts. By creating folders based on the projects you’re working on or teams you’re working with, you can easily locate the conversations and channels you need to find. We also recommend creating a folder for critical internal corporate channels so you never miss an update and can easily locate important information.
Boost productivity with personal chat
Keep important notes, resources, reminders, and other knickknacks in Personal Chat, which provides your own dedicated workspace right in Zoom Team Chat – and it’s only visible to you. To use Personal Chat in the desktop client, click the Team Chat tab. In the Starred section, find your name, then type your notes and press Send. This sends a message to yourself that you can then refer back to later, regardless of which device you use to access Team Chat.
Search to find what you need
Let’s face it — with messages, files, screenshots, and more coming through Team Chat, it can be tough to find exactly what you’re looking for. But with Team Chat’s robust search functionality, you can easily locate the assets you need. In the desktop client, click the Search button at the top of your nav bar. Enter relevant keywords to search for, and by default, Zoom will search in all chats, channels, messages, and contacts to find files or messages that match your search criteria. You can also apply any of these filters to narrow your search: Top Results, Contacts, Channels, Messages, and Files.
At work, time is your most valuable resource, and Zoom Team Chat can help you speed things along and be more efficient with your time when you need it most. Here are a few ways you can streamline your day-to-day activities with Team Chat:
In the chat or channel, click Schedule Meeting at the top. Add a meeting title, set a meeting date and time, and click Save — everyone in the conversation will be added and notified.
Set reminders for important messages
In the chaos of day-to-day work, sometimes important messages get missed. Rather than stress about what you may have missed, be reminded about important messages when it works best for you. With the Reminders feature, users can select when they’d like to be notified again about a message they’ve received, which can help users make sure content is not forgotten or neglected!
Consider setting a personal note
Give everyone a chance to learn a little more about you by setting a personal note in Team Chat. A personal note allows you to display a note as part of your Team Chat profile that everyone can see when they select your contact.
This is a great way to share updates with your colleagues, such as being out of the office, when you’ll be slow to respond, or in the field for the day. You can also use your personal note to show off your personality with a favorite quote, a topic of interest, or even your specialty within the company.
Pay attention to presence icons
Immediately know whether your coworkers are available to chat with Presence Icons. These icons in Team Chat make it easy to see whether users are available and let others know your status (presence).
There are multiple presence statuses, including a gray empty circle to indicate you’re offline, a green circle to indicate you’re online, a camera icon to indicate you’re in a Zoom meeting, and more. It’s good to know what they all mean. Generally, the best time to contact someone is when they show as green (available). To be informed as soon as they’re available, click Options next to a contact’s name and select Notify Me When Available.