The benefits of using Microsoft Teams for research consultations and chat reference

Over the past few weeks, I’ve conducted 8 scheduled research consultations and answered 2 chat questions via Microsoft Teams. This is approximately 30 percent of the 27 patron reference transactions that I have personally recorded since school resumed on March 23. While my overall numbers are down likely due to the Covid-19 pandemic, the interactions that I have had with students, faculty, and other patrons have been positive and fruitful.

After each Teams encounter I’ve tried to reflect on how the session went, what worked, and what did not. What follows are my general observations about the benefits of using Microsoft Teams for research consultations and general chat reference.

You know the names of everyone you meet with

Since Microsoft Teams requires everyone to have an account, and since accounts are tied to the university, that means I have seen the names of every student I’ve talked to. From a direct chat perspective, this means that I’m not talking to an anonymous person who is on my guide page using my chat widget. I feel like this makes the interaction seem more like a conversation between two actual people, rather than just between me and some random person on the Internet.

Names have also been useful in meetings. Many of my consultations have been with teams of 4-6 students. For in-person consultations, I typically only know the name of the person who reserved the appointment with me. Once the team shows up, I have no idea who is who, and no way of keeping track of all of the names. With Teams, since everyone in the Teams meeting has a name, I can actually use their names when responding to questions. For me, this made the consultations more personal, even if they are at a distance.

Teams gives you a virtual paper trail

During many of my consultations, I would share links I found on the web, quick screenshots, links to searches, files, or additional search terms in the chat. Because I did not record any of the consultations, whatever I put in the chat (which is perpetual) could be referenced later by the students.

Also, because the chat creates a perpetual connection between student and me, the student can immediately reach out with follow up questions. This has actually happened on two occasions so far. Because I can see the chat history, I can more easily recall what I discussed with the student the last time. With conventional chat programs, in person consultations, and even email, the student may vividly remember the last interaction they had with me, but it is very difficult for me to remember ever encounter (especially since many are so similar).

You can follow up very easily

As is the way with many encounters, I sometimes forget to tell a patron or group something during a consultation. Also in many cases, I get similar questions over a period of time, and during that time period I discover new ways or different sources to answer the similar questions. As a result, the students I talked to a few days ago may not get the same answer as someone I talked to this morning. Microsoft Teams enables me to follow up with them if I remember or learn something that can help them. With in-person consultations I don’t keep detailed notes, so follow up is difficult. With my experience with Teams thus far, I have been successful in sending links in the meeting chat later, and the students appreciated the follow up.

By the same token, Teams makes it easy for the student to follow up with questions later as well. I have had two students in the past week chat with me on a few different times after our initial consultation. Because I had a record of our previous conversations in the chat, I was more prepared to give them help to their specific projects.

You can let the patron drive

For most of my consultations I have been sharing my screen with the patrons. However recently I had a student share her screen with me and I was able to tell her where to go in the database. This worked well with this particular student as she was able to build a report and a map on her computer, rather me demonstrating and her trying to replicate the steps later.

I also found this exercise useful as I was able to view a shared screen from the user’s point of view. Watching this student share her screen has helped me slow down and be more intentional about describing what I am doing while sharing my screen with others.

You can record your steps

In one of my most recent consultations, I used the “Record Meeting” feature in Teams to record my screen. This automatically generates a Microsoft Stream video file that the student could then refer to later. I was demonstrating one of our more advanced databases, and I figured the student might appreciate referring back to the video if needed. I did tell the student that I was going to record the next part of our meeting together, which I think is a good practice.

What’s next

As we think about work and life post-pandemic, I have been thinking about how I will continue to incorporate Teams into my normal workflow (Will we return to normal? What will the new normal be?) Here’s some quick thoughts:

Continue offering Teams consultations. Most of the students that I typically help live either on campus or close to campus, so in-person consultations have been the norm. However, I have thought about making Teams meetings an option, or may consider offering evening consultation hours which I would staff from home via Teams.
Promote the Teams chat over my general Libchat. Since Libchat is web-based, I’m pretty guilty of failing to log in or out. I am in Teams all day every day. It’s just easier and the notifications are better than Libchat.
Hold drop-in online office hours via Teams. I can create a meeting in Teams and link to it from my guides. Students could come and go during the time slot to ask questions.
Record in-person sessions in Teams. This would enable the patron or student to refer back to what we discussed later. This could be especially useful for those consultations that require multiple advanced search techniques and sources.

What about you? Have you used Teams effectively? Please leave a comment and share your experiences with others.

April 13, 2020

How to add a Microsoft Teams chat link to your Libguides profile box

Last week I added my Microsoft Teams chat link to my Libguides profile box. Since this required some different code than just adding a Teams chat link to a general guide, I thought I would share it here. Maybe you’ll find it helpful.

