I work in a small company (10-15 employees). Approximately a year and a half ago we took on employees who work remotely and, as such, we started using Microsoft Teams.
Internally we are two teams, both of which engage with multiple external partners, contractors and customers. We also have multiple ongoing projects. As such, our Teams structure reflects this with different channels and chats. However, being a small company, we wear many hats and have access to multiple chats/channels.
One of my team members is a gentleman, and, unfortunately, when we started using Teams we were under the pump and no-one had time to teach him how to use it.
Due to his lack of knowledge, he has developed this habit where he opens Teams and just starts typing in whichever chat/channel he last viewed. Since we wear many hats, people have indulged this by responding. However I have found it somewhat frustrating due to number of reasons;
- He posts information not relevant to that chat/channel
- Information gets fragmented across multiple places
- His questions and requests are going unnoticed and work is not getting done
- Because things are going unnoticed, he brings it up the next day in our daily stand-ups causing them to go overtime (sometimes by an hour)
- He interrupts existing conversations/threads with questions irrelevant to that conversation (on more than one occasion I've had things unresolved because he has hijacked the thread)
- Information specific to our team is shown to the other team and external people (which in some cases has prompted a confused reply as they think it's directed to them)
- He posts personal conversations, grievances, complaints etc on channels/chats that are being broadcasted to the whole organisation
- Our workloads are ramping up and we are relying more and more on information being stored in Teams
- I'm the person who sits next to him, so I'm the one who is constantly having to help him find things because he has made a mess. I'm also the person he complains to about how terrible Teams is or people ignoring him
- My workload is increasing and I'm running out of both time and patience to be his tech support/person to complain to
I realise it's because he hasn't been trained properly. I also acknowledge that maybe I'm making a bigger deal of this than my other co-workers (they're starting showing signs of frustration however). I have in the past made suggestions trying to help, but they haven't worked.
So my question is, how do I approach this situation in a reasonable and sensitive way? I don't want to be rude or condescending, nor do I want to come across as whining or uptight. But it is becoming an issue I feel needs to be addressed.