The Hidden Impact of Microsoft Teams Calls on Your MSP’s Efficiency

Summary:

Do you know how many Microsoft Teams calls your employees participate in?

Studies reveal that your managed service provider (MSP) team spends a hefty chunk of their time in internal video calls—often over 30% of their work week. This surge in internal meeting times is not just a number; it translates to diminished hours spent on client-focused tasks, technical problem-solving, and proactive service enhancements.

Without insight into their meeting habits, your team can't gauge if internal Microsoft Teams calls are enhancing efficiency or hindering customer service (which should be their primary focus).

Today, we'll unveil steps to empower your MSP technicians to reclaim their time.

Solving the first problem of meetings

The first problem your team faces is that they don’t know how much time they lose in meetings. This often leads them to over-commitment from workers and them viewing Microsoft Teams calls as a necessary evil.

According to a report from Otter, most workers (83%) automatically accept calendar invites received in their inbox. And more than half of them feel they are obligated to attend the meeting regardless of the agenda or their involvement in the discussion.

By accepting most meetings, workers spend up to a third of their working hours on calls that offer little positive impact on their main responsibilities.

When this type of meeting occurs regularly or with more attendees, the cumulative cost can be significant. Of course, this calculation does not account for the additional time required to prepare for a meeting, which on average can take an extra hour. Nor does it include the time needed after a meeting to decompress and refocus , which can take up to 21 minutes.

Your MSP team was hired to provide technical support and assistance to clients, not be in internal meetings. And engaging in frequent Microsoft Teams meetings can detract from their core function.

But you’re saying that participation in team meetings may be necessary. And while we agree (in a way), we should still examine what’s happening by asking these questions:

• How much time is your team spending in internal meetings?
• How do you know if meetings are even necessary?
• How do you know if the right people are attending?
• How do meetings impact the rest of their workday?
• What guidelines do you have to ensure that the meetings are productive and actionable?

If you don’t know the answers to these questions, you’re not alone. We’ve spoken with hundreds of MSPs and most admit to not knowing.

So, let’s find out.

The negative ripple effect of ineffective internal meetings

When a team member is in a meeting they don't need to attend, they often become disengaged.

According to a study, 92% of employees admit to multitasking during meetings, while 41% admit to frequent or constant multitasking.

MSP employees often multitask during meetings due to a combination of high workloads, feeling that the meeting isn't relevant to their roles, and the fact that it’s not hard to do.

Although it may seem like they are doing more, their work completed during a meeting will often be of lower quality. That only adds more time to the task in the long term, and it ultimately leads to higher costs.

There must be a policy in place that enables team members to freely decline meetings so they can focus on work without being ridiculed. Or they must be provided an option to engage with the content of the meeting asynchronously .

To do that, we must provide them with data so they can point to the problem and then measure what changes are needed to improve their day.

Help your team understand and take control of meetings

Empowering individuals to take control of their internal meeting time is crucial for several reasons.

First, it fosters a sense of ownership and accountability, encouraging individuals to actively manage their schedules. With Produce8 , they gain valuable insights into their time allocation and can identify opportunities for optimization.

Next, empowering individuals to set boundaries and decline unnecessary meetings helps to reduce meeting fatigue, prevent burnout , and promote overall well-being.

Last but not least, taking control of meeting time encourages a culture of respect. This leads to more purposeful and efficient meetings that drive meaningful outcomes.

By providing your workers with insight into how they spend their day, they can take more responsibility for their time at work, reclaiming over 90 minutes per person lost to meetings each day.

Want to learn more about the hidden time your MSP team loses to internal Microsoft Teams meetings? Schedule a call with our productivity experts to access essential data and create a customized meeting plan tailored to your organization's needs.

Give your team Produce8 to understand their workday

Before taking drastic measures like clearing everyone's calendar, it's crucial to gauge the extent of the issue within your organization. Assess whether there are excessive meetings, if the meetings are too long, if the correct individuals are attending, or if there are other ways to communicate.

Produce8 offers MSP teams resources, coaching, and digital work analytics that put Microsoft Teams calls under the microscope. With the right data, you and your team can point accurately at the problem, make changes, and then begin to design a better workday.

We deliver detailed insights into the meetings and calls your employees engage with daily. This empowers them to prevent burnout and prioritize tasks that add value to the organization.

Why your MSP needs a meeting policy

After acquiring insights from your team, the next step is to compile the feedback and put it into action. You’ll want to design a meeting policy that helps your workers reclaim their day.

Negative feelings about meeting policies usually arise from fears of reduced flexibility and stifled creativity. But a well-crafted policy will streamline communication and boost efficiency, dispelling such concerns.

A clear meeting policy empowers employees by offering guidelines on scheduling Microsoft Teams meetings, participant involvement, and efficient communication alternatives. A policy also minimizes disruptions, enabling workers to focus on core tasks.

Employees can decline irrelevant meetings, thus boosting morale. Essentially, a well-crafted meeting policy reflects a commitment to valuing time, promoting operational excellence, and prioritizing employee well-being.

Want help designing a meeting policy? Download our Effective Meetings for MSP eBook.