WonderLaura @iwmentor – Laura Rogers

Have you tried it yet? The Updates app in Microsoft Teams provides an efficient solution for collecting and managing regular updates from team members. This powerful tool integrates Microsoft Forms technology directly into the Teams environment, allowing managers to gather structured feedback, track project progress, and visualize data—all without leaving the platform. This post and video demonstrate how your team can use the Updates app to enhance productivity.

How Does the Updates App Work?

The Microsoft Teams Updates app has several main functions:

• Automated data collection through customizable forms
• Scheduled reminders that notify team members when updates are due
• Visual dashboards that display submission metrics and response data
• Centralized management of recurring update requests
• Exportable data for further analysis and reporting

By consolidating these functions within Teams, the app eliminates the need for separate status emails, individual check-ins, and redundant status meetings.

Open the Updates App in Microsoft Teams

Installation Process

1. Navigate to the apps list on the left side of Microsoft Teams
2. Search for “Updates” in the search bar
3. Click to add the app to Teams
4. Right-click the app icon and select “Pin” to keep it readily accessible

Creating Your First Update Request

The app has two buttons at the top of the welcome screen:

1. Collect updates: Access pre-built templates or create custom forms
2. Quick update: Generate a simplified two-question form for rapid feedback

Available Templates

The Updates app includes several pre-configured templates designed for common use cases, here are some examples:

Weekly Update Template

• Overall status indicators (on track, at risk, blocked)
• Accomplishments from the previous week
• Plans for the upcoming week
• Support or resources needed

Monthly Goal Tracking Template

• Goal identification and description
• Progress percentage or status
• Satisfaction levels and confidence metrics
• Support requirements for goal completion

Project Progress Template

• Project name and identifier
• Current status and milestone progress
• Key updates and developments
• Blockers and impediments
• Support needs and resource requests

Configuring Submission Settings

Next, when setting up any update request, several configuration options are available. You could even start with a blank form and create your own fields, without a template.

1. Optionally edit the form.
   • Add or change fields down the left. This is actually a Microsoft Form.
2. Specify People:
   • Specific individuals can submit (enter team member names)
   • Entire Teams can submit (select team name)
   • Anyone with the link can submit (toggle option for broader distribution)
   • Who can view the submissions
   • Who can manage the request
3. Schedule Configuration:
   • One-time collection
   • Daily updates
   • Weekday-only updates
   • Weekly recurrence (specify day of week)
   • Monthly recurrence (specify day of month)
4. Additional Settings:
   • Due dates and submission deadlines
   • Permission to edit submissions after completion
   • Capability to attach files
   • Review permissions (who can access the submissions)

Updates App Dashboard Experience

Dashboard Elements

The Updates dashboard provides visualization of collected data, with several key features:

1. Status Overview
   • Percentage of completed submissions
   • Distribution of status responses (on track, at risk, blocked)
   • Highlighted sections for critical metrics
2. Data Visualization
   • Graphical representation of numerical responses
   • Statistical analysis (totals, averages, minimums, maximums)
   • Trend indicators for recurring updates
3. Filter Capabilities
   • Filter by reporting period
   • Filter by respondent
   • Filter by response status

Dashboard Limitations

When designing forms for optimal dashboard performance, note these constraints:

• Dashboards only display multiple-choice questions or number questions.
• Text responses are not visualized in the dashboard but are accessible in the submissions view
• Only two data fields can be displayed simultaneously in visualization components
• Custom calculations beyond basic statistics require data export

Managing Existing Update Requests

Monitoring Submission Status

To track completion rates and send reminders:

1. Navigate to the specific update request
2. View the submission percentage indicator
3. Identify non-respondents through the submission list
4. Use the built-in reminder function to notify team members who haven’t submitted

Modifying Active Requests

To adjust settings for an ongoing update collection:

1. Go to “Manage requests” section
2. Select the specific request
3. Access settings to modify questions, schedule, or participants
4. Save changes (note that changes will apply to future submissions only)

Archiving Completed Requests

When an update collection is no longer needed:

1. Locate the request in the management dashboard
2. Select the disable option to archive the request
3. The data remains accessible but no new submissions will be collected

Advanced Implementation Strategies

Integration with your team’s flow of work

For maximum effectiveness, consider these implementation strategies:

1. Meeting Integration:
   • Review dashboard data before team meetings
   • Focus meeting discussions on identified issues rather than status updates
   • Reference specific submissions when addressing blockers or risks
2. Documentation Pipeline:
   • Export update data regularly for project documentation
   • Use recurring updates to populate progress reports automatically
   • Create an archive of accomplishments for performance reviews and project retrospectives
3. Problem Detection:
   • Configure forms to flag issues early through status indicators
   • Establish thresholds for automatic escalation
   • Create specialized forms for risk assessment and blocker identification

Data Export and Analysis

To leverage collected data beyond the app’s native capabilities:

1. Access the submission list for any update request
2. Select the export option to download data in spreadsheet format
3. Import into analysis tools for more complex visualization or reporting
4. Create pivot tables or custom reports based on exported data

Best Practices for Effective Implementation

General Form Design Principles

1. Question Efficiency:
   • Include only questions that provide actionable information
   • Limit form length to encourage completion
   • Use multiple-choice questions where possible for dashboard visualization
2. Response Standardization:
   • Implement consistent status terminology across forms
   • Use numerical scales for subjective assessments
   • Provide clear examples of expected response formats
3. User Experience:
   • Set reasonable deadlines that align with work schedules
   • Allow sufficient time between notification and due date
   • Consider time zone differences for distributed teams

Administration Guidelines

1. Onboarding Process:
   • Introduce one update type at a time to prevent overwhelm
   • Clearly communicate the purpose and value of collected information
   • Demonstrate how the data will be used to improve team processes
2. Reminder Strategy:
   • Configure automated reminders strategically
   • Set initial notification with adequate lead time
   • Schedule follow-up reminders appropriately (24 hours before deadline)
3. Continuous Improvement:
   • Regularly review question relevance and update as needed
   • Solicit feedback on the update process itself
   • Adjust frequency based on team feedback and actual usage

Conclusion

The Microsoft Teams Updates app offers a powerful solution for streamlining status updates, progress tracking, and team communication. By implementing structured data collection within the Teams environment, organizations can reduce meeting time, improve information flow, and identify issues earlier. Through careful form design, strategic scheduling, and thoughtful integration with existing workflows, the Updates app can significantly enhance team productivity and project visibility.

For teams seeking to optimize their communication processes, the Updates app represents a valuable addition to the Microsoft Teams toolkit—one that requires minimal setup while delivering substantial efficiency gains.

Here is the associated video

---

Here is my related blog post, about the Approvals app in Microsoft Teams

Here is Microsoft’s documentation: Get started in Updates – Microsoft Support

For additional information about Microsoft Teams tools and productivity enhancements, visit iwmentor.com to access the Power Hour schedule and upcoming training opportunities.