Efficiency at its Best: Unveiling the Benefits of Approvals in Microsoft Teams - A Case Study
Tags: microsoftteams, approvals, workplace
Published: 2023-07-04 12:00:00

In the contemporary **professional landscape**, the prevalence of **remote work** has significantly **risen**, necessitating the adoption of efficient tools for handling **work-from-home requests**. This instructive piece delves into a compelling **case study**, illustrating how the **Approvals** application within **Microsoft Teams** can expedite and optimize the management of such requests. By examining the utilization of this tool, we will gain insight into its potential to **enhance productivity** and foster seamless collaboration within teams and organizations. By the end of this article, readers will have a comprehensive understanding of how the **Approvals** application **empowers work-from-home processes**, enabling efficient decision-making and promoting cohesive teamwork. Embrace this opportunity to leverage technology and elevate your remote work management capabilities to new heights.

## The case study

*Cloud Continuity*, a fictitious technology company, understands the evolving landscape of the modern workplace. To **embrace flexibility and productivity**, it offers to the employees the option to **work from home**. However, to ensure a **seamless and efficient process**, it has implemented a **structured approval system** for work-from-home requests. By **requiring** employees to **submit** their **work-from-home requests** in advance, *Cloud Continuity* can effectively **plan** and **allocate resources**. This **proactive approach** helps meet project timelines, exceed client expectations, and minimize any potential disruptions.

**Transparency and fairness** are key **benefits** of a structured approval process. By implementing a standardized procedure for requesting and approving remote work, it creates an environment of equal opportunities for all employees. This fosters a sense of trust and equality within the organization.

Moreover, the structured approval process **empowers employees** to plan and **organize** their remote work effectively. By submitting advance requests, employees can align their work-from-home days with their **tasks**, **meetings**, and **deadlines**. This ensures a seamless transition between in-office and remote work, optimizing productivity and work-life balance.

Additionally, the approval process **encourages** effective **communication** and **collaboration**. When employees know their work-from-home requests are subject to review, they are motivated to stay connected and responsive. Collaborative tools like **Microsoft Teams** enable smooth collaboration with colleagues, leading to improved teamwork, knowledge sharing, and timely decision-making.

## Approvals application configuration

To set up the **Approvals** application in **Microsoft Teams** for this case study, you can proceed with the following steps. Access the **Approvals app** within Microsoft Teams by navigating to the **Apps section** and searching for "Approvals." **Install** the app if it is not already available. Next, **create** your approval **workflow** by selecting `Create or manage templates` on the bottom right corner button within the Approvals app. Choose the `Work from home` template request form, which already includes relevant fields such as start date, end date, and reason for the work-from-home request.

![Microsoft Teams Approvals templates home page](https://substackcdn.com/image/fetch/w_1456,c_limit,f_webp,q_auto:good,fl_progressive:steep/https%3A%2F%2Fsubstack-post-media.s3.amazonaws.com%2Fpublic%2Fimages%2Fdb71b419-cad3-4702-b09e-b5738826c9b9_1359x765.png)

**Customize** the request form to meet your organization's **specific requirements**. You can add or remove fields as necessary, ensuring you capture all the essential information needed for decision-making. Consider including fields for team lead approval or any additional information relevant to your company's processes.

![Microsoft Teams Approvals form configuration](https://substackcdn.com/image/fetch/w_1456,c_limit,f_webp,q_auto:good,fl_progressive:steep/https%3A%2F%2Fsubstack-post-media.s3.amazonaws.com%2Fpublic%2Fimages%2F50d481f8-fa45-471e-8d66-f73595d866bb_972x972.png)

**Designate** the appropriate individuals as **approvers**. Determine who should review and approve the work-from-home requests, whether it's team leads, managers, or other relevant personnel. This ensures that the requests are reviewed by the appropriate authority.

![Microsoft Teams Approvals workflow configuration](https://substackcdn.com/image/fetch/w_1456,c_limit,f_webp,q_auto:good,fl_progressive:steep/https%3A%2F%2Fsubstack-post-media.s3.amazonaws.com%2Fpublic%2Fimages%2F5581f541-6bf0-4ac1-b488-0b87f919c93c_972x972.png)

Automated **notifications** are in place to ensure employees and approvers are consistently updated on the progress and **status** of the approval **process**. These notifications are delivered through **Microsoft Teams**, serving as a reliable source of information. This approach guarantees transparent and timely communication, enabling all stakeholders to stay informed throughout the entire process.

Before deploying the workflow, thoroughly test it to ensure its functionality and accuracy. Validate that all the required steps and notifications are working as intended. Once validated, deploy the workflow, making it accessible for employees to submit their work-from-home requests.

## Application and approval process 

To apply for **work-from-home** using the **Approvals** application, employees can follow a simple process.

