PROJECT OVERVIEW:

Microsoft Teams Job Aid: Muting Notifications During Meetings

Designed a concise, task-based job aid to help employees quickly manage Microsoft Teams notifications during meetings, supporting adoption by improving employee’s meeting experiences and functional application knowledge.

DESIGN TYPE:

Job Aid / Microlearning

AUDIENCE:

Enterprise employees using Microsoft Teams

THE PROBLEM:

Managing Teams notifications was one of several common pain points reported amongst employees during adoption.

GOALS & OBJECTIVES:

  • Provide a fast, easy-to-follow solution users can reference during meetings

  • Decrease reliance on IT support for basic functionality


  • Improve user experience in Teams meetings


  • Support adoption by providing employees self service resources to support their individual learning goals

MY APPROACH:

I approached this as a microlearning and usability-focused design challenge, opting to create a visual job aid that would be accessible through the ServiceNow knowledge base.

  • 1. Task-Focused Structuring

    Centered the content around a single, specific action to eliminate unnecessary complexity.

  • 2. Step-by-Step Clarity

    Simplified the process into a minimal number of steps with clear, action-oriented language.

  • 3. Visual Reinforcement

    Used annotated screenshots and numbered callouts to guide users directly within the interface.

  • 4. Scan-Friendly Layout

    Separated actions (muting vs. allowing notifications) and used strong hierarchy for quick navigation.

THE SOLUTION:

A clean, visually guided job aid that enables users to:

  • Quickly locate notification settings within a Teams meeting

  • Follow a simple 3-step process to mute notifications

  • Easily reverse the action when needed

KEY DESIGN DECISIONS:

  • Clear hierarchy with bold section headers

  • Side-by-side layout pairing instructions with visuals

  • Minimal text to support fast comprehension

  • Consistent branding aligned with Microsoft Teams UI

RESULTS:

Additional job aids created using the template:

Click to enlarge

  • Improved meeting experience through reduced interruptions

  • Increased self-service for basic Teams functionality

  • Provided a reusable template for future Teams related job aids

Other Featured projects