How many lists do you think you might use in your business processes?
When we first hear the term “list,” we might think of a simple to-do list, but there are actually many other types of lists that North Texas businesses work with on a daily basis.
There are lists for employee onboarding tasks, project management lists, lists of customer service tickets, and lists of inventory assets.
Your normal task list organizing app isn’t going to be applicable to all those different list workflows, but one that will be is the newest Microsoft 365 app called Microsoft Lists.
One of the challenges people that seek out IT consulting look to solve is how to automate workflows. They need help moving forward from time-consuming and labor-intensive manual tasks.
Microsoft Lists was just added to business and enterprise subscriptions of Microsoft 365 and it offers a way to automate multiple workflows that use lists of things as a base.
What Exactly Can Microsoft Lists Do?
Microsoft Lists is designed to track information, allow you to share lists dynamically with your team, and organize information and processes in a meaningful way.
For example, one way that you can use the app is to track customer service issues.
You just create a list that includes the factors you need to track when handing customer service issues, such as:
- Customer name
- Severity of issue
- Status of issue
- Person assigned to resolve
- Date created
- Data resolved
This type of list setup in Microsoft Lists could actually replace another tracking app that you might be using.
Features of Microsoft Lists
Here are some of the main features of Microsoft Lists that make this such a powerful app and one that can automate manual workflows as well as replace certain apps you may be paying for separately.
- Smart rules that can automate notifications for list activities
- Use Lists in a mobile app, on the web, or within Microsoft Teams
- Share and collaborate on lists with others
- Control edit and read-only properties by list column
- See data displayed in several different views (calendar, gallery, card, etc.)
- Create lists from a template, from scratch, from another list, or from an Excel sheet
Replace Several Spreadsheets
If you’re like many businesses, you have several spreadsheets floating around in your workflows. You may have one for your list of vendors, one for leads, another for your electronics asset inventory.
Using Microsoft Lists can replace multiple spreadsheet lists and put all those lists into one easy to access dashboard.
Because you can share lists with others, no one has to email a spreadsheet back and forth, making for a much more efficient workflow.
Templates to Get You Started
Microsoft Lists has several templates that can get you started using the platform right away and understanding exactly how useful it can be to your work processes.
Here are a few of the several of the templates you can find in the app:
- Incident management: For tracking either internal incidents (e.g. a shipping problem) or to track customer service tickets.
- Asset tracker: Keep a virtual list of your electronic assets that includes a photo, warranty information, and the name of the person who was last assigned the item.
- Onboarding checklist: Make your employee or vendor onboarding process more automated by using this template and adding automated notifications when each item is completed.
- Project planning: Replace an expensive project planning app by using this template in Lists and view project tasks in list view or calendar view.
- Team contacts: Keep track of vendors, contacts, sales leads, or visitors to your facility using this template.
Views to See Your Data How You Like
There are several different ways to organize and view your list data in the application. For example, you can see an event planning list as a calendar, based upon the due dates of each activity.
You can also use a card view to more easily identify contacts or assets.
Some of the available views in Microsoft Lists include:
- Standard view
- Data sheet view
- Calendar view
- Card view
- Gallery view
Use Microsoft Lists in Teams
The ability to use the Lists app in Microsoft Teams allows you to share lists within a specific channel and collaborate side-by-side with others using the full communication power of Teams.
To add a new list in Teams, you’ll use the Tabs feature. When you add a tab, you’ll see Lists as a new option.
When you click to add a List, you’ll find the ability to use a template or create a list from a blank list, another list, or an Excel doc, just as you can when creating one in the Lists interface.
Get Help Optimizing Your Workflows for Better Productivity
Texas I.T. Pros can help your business explore the new Microsoft Lists app as well as discover new and more productive workflows in other cloud applications to improve efficiency.
Contact us today to schedule a cloud solution consultation! Call 940-239-6500 or reach out online.