Microsoft Teams is one of the most widely used collaboration platforms in business today. It powers daily meetings, internal updates, client calls, and team check-ins, especially for small and mid-sized businesses with hybrid or remote employees.
But just using Teams is not enough. The way your team configures their setup, joins meetings, and shares content directly impacts communication, professionalism, and productivity.
In this blog, we share practical, non-technical advice to help your team get the most from Microsoft Teams meetings. Whether you are hosting a client presentation or joining a quick team sync, these tips will help you avoid common pitfalls and present your business more effectively.
Before joining any Microsoft Teams meeting, open the settings panel to select your preferred camera, microphone, and speakers. Many meeting disruptions happen when Teams defaults to the wrong device, especially if you have multiple audio sources nearby like Bluetooth earbuds, car systems, or external monitors with built-in speakers.
If you are switching locations, such as getting into your car or moving between rooms, take a moment to check where your audio is connected. Teams may automatically switch to a nearby Bluetooth device, which can cause confusion or drop your audio without warning.
You can also run a test call ahead of time to confirm your microphone is clear, your camera is working, and your background looks clean and professional. This is especially useful before client-facing meetings or recorded sessions.
Want a simple test? Follow Microsoft’s instructions to make a test call in Teams.
Many Teams issues like poor audio, frozen video, or connection drops are caused by outdated or underpowered devices.
We recommend using modern, business-grade laptops, desktops, webcams, headsets, and peripherals — the same types outlined in our Workstation Buying Guide.
Investing in better hardware not only improves meeting quality but also reduces day-to-day IT support needs.
Microsoft Teams includes viewing options that can reduce meeting fatigue and create a more polished experience.
Together Mode places all attendees in a shared virtual space
Background blur removes distractions from your real environment
Custom backgrounds can reinforce your brand or look more professional
These features are easy to enable and improve both focus and presentation.
Screen sharing is a key feature in Teams, but it can go wrong if not managed carefully. Always double-check that you are sharing the correct screen or window.
Tips for more effective screen sharing:
Close unrelated windows or tabs before you share
Use Window Sharing when possible to keep private content hidden
Disable desktop notifications to avoid interruptions
Use PowerPoint Live instead of screen-sharing slides for better control
PowerPoint Live also allows presenters to see notes and receive real-time reactions without disrupting the meeting flow.
After a meeting, it is easy for decisions or action items to get lost. Microsoft Copilot, built into Teams, helps summarize conversations, identify next steps, and generate follow-up emails or task lists.
This is particularly helpful if someone missed the meeting or needs a quick recap. With Copilot, summaries are secure and remain within your Microsoft 365 environment.
For a deeper look, read our blog on how to use Microsoft Copilot across Word, Excel, Outlook, and Teams.
If your organization uses meeting rooms or boardrooms for virtual collaboration, tools like Neat provide a seamless experience.
Neat devices are purpose-built for Microsoft Teams and Zoom. With a single tap, users can join meetings, access built-in microphones and cameras, and avoid the hassle of managing separate equipment.
Features like automatic framing, speaker tracking, and easy sharing make Neat ideal for hybrid meetings where some people are in the room and others are remote.
To see why this matters for modern offices, read our article on why Neat meeting room technology stands out.
For important meetings, Microsoft Teams lets you record the call and generate an automatic transcript. This is ideal for client updates, internal training, or project discussions where you need a reliable record.
Recordings are stored in OneDrive or SharePoint, depending on the meeting type. Transcripts can be searched and reviewed later, reducing misunderstandings and helping team members catch up easily.
Enable recording from the meeting toolbar or set permissions in advance as part of your meeting policies.
Before you join or host your next call, run through this quick setup guide:
Select the correct microphone, speaker, and camera
Run a Teams test call to confirm everything is working
Mute desktop notifications to avoid interruptions
Blur your background or upload a clean background image
Choose the correct screen or window before sharing
Use PowerPoint Live for better control during presentations
Enable Copilot or recording when applicable
Even experienced users occasionally slip up. Here are a few things to watch out for:
Talking while still muted or forgetting to unmute
Sharing the wrong screen or revealing sensitive data
Poor camera angles or dark lighting
Using an old or underpowered device that cannot handle video
Failing to follow up with a clear summary or next steps
How do I make a test call in Microsoft Teams?
Go to Settings, then Devices, and click “Make a test call.” Teams will check your mic, camera, and speakers and let you hear the playback.
Why is my screen share lagging or freezing?
Slow performance is often caused by too many programs running or using a device that lacks sufficient power. Try closing apps or upgrading your hardware. See our hardware guide for role-specific recommendations.
Can I change my background in Teams?
Yes. When joining a meeting, click “Background filters” and choose blur or upload your own image.
Can I record meetings automatically?
Yes. Admins can enable automatic recording policies, or users can start a recording manually during a meeting.
Running better Teams meetings does not require new software or a major investment. Most improvements come from simple changes like checking your device settings, using built-in features, and upgrading to certified hardware.
If your team needs help choosing better meeting equipment, setting up Copilot, or improving hybrid meeting rooms, contact us. We are here to help you get the most from your Microsoft 365 tools.