A Beginner’s Guide to Using Microsoft Kaizala

October 12, 2024 Dellenny

In today’s digital age, organizations are seeking powerful tools to streamline communication and collaboration. Microsoft Kaizala is one such tool, designed to meet the needs of modern work environments, especially in scenarios where team members are spread across various locations, including on-the-go workers, frontline employees, and distributed teams. Launched as part of Microsoft’s Office 365 ecosystem, Kaizala offers an easy-to-use, mobile-first platform that facilitates instant communication, task management, and data sharing.

In this blog, we will explore how to use Microsoft Kaizala to improve collaboration and streamline workflows in your organization.

What is Microsoft Kaizala?

Microsoft Kaizala is a chat-based communication app designed to support large-scale messaging, coordination, and task management, especially for organizations with dispersed workforces. Kaizala’s interface is simple and user-friendly, making it accessible to users with varying levels of tech expertise. It is especially popular in sectors like construction, manufacturing, and field services, where employees need to stay connected while being away from a traditional desk environment.

Kaizala offers features like:

Instant messaging: Text, audio, video, and photo messaging
Groups: From small teams to large organizations, Kaizala allows creating and managing groups
Surveys, polls, and checklists: Useful for gathering feedback and assigning tasks
Job management: Assign and track tasks for on-field employees
Location sharing: Enables users to share their live location for coordination
Announcements and Broadcasts: One-way communication to share updates with teams or entire organizations

Now that we have a basic understanding of Kaizala, let’s look at how you can start using it effectively.

Step-by-Step Guide to Using Microsoft Kaizala

1. Download and Install Kaizala

First, you need to install the Kaizala app on your smartphone. The app is available on both iOS and Android platforms:

For iOS: Download from the App Store
For Android: Download from the Google Play Store

Once installed, open the app and sign in using your phone number. You will receive a verification code via SMS, which you need to input to complete the setup. Kaizala can also be used on the web via the Kaizala Web platform, but it requires the mobile app to authenticate.

2. Create or Join a Group

One of Kaizala’s core strengths is its ability to manage groups, from small work teams to large organizations. Here’s how to create or join a group:

Creating a Group: From the app’s main screen, tap the “+” icon at the bottom and select “Create Group.” You can then name the group, add a profile picture, and invite members by entering their phone numbers.
Joining a Group: If someone else has already created a group, they can invite you by sharing a link or by adding your phone number. You will receive a notification to join the group.

Kaizala allows creating hierarchical group structures, such as a main organization group with multiple sub-groups for different departments or projects.

3. Send Messages and Share Media

After joining or creating a group, you can begin communicating with team members:

Text Messages: Just like any other messaging app, you can send text messages to individuals or groups.
Audio and Video Messages: Tap the microphone or camera icon to record and send audio or video messages, respectively.
Photos and Documents: You can also share photos, videos, or documents by tapping the appropriate attachment icon.

These multimedia features allow seamless sharing of on-site updates, meeting recordings, or project files.

4. Use Built-in Actions (Surveys, Polls, Tasks)

What sets Kaizala apart from typical messaging apps is its integrated “Actions” feature, which allows for task management, data collection, and decision-making within the chat. Here are some useful Actions:

Create a Survey or Poll: You can gather feedback from team members by tapping the “Actions” button and selecting “Survey” or “Poll.” Input the questions, and Kaizala will share the results with you in real time.
Assign Tasks: Use the “Job” Action to assign tasks to individuals, monitor progress, and get updates when tasks are completed. It’s great for managing field workers.
Create Checklists: If you need to track a series of activities, use the “Checklist” Action to assign responsibilities and get notifications once items are completed.
Broadcast Announcements: For one-way communication with your entire team, you can send announcements or share important news using the “Announcement” Action.

These built-in tools make it easy to collect data, distribute tasks, and make decisions without leaving the app.

5. Monitor Employee Performance

Kaizala includes reporting tools to help track productivity and performance. For example:

Track Attendance: Kaizala’s “Attendance” Action allows employees to check in and out, which can be used to monitor work hours.
Location Tracking: Employees can share their live location, which is useful for field workers, logistics, and sales teams.
Job Tracking: Managers can monitor task completion, ensuring projects are on schedule.

These features allow you to maintain oversight of your team’s activities and stay informed about the progress of various tasks.

6. Use Kaizala Web

Kaizala Web extends the platform’s functionality to desktop users. To access it:

Visit Kaizala Web
Open the Kaizala app on your phone, go to the “Kaizala Web” option from the menu, and scan the QR code displayed on your computer screen.

This allows you to stay connected to your team even when you’re working from a desktop or laptop.

Best Practices for Using Kaizala Effectively

Regularly Review Group Structure: Ensure that your groups and sub-groups align with your organization’s structure. This makes it easier to manage communication and task assignments.
Utilize Actions: Instead of relying on back-and-forth messaging, use Actions for task management, surveys, and data collection. It reduces the clutter in chat and streamlines decision-making.
Keep Content Organized: Encourage team members to use the “media sharing” and “file storage” features for easy access to important documents and resources.
Ensure Mobile Connectivity: Kaizala is mobile-first, so ensure that field workers or team members on the go have stable internet access to stay connected.