Elevate Teamwork with the Performance Invoice Format for Teams

Performance invoice format for teams

In this video, we're talking about three ways that  you can use Microsoft Forms at work. This applies   to you whether you're working at a corporate job  or you're running your own business. Here's the   thing, to be successful at what you do,  you are going to need some information,   right? Some data. This could be information about  your customers, it could be about your team or   about your employees. You need a structured  way of collecting this information so you   can analyze it a lot quicker and decide on your  next steps. Microsoft Forms helps you with that,   plus it recently got some really cool updates  that you might have missed. I'm going to cover   them as I cover the three ways that  you can use Forms in your business. Right now, you might be wondering, is Microsoft  Forms suited for collecting data from people   outside the organization? Because we know how  Microsoft products can be when it comes to   sharing files with externals. With Forms, you  don't need to worry about that. You can easily   share with externals. Another question you might  have is, do I need a paid Microsoft account? You   don't. There is a free version of Forms you  can use with your free Microsoft account,   but you are limited in the number of responses  you can receive. If you have a business 365   account or an education account, you can receive  up to 5 million responses for a single survey,   which is amazing. You can extract the data in a  CSV file and analyze it as you need in Power BI   or Excel while you'll be using Power Query as  your entry point if you have that much data. Okay, so the first form you can use is surveys.  Now creating a survey from scratch is super easy.   You just have to open up your browser and navigate  to forms.office.com, log into your account, and   click on New Form. This starts off the process,  but you don't need to start from scratch. You can   explore existing templates. Click on View All to  see the different templates available by category. So surveys can be used for different  purposes. You can use them for internal   business purposes like employee satisfaction  survey, collecting feedback on your project,   or maybe you're planning a team event  and you want feedback on that. You can   also share surveys externally, for example with  your customers, to get feedback about a product.   To take a look at what a survey looks like,  let's go with Employee Satisfaction Survey. Now, here we get a nice background cover, we  have a good title, but guess what? We also get   pre-populated questions and answers. How cool is  that? You can of course click on each question   and adjust it as you need. AI also gives you  some additional options if it thinks that might   be suitable for these questions. For example,  "Neutral" might make sense here. You can add   your own options by clicking on the plus. You  can adjust the answers, delete the answers,   update it as you need. The best part is you  already have something to work with so the   entire process could be a lot faster. You also  get recommended questions. So let's say you want   to grab their phone number or this question,  "Were colleagues welcoming when you started?"   I'm just going to click on these and add them  in. They're right here. You can of course add   your own questions as well. So let's say,  "Which day of the week is your favorite?"   Notice the moment I type "day of the week",  AI kicked in and it's suggesting these. I'm   going to add them all and then let's remove the  ones I don't want to show up in the response. Now, another place AI is at work is under  style. These styles are suggested based on the   topic here. So, we get this more corporate styles  because this is an employee satisfaction survey.   If I change this to a birthday party notice, these  are changing here, I get different options. I'm   just going to press Ctrl+Z a few times and go  back. You have more style options here under   View All. You can adjust the color and change  the layout as you see fit, and if you are going   to be using it, you can add some background music  as well. You have some choices like this one here.   Right, it's more funky. I'm just going to turn it  off for now. Personally, I do not think I want to   create surveys with background music. Let's go  to Settings and see what other options we have   available. So, here, under More Options, we are  going to go to Settings. We can decide who can   fill out the form. If you are sharing this with  externals, you would go with "Anyone can respond".   This is not an external survey, though, so I am  going to go with "Only people in my organization   can respond". You can decide if you want to record  the name or not. You can also add a start date and   an end date to your survey. I'll just go with  an end date of the end of May. Then, you have   some other options like customizing your thank  you message and so on. Now, in addition to this,   you also have this other AI option. So, anywhere  where you come across this lightning icon,   it means that it's an AI feature. When I click  on this, it tells me to "Add Description.   Share a description of your form to encourage  responses." I'm going to click on "Add", and it   added this in. It says, "Would you mind taking two  minutes to complete this form?" The amount of time   is estimated by the AI. It also added the end  date to this. Now, let's say I'm ready to share   the survey with others. I can start collecting  responses. Double-check your settings here to see   if they are correct. You can copy the URL link.  You can also shorten the link before you copy it,   or you can directly share this in Outlook or in  Teams. Just type in the name of the chat or the   group, and you are going to see it here. Your  other options for sharing are to use the QR   code here or to embed this form on a website.  Now, how about when it comes to reviewing the   data that you receive? While there are also  some AI features for that. I'm just going to   go and open up another form I have already  created that already has some responses. So,   here's a form that already has over a thousand  responses. When I go to view the responses,   notice on some of these responses I have insights.  