Microsoft Teams at 3kubik
Microsoft Teams at 3kubik – structured
communication instead of chaos
Efficient communication and collaboration solutions are indispensable in the modern working world. While many companies were only forced to rethink their communication structures during the pandemic, we at 3kubik have been relying on clear rules and digital tools to ensure structured and respectful collaboration since our foundation. New Work, hybrid working models, digital collaboration and Microsoft Teams are not just trends for us, but essential building blocks for an efficient way of working. We have completely abolished internal emails from the outset and instead run all our communication via Microsoft Teams.
Systematic communication:
clear separation of exchanges and tasks
Our communication strategy follows a clear principle:
- Chats for spontaneous interactions: We use personal and group chats for informal discussions and quick coordination. Our banter chat is used for casual exchanges or greetings in the morning. However, birthday presents and similar organizational topics are coordinated in separate chats without the birthday child 😉
- Teams channels for official information: Everything that is important in the long term, such as new orders, events or company-wide announcements, is documented in the appropriate Teams channels. This keeps information traceable, searchable and accessible to everyone.
- KanBo as a task management tool: No tasks in Teams! Every task belongs in KanBo, our collaboration and task management tool. This separation ensures a sustainable structure, clear responsibilities and avoids misunderstandings. All task-based communication also belongs here.
- Communication with external parties via Teams: We also communicate with customers and partners exclusively via Microsoft Teams. This means we don’t have to adapt the way we work – all relevant conversations, information and documents are in one central location, allowing processes to run seamlessly and efficiently.
Why this structure is so important to us
Effective collaboration requires clear rules. By separating communication and task management, we create structure, efficiency and transparency.
AI-supported functions in Microsoft Teams, such as automated summaries and advanced search functions, also help to maintain an overview. Nobody wastes time searching for tasks or the results of agreements in old chats.
Team status:
Respect for focus time and work rhythms
Interruptions cost productivity. Studies show that a single distraction can take up to 23 minutes to fully immerse yourself in a task again. That’s why we have a clear rule at 3kubik: no one simply calls without prior consultation.
Team status is essential for us:
- Those who are focused on their work can put themselves on “Do not disturb” and will not be interrupted.
- Calls during meetings or presentations are not technically possible (with the appropriate setting), which is a clear advantage of Microsoft Teams.
- If you want to reach a colleague, write a message beforehand asking if and when a brief exchange is possible, or set an appointment directly.
Time together is important to us
Although we work remotely, we attach great importance to personal interaction. Friday is our internal day when we meet digitally with camera and microphone:
- Project jour-fixe: coordination on ongoing projects, based on Microsoft Loop for a structured agenda.
- Personal Jour-fixe: Exchange about personal and technical highlights, successes, challenges and interesting use cases.
- Check-In-Deck: We start our meetings with our check-in deck, which we designed ourselves. We use weather cards to express our mood. If you like, you can explain this further, but it is not a must. This method helps us to better assess the emotions of others and avoid misunderstandings.
We also meet in person at least once a quarter. During our business development days, we retreat for two days, scrutinize our company structures and look for development opportunities. We also plan team-building activities such as paintball, go-karting, joint company vacations to Mallorca or workations to Finland.
Clear structures for a modern working environment
The way companies communicate directly influences their efficiency, attractiveness as an employer and long-term success. While previous generations relied on physical proximity, phone calls and emails, modern hybrid and agile working models increasingly rely on digital and AI-supported communication tools such as Microsoft Teams.
Our experience shows that without clear structures, misunderstandings, loss of information and unnecessary distractions arise.
- Fast, targeted communication without information chaos.
- Searchable documentation in channels instead of endless e-mail histories.
- Combination of digital and personal exchange for a productive working environment.
Companies that do not embrace this change will lose efficiency and attractiveness in the long term.
Conclusion:
Structure creates efficiency, respect and success
Our decision to use Microsoft Teams as a central communication platform is not based on trends, but on efficiency, transparency and mutual respect. AI-supported productivity functions, extended virtual workspaces and automated workflows make Teams the ideal platform for modern, agile and hybrid working.
✅ Efficient: all information can be found centrally and does not get lost
✅ Respectful: no one is torn away from their concentration
✅ Flexible: Whether working from home or in the office, our structures remain the same
Our values – sustainability, respect, joy and shared success – are reflected in the way we work. With a clearly defined communication structure and the choice of tools based on this, we have created a working environment that strengthens our corporate culture and secures our long-term profitability.