The code

<style>
#teamschat {
  background: #FFFFFF;
  border: 1px solid #545AAA;
  border-radius: 4px;
  color: #333333;
  font-size: 18px;
  font-family: 'Barlow', 'Trebuchet MS', Arial, Helvetica, sans-serif;
  padding: 8px 20px;
  cursor: pointer;
}
</style>

<div id="teamschat"><a href="https://teams.microsoft.com/l/chat/0/0?users=boeninge@ohio.edu&message=Hi%20Chad%20I%20have%20a%20question"><img alt="Click to Chat with Chad in Microsoft Teams" src="https://libapps.s3.amazonaws.com/accounts/7927/images/teamslogosmall.png" style="border: 0px; vertical-align: middle; float: left;" /></a>

<a href="https://teams.microsoft.com/l/chat/0/0?users=boeninge@ohio.edu&message=Hi%20Chad%20I%20have%20a%20question" target="_blank">Microsoft Teams Chat</a> 
</div>

<br />

How to customize

Copy the code above.
Navigate to your LibApps profile.
Scroll down to the “Other Widget Code” box and paste in the code.
Change users=boeninge@ohio.edu to your Teams email account. You will need to change this in two places . As much as I love your students, faculty, and patrons, I am sure they would rather talk to you. 😉
Change the “Chad” to your name. You’ll need to change this in two places (unless your name is “Chad”) . My other Teams post has more details about changing your introductory chat text.
If you know a little CSS, you can modify anything within the <style> section at the top of the code to change font, size, etc.

Let me know if this was helpful and if it worked for you.

Good luck!

March 31, 2020

How to add Microsoft Teams chat links to your Libguide and Libcal

Now that we’re working from home due to the COVID-19 pandemic, faculty, staff, and [sometimes] students are encouraged to use Microsoft Teams for chats, calls, and meetings. To help faculty and students connect directly to their librarian, we have added individual Teams chat links to our subject librarian and archivists directory. I have also incorporated my Teams chat link on my Libguides contact pages , my Libguides Profile Box, as well as in my Libcal appointment confirmation and reminder emails. Here is how you can do it, too. You can also use the steps below to create links to embed in other websites or in your email signature. Professors and instructors can also use Teams links for students to directly chat or meet with them during their online office hours.

Create your link

Microsoft has some in=depth documentation in how to create “deep” links to Teams chats. However, it can be a bit overwhelming so I’ll try to keep it simple.

Let’s look at my link: https://teams.microsoft.com/l/chat/0/0?users=boeninge@ohio.edu&message=Hi%20Chad%20I%20have%20a%20question

To make it work for your Teams account, just simply replace the user, boeninge@ohio.edu (that’s me) with your own campus/corporate Teams account. You will also want to replace “Chad” with your name, unless your name is also “Chad.”

For my Libcal links I have a different message: https://teams.microsoft.com/l/chat/0/0?users=boeninge@ohio.edu&message=Hi%20Chad%20I%27m%20here%20for%20my%20research%20appointment

This will allow me to see if the person is coming via my general link, or if they here for an appointment. To add your own language and get the url, just delete everything after the “message=” and customize your message. For example: https://teams.microsoft.com/l/chat/0/0?users=boeninge@ohio.edu&message=Hi Chad this Teams Thing is really cool

Copy the url that you just made, and paste it back into your browser address bar in a new tab. This will add all the code for the spaces and punctuation, so it should now look like this: https://teams.microsoft.com/l/chat/0/0?users=boeninge@ohio.edu&message=Hi%20Chad%20this%20Teams%20Thing%20is%20really%20cool

Add the link to a Libguide

Adding the link to your Libguide should be just as simple as selecting the text or image in the Libguide editor, then adding the link you created above.

Add links via the Libguide Rich Text Editor

Add Link to Libcal confirmation and reminder emails

First, go to your personal appointments settings, as outlined in these directions from Springshare. You will want to modify both the confirmation and reminder emails.

For my confirmation emails, I have the following:

Hi {{NAME}},
This email confirms your appointment:
When: {{TIME_DATE_DIRECTIONS}}
With: {{MY_NAME}} ({{MY_EMAIL}})
Where: Online Only. At the time of your appointment, <a href= "https://teams.microsoft.com/l/chat/0/0?users=boeninge@ohio.edu&message=Hi%20Chad%20I%27m%20here%20for%20my%20research%20appointment"> connect with me online via Microsoft Teams chat </a>.
{{NOTES}}
To cancel this appointment visit: {{{CANCEL_URL}}}

For my reminder emails, I have the following:

Hi {{FIRST_NAME}},
This is a reminder about your appointment at {{START_TIME}}, {{DATE}} at {{DIRECTIONS}}.
Until further notice, my research consultations are limited to online meetings only. At the time of your appointment, <a href= "https://teams.microsoft.com/l/chat/0/0?users=boeninge@ohio.edu&message=Hi%20Chad%20I%27m%20here%20for%20my%20research%20appointment"> connect with me online via Microsoft Teams chat </a>.
To cancel this appointment, visit {{{CANCEL_URL}}}.

In theory, you should just be able to cut and paste the above, change your Teams link, and you’ll be good to go.

What the user sees

After the user clicks your chat link, they will have the option of either using the Teams Web App or opening the Teams Desktop App (if it is installed).

Once the Teams app is open, the message that you added to your url will populate the chat box, so the patron can just start chatting by hitting enter. Since I can’t chat with myself, the image below shows what it looks like when starting a chat with a colleague.

Does it work?

We’re still on the extended spring break, but classes resume (online only) on Monday. I’ll post again with an update soon. In the meantime, if the directions here work for you, come back and leave a comment to share your story. Likewise, if you have questions, leave a comment. Good luck and stay healthy!

March 18, 2020