Microsoft teams is an appealing end-users platform both for chat and work. However, due to excessive freedom, users may end up creating countless and irrelevant teams which lead to content sprawl, loss of content, data insecurity, and more. Hence, governing MS Teams by policies to bring people and processes together is a must. To learn more about why you need MS Teams governance, click here.
In this blog, we will talk about 5 important factors that an organization needs to consider while planning for MS Teams governance:
1. How a process to create Teams helps?
Every team created by the user is tightly coupled with other important applications such as SharePoint, OneDrive, OneNote, etc., and hence, consumes a substantial number of resources. An inadvertent growth in purposeless teams leads to disorganization of content and difficulty in finding and sorting the relevant information. Hence, it’s important to keep the Teams creation process in control and purpose in check.
TeamsHub.io automates Teams creation process through site provisioning so that your employees can have collaboration freedom within organizational control. To learn more, click here.
2. How will you manage user access?
Making everything accessible for everyone makes the environment vulnerable to security risks. Your organization must define roles and responsibilities for every user to access cloud resources and external applications. If you define administrative rights and determine who has access over what, your organization can avoid ‘Shadow IT’ traps. Additionally, you will be able to easily track and monitor resources.
TeamsHub.io offers effective administration management and grants different levels of access to organizational resources for different types of users such as administrators, owners and members of teams, and third-party contractors based on their capabilities. To learn more, click here.
3. How will you structure policies and naming conventions?
To maintain the lifecycle of teams, it is important that you use proper naming conventions. This helps to clarify the purpose of teams such as for which project it is created, what information it holds, how sensitive the information is, and so on. Additionally, by doing so, you can make it convenient for users to search for the relevant team or content they are looking for.
TeamsHub.io lets you configure proper naming policies for teams and enforce restrictions to blocked words. You can tag, classify, and label teams to indicate the purpose and sensitivity of the information they hold.
4. How will you manage the lifecycle of Teams?
Active teams signify a healthy Teams environment. Consider archiving or deleting a team when the project for which it was created is over. Avoiding it will end up in issues such as teams sprawl, data invisibility, under-utilization of resources, etc. Hence, expiration policies determine when a team should be closed, archived, or deleted.
TeamsHub.io automates lifecycle management of teams by setting expiration policies and scheduling notifications to alert users for team’s disposal, archival, or deletion. To know more, click here.
5. How will Teams improve business processes?
After migrating to Teams, plan out the processes Teams will replace so end-users may implement them in their daily schedule. To get Teams fully functional, it is important to establish a change management strategy and guide users on new technology and business processes for their understanding and increasing adoption.
To learn about quick tips on change management practice to boost MS Teams adoption, click here.
If you are planning to migrate from Skype for Business to Teams, we, at, Cyclotron are happy to help. For a frictionless transition to MS Teams, please visit https://www.skypetoteams.io/ or get in touch with our team.
MS Teams is designed to improve your collaboration speed and workflows. Solid governance in place can negate the pitfalls that can hamper Teams adoption and long-term benefits in your business. With this regard, TeamsHub.io is built to automate MS Teams governance which simplifies administration and streamlines work processes to empower your organization by driving user productivity and give you a competitive edge.