Team Zeus Blog

Motivational musings from Mount Olympus and beyond.

Instant messaging for business — in depth

Although internal communication can take up a lot of work time, effective team communication is essential for a company to be efficient. Office workers often dread the thought of dealing with an overloaded inbox, because it can be a gigantic task to prioritise messages, as they may get mixed with communications from customers and external partners.

When dealing with email, you have to go through each message to sort out your inbox and check whether you need to reply, file or delete your different emails.

Fortunately, we have the solution for an overflowing inbox: Team Zeus! A team communication and collaboration application for businesses, which takes messages from colleagues out of your Email Inbox and prioritises them on an intelligent communication platform.

The Team Zeus platform organises all your internal conversations into defined communication channels.

Zero admin: all internal conversations are automatically organised for you!

The Team Zeus platform organises all your internal conversations into defined communication channels that take place in virtual groups, ensuring transparency and faster message transmission.

As a result, you can save a lot of your precious time, and – unlike email – Team Zeus removes the need to have to find people’s email address, add recipients’ email to a list, and write a subject line for your message. Our instant messaging interface eliminates the communication barriers that commonly slow down team communication. By pressing the + button on the messaging interface, you can quickly create a conversation with one or multiple groups, and/or one or several individual user(s) using our smart autocomplete functionality. Team Zeus is a signature-free world with the ability to share information out in the open to facilitate collaboration.

Our instant messaging platform is user-friendly and divided into the following sections:

Team Zeus’s centralised inbox

The inbox is the centrepiece of the Team Zeus application. All users have their own centralised Inbox that groups together the streams of notifications from the instant messaging interface and the shared calendar.

Every time you receive a new message from a group or a colleague; a meeting is created or is about to start; or if a task is flagged as overdue; you will receive a notification in the “NEW” section of your Inbox. You can press the “Like” button for a short and quick response new messages, rather than responding: “thanks”, “Ok”, “Yes”, to rapidly move onto the next message.

Once you have clicked on the notification and read it, it will disappear from your Inbox when you go to another page; messages from your colleagues will automatically be filed in the right place. To go back to a message you have just viewed, simply press the “recently viewed” button on the top right corner, where a list of all the recent messages, people and rooms you have interacted with is displayed.

If you want to respond later to a message, you can press the “Later” button, so the message is filed in the “Later” section of your inbox for quicker access at a later time.

Important messages can be marked as an “announcement” and will be displayed in the top of your inbox, highlighting their importance. To acknowledge receipt of their content, users have to mark them as “read”, which ensures that the information is delivered to each colleague.

Groups

The Team Zeus instant messaging interface favours group conversations, rather than private one-to-one chats, as we consider that team collaboration enables users to contribute to projects more efficiently.

A Team Zeus group corresponds to a set of people that are part of the same department (such as sales or marketing), or a group of colleagues from different departments who share the same workflow and need to collaborate together (i.e. stock, logistics problems). Within a Team Zeus group, everybody can take part in a conversation, share files. It prevents employees from having the same discussion several times with different colleagues.

Users can create as many groups as they want on Team Zeus, and have the choice between three group categories, with different levels of visibility:

Public group: anyone in the company can join a public group with a pre-approval. A public group is generally designed for content that benefits the entire company.

Restricted group: groups are set by default as “restricted”, which means that there is limited access, but that users can see it listed in the group directory, even though they are not a group member.

Private group: a private group is only visible to the group members and is invisible to other users. This type of group is designed for topics that should stay confidential and will not be displayed in the group directory of non-group members.

The instant messaging feature is linked to the People Directory, which means that when colleagues take part in a conversation, you can identify them at a glance via their Team Zeus’s profile pictures. This is particularly handy for new employees or those who are part of a remote team to put a name to a face.

Team Zeus is based on the concept of having up-to-date information, so when somebody new comes on board you can easily add the person to a group, or on the contrary, remove someone from a group when they leave the company. When a new member is added to a group, they have access to the entire history of conversations, so they can quickly pick up the work of their predecessor.

In addition, group members can have different conversations within their group for frequently discussed information, talk about a particular project, or make an announcement. A group announcement is created when a message is of high importance in order to make sure that no one misses it. Once a conversation is over, users can archive it manually.

Finally, Team Zeus gives users the possibility to filter group conversations, depending on whether they are active conversations, archived discussions, or group announcements to find a specific element that was shared. Last – but not least – they can also filter a conversation to find a file amongst different messages – no more scrolling through a long list of messages to find a file, as files are only a click away!

Group Directory

The Team Zeus Group Directory enables you to see the list of all existing groups (except private groups). Users can also view the list of group members, the date of creation of the group and each of them has a symbol that defines their level of visibility (a green eye for “public”, a red open padlock for “restricted”, and a red closed padlock for “private”).

More importantly, the Group Directory is user-managed, which means that anyone can create a group on Team Zeus, set the group visibility to one of the options available, and easily add group members to allow a new colleague to join a conversation.

Team Zeus is based on the concept of having content that is always kept up-to-date. Thus, when an employee leaves the company their profile can be made inactive, so they no longer appear as a member of any groups.

Other Conversations

Team Zeus supports flexible conversations!

In the event that people from different groups need to discuss a particular topic, a user can create a temporary conversation in the section: “Other Conversations”. Let’s say for instance that the sales team needs to liaise with the marketing team about the launch of a new range of products, simply add both groups to the discussion.

Like with groups, users will be able to make a conversation an announcement, if people from different groups need to be made aware of any major changes. And conversations will also be categorised in three categories: active, archived and announcements, in order to help users find a conversation more easily.

Chats

Although we consider that a company should favour open communication in a group, we know that employees will often need to discuss certain topics with one colleague in private. This is why, Team Zeus also enables private chats between two users, providing a secure place to keep the content of a conversation confidential.

To have a chat with a person in particular, simply click on their profile in the people filter or use the search bar. Their automated user status provides transparency to see at a glance if your colleague is online, not available, or on vacation.

All the messages that are exchanged between two colleagues are part of the same conversation, and are classified in inverse chronological order, with the most recent messages displayed at the top. As a consequence, it’s easy to continue a discussion where you left off.

Templates

Team Zeus also allows users to create a template for any type of conversations (group conversations, chat, announcements) with content that infrequently changes. So, if you want to be productive rather than having to re-write the same text time and time again, creating a template is a great idea.

As Team Zeus is all about teamwork, templates you created are shared with everyone in the company, so your colleagues can also use them to avoid having to write a message from scratch.

Once your template is saved, anyone can create a conversation and select the template from the list to use it – it’s that simple!

Team Zeus is a powerful platform that revolutionises the way people communicate and collaborate, by promoting teamwork! Access your company communication and stay in the know – wherever you are – as Team Zeus is a responsive web application that works on any devices, including smartphones and tablets. It is also perfectly suited to enterprises, as it meets the requirements of businesses with dispersed teams or remote workers, and keeps everyone connected! Thanks to effective communication, Team Zeus will improve all aspects productivity.

So, what are you waiting for? Try our platform now with our 30-day free trial and enjoy the immediate benefits!

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