First, they need to **open** the **Approvals** app in Microsoft Teams and click on the top right button called `New approval request`.  Then, click on `Templates` menu option, select the **Microsoft Teams** configured for **work-from-home** requests and locate the `Work from home` request form. Within the form, they will find fields to fill out with necessary details, including the desired start date, end date, and a reason for working from home.

![Example of a Microsoft Teams Approvals forms from user perspective](https://substackcdn.com/image/fetch/w_1456,c_limit,f_webp,q_auto:good,fl_progressive:steep/https%3A%2F%2Fsubstack-post-media.s3.amazonaws.com%2Fpublic%2Fimages%2F3ce4e7c4-d8f8-423e-a11f-5d91eec6e889_1944x1944.png)

Once the application form is completed, employees can **submit** it for approval with a single click. The Approvals application takes care of the rest by **automatically routing** the application to the designated **approvers** based on the configured workflow.

**Approvers**, on the other hand, receive **notifications** within Microsoft Teams, alerting them to the pending **work-from-home** request. They can conveniently access the approval request directly from the notification or through the Approvals app.

Approvers **review** the application, considering factors such as workload, team collaboration, and business requirements. Based on their assessment, they can choose to either **approve** or **reject** the work-from-home request.

![Microsoft Teams Approvals notification to approvers](https://substackcdn.com/image/fetch/w_1456,c_limit,f_webp,q_auto:good,fl_progressive:steep/https%3A%2F%2Fsubstack-post-media.s3.amazonaws.com%2Fpublic%2Fimages%2F07ec66f4-1c33-4637-8c57-7fd7a589805c_1944x1944.png)

Throughout the entire **process**, both **employees** and **approvers** receive **real-time notifications** within **Microsoft Teams**. This ensures prompt communication and decision-making, allowing **employees** to stay **informed** about the progress and status of their request while providing **approvers** with easy access to **review** and make decisions without the need for manual follow-ups.

## Management and follow-up of requests

**Managers** can easily **access** the list of **pending applications** within the **Approvals** application. They can view and review the details of each application, including the applicant's comments and any attached files or documents. Within the application, managers have the **ability** to make an **approval** or **rejection** decision for each request. They can simply select the appropriate option to indicate their decision.

Furthermore, if managers feel the need to provide **additional comments** or clarification regarding their decision, they can do so within the application. This allows for effective communication and ensures that all relevant information is captured and shared.
   
## Reports and metrics

By utilizing other Microsoft tools like **Excel** or **Power BI**, organizations can generate comprehensive **reports and metrics**. With Excel's powerful data manipulation and analysis capabilities, **data** from the Approvals application can be **exported** and transformed into meaningful reports. On the other hand, Power BI provides **advanced visualization** and reporting capabilities, allowing users to create interactive dashboards and gain deeper insights from the data. These tools enable organizations to track and analyze metrics such as approval turnaround time, request volume, and approval rates, empowering data-driven decision-making and enhancing overall process efficiency.
   
## Benefits and conclusions

The Approvals application offers numerous **benefits** for managing **work-from-home** applications. Firstly, it improves **efficiency** by eliminating manual paperwork and automating the approval process, **saving time** and reducing administrative burden. Secondly, it **promotes transparency** and collaboration within the team, as all stakeholders can access and track the status of requests in real-time. This **fosters** a sense of visibility and **accountability**. Additionally, the application provides a **centralized platform** for communication and decision-making, **enabling** seamless **collaboration** and ensuring that all relevant parties are involved.

## Conclusion

The case study presented here underscores the **importance** of having a tool like **Approvals** in Microsoft Teams to effectively manage **work-from-home** requests. This application streamlines the approval process, eliminating manual inefficiencies and paperwork. By providing a centralized platform for submitting, reviewing, and tracking requests, it ensures transparency and accountability.

Furthermore, **the benefits extend beyond work-from-home requests**. The Approvals application showcases its **versatility** by offering similar solutions for various **other request types**, such as leave requests, expense approvals, or project sign-offs. This versatility demonstrates its value in enhancing overall workflow efficiency.

Implementing the **Approvals** application not only **improves productivity** by **automating processes**, but it also **enhances employee satisfaction**. Employees can easily submit requests, track their status, and receive timely notifications. This seamless experience fosters a positive work environment and promotes trust between employees and management.

## References

Here are some useful links I've utilized for crafting the article:

- *Manage the Approvals app in Microsoft Teams: [https://learn.microsoft.com/en-us/microsoftteams/approval-admin](https://learn.microsoft.com/en-us/microsoftteams/approval-admin)*  
- *Thanks to_ [_Hector Sosa_](https://dev.to/ekqt), the author of usescreenshot.app application, for allowing framing pictures: [https://usescreenshot.app/](https://usescreenshot.app/)*

> _Don't forget to share the article with your friends and colleagues if you find it interesting, click on the heart if you like it, or click on the comments to share what you think of the article, if you would add more or if you want to clarify any of them._