When I click on this, I get some patterns that   it's picked up. For example, here, 81% of people answered "Man" for this question,   and the majority answered "High" for Question 1.  I have the ability to pin this as well if I want   to. Okay, so this is a quick overview about how  you can create surveys which are super helpful for   collecting information. The next form type you can  use at work is quizzes. Some business use cases   for these are, let's say, you're training your  team on how to use a new tool, and you want to   make sure that they understood all the important  bits. An external use case for it is, for example,   you're recruiting for a new position, and you want  to test the candidate's knowledge. And sometimes   these tests need to be timed, right? You want to see how  they perform under pressure. You can do that with   Microsoft Forms. You can create timed quizzes.  Now, setting up a new quiz is super easy as well.   You just have to click on "New Quiz". If you've  already written out your quiz in Microsoft Word,   use Quick Import and it's going to convert  it into a form. I'm going to go with "New   Quiz" here, and let's put in a title: "Power BI  Assessment for the Data Analyst Position". So,   let's say I want to share this quiz externally.  I'm interviewing people for a new position, and   I want to give them a test to see if they're the  right fit. Let's add a text field. I'm going to go   with "Name". This is a required field, and they're  going to get zero points for adding their name. Next one is a choice. I'm going to go  with a multiple-choice question. Now,   check this out. You can upload the image from your  OneDrive, from your device, or you can just drag   and drop it here. Let's say I have an image saved  on my desktop. I'm just going to drag and drop it,   and it's immediately going to add it to my quiz.  Then, I just have to select which one is the right   answer. I'm just going to click on this and add  in the points. I'll go with five points here. Now, where can you set the timer? You can do that  in settings. So, go to "More Options" here, under   "Settings", scroll down, and you can set a time  duration. So, this is 30 minutes. I'm going to go   with 15. What happens when the time is over? We  have the information here. Editing is not allowed   after the timer ends, and the answers are going to  be automatically submitted once the timer is up. Once you've set up the quiz as you need, you  can switch this option to "Anyone can respond",   especially in this case because I'm  planning to share this externally. And then,   I just need to go and copy the URL  and share this publicly, if I want to. How does everything look on the back end? So,  what happens when the responses come in? So,   here I have a more elaborate form that  already has two responses. Let's go and   see how this looks. I can get a quick  overview here, and to see each response,   I can review the answers. This shows me the  answers one by one. So, this is the first   person. That's the second person. Here, I have  a correct answer. These text fields need review,   so I have to put in the score myself.  So, let's say I'm happy with this. I'm   going to put a five. This is correct, needs  review. I could go with 0 here, and so on. Now, another great feature is that you can  compare people's answers with one another. So,   if you switch your view from "People" to  "Questions", you get to review the questions   one by one. This is especially helpful for  text answers. So, here, no answer was provided,   and this one was just a text answer. Here,  I can see the first one that I already gave   the points to, and this one is similar, so  I'm going to give them five points as well. Okay, so that's a quick look at quizzes and how  you can use it in your business. The third method   of gathering information is through polls.  Polls are typically used in the Teams app,   and they're great for collecting feedback  right inside the app. You can use it in chat,   and you can use it in posts and also during  meetings. It's a great way of getting people   involved and engaged during your meetings. To add  a new poll to your Teams chat or to a channel,   click on "New Conversation". If you don't see  "Polls" here, click on "More Options" and you   might see it here, that's the one we're  looking for. If you still don't see it,   go to "More Apps" and search for "Polls" here. Now  I'm just going to select it and it's immediately   going to bring up this pop-up where I can put  in my question. Let's just add these answers.   You have the ability to record the names of the  respondents and share the aggregated results with   them if you want to. If you don't want to share,  just click on this and it's going to hide the   answers. I'm going to go with sharing for this  one. Click on "Preview". This looks good. Let's   send this. It's going to add it to the Teams channel. Now, because I'm sharing the results,   the moment people start to submit their quotes,  we are all able to see the answers here. Now, if you're wondering what is this  "Forms" option, because when you click it,   it looks very similar to polls, well, Microsoft  published an article about this where they state   that "Polls" will replace the "Forms" app into  "Teams". Do you need to be worried about your   previous responses where you use the "Forms"  app? No, you don't. Your polls and response   data in the "Forms" app are going to be  automatically synced to the "Polls" app. What happens to the "Forms" app?  Well, eventually it's going to be   dedicated to providing an improved survey  experience across Teams. So, to wrap up,   ultimately you get one app which is "Microsoft  Forms" and you get to use it to collect data   for different business purposes. Surveys  were one to help us check how things are   going and to decide our next steps. Quizzes  can be used for recruitment purposes and   also for in-house training, and polls are  perfect for real-time actionable feedback. I hope you found this video  useful. Now, I want to know,   what will be the next form that you create?  Comment below and just type in "Survey", "Quiz",   or "Poll" depending on what you're planning  to create next. Thank you for stopping by   and watching this video all the way to the  end, and I hope to see you in my next video.