Microsoft's Teams software is an extremely powerful communications tool and the Firm's choice for online meetings. It enables:
Teams is the only conferencing software we recommend. We do not recommend the likes of Zoom, Slack, Google Hangout/Meets etc. as they are not secure and store data outside of our IT network. If the client requires you to use any such system, you should resist and propose Teams instead. Only if the client expressly accepts the security risks involved should you use a tool other than Teams.
You must always keep a complete client file. So, for Teams meetings, you can record them or simply take an attendance note. When recording Teams meetings, you will need the consent of the other participants. You should review our guidance on how to record a Teams call before using Teams.
The recording, or your notes of it, should be placed on your client/matter file in NetDocs. Note our Information Retention Policy explains that we keep Teams recordings only for a year. Do not use Teams as a repositor for any data therefore.
Teams also offers two instant messaging functions. Teams Channels are available by practice area for group chat. That data is retained for seven years and visible to the entire practice group. This facility is reserved for collaborative working.
Teams chat is predominantly for one-to-one use, typically informal conversations. Though note that these remain business messages governed by the SRA Code. This data is retained for one year. Where a Teams Chat message forms part of a client matter and needs to be retained on the client/matter file, it must be saved to NetDocs.
In addition to working on your personal computer and Mac devices, it works on smartphones and all tablets. We recommend you have it installed on all your devices. Teams needs a good Internet connection to function at its best. There are Teams Channels to match every distribution list. Teams is easy to use, though you might find the following quick reference guides helpful:
Getting the best out of a Teams call
How to Blur your background in Microsoft Teams
How to make internal Teams Calls from Outlook
How to Record a Microsoft Teams Call
How to use Microsoft Teams Breakout Rooms
Microsoft Teams Top Tips and Tricks
Creating a Teams meeting with external participants