August 11, 2021

Defining a collaboration strategy for your organization

Introduction

Microsoft 365 facilitates collaboration by offering various types of workloads, each intended for a different purpose and scale. There are multiple options for users to chat or have conversations. Hence, to define a strategy for communication, one needs to understand where users can begin conversations first.

In this blog, we will share the three main communication methods provided by Microsoft 365 and then learn about planning collaboration governance step-wise:

Key Communication methods supported by Microsoft 365

  • Outlook: a traditional email inbox and calendar. Enables an email-based collaboration via mailbox and calendar.
    • Used for targeted communication with a group of people
    • Manages email messages, calendar, contacts and tasks
    • Send a sharing invitation to other users for meetings via Outlook calendar so they can view your calendar in their own calendar list
  • Microsoft Teams: a persistent-chat-based workspace where you can have informal, real-time, conversations around a variety of topics, organized by specific sub-groups. It is a chat-based workspace designed for hyper efficient collaboration.
    • Interact and work together with team members effortlessly every day
    • Get all information at your fingertips in a single experience
    • Integrate tabs, connectors and bots
    • Chat, make audio/video calls, conduct and join meetings, record meetings
  • Yammer: an enterprise social network for collaboration that enables organization wide connections.
    • Communities of practice – Broad, open and cross-functional groups of people who may not know each other but share a common interest or skill
    • Natural participation among employees and exchange of knowledge
    • Discovery of new ideas and creative ways of collaboration
    • Leadership engagement in a two-way dialogue, learning communities, role-based communities

Before you determine how you want to use Microsoft 365 collaboration features and implement a governance framework, consider the aforementioned communication methods and which users will use in different scenarios.

If your organization uses email the most for communication, instruct your users to create groups in Outlook. If your organization uses SharePoint excessively, instruct your users to create SharePoint team sites for collaboration. If your organization has rolled out Teams, instruct your users to create a team when they need a collaboration space.

Key governance capabilities in Microsoft 365

Governance capabilities for collaboration in Microsoft 365 include features in Microsoft Teams, SharePoint, and Azure Active Directory. They are –

  1. Team and site sharing: Control if teams, groups, and sites can be shared with people outside your organization.
  2. Domain allow/block: Restrict sharing with people outside your organization to people from specific domains.
  3. Self-service site creation: Allow or prevent users from creating their own SharePoint sites.
  4. Restricted site and file sharing: Restrict site, file, and folder sharing to members of a specific security group.
  5. Restricted group creation: Restrict team and group creation to members of a specific security group.
  6. Group naming policy: Enforce prefixes or suffixes on group and team names.
  7. Group expiration policy: Set inactive groups and teams to expire and be deleted after a specified period of time.
  8. Per-group guest access: Allow or prevent team and group sharing with people outside your organization on a per-group basis.

Planning collaboration governance step-by-step

Consider primary business objectives, goals and processes and create your governance plan to meet the requirements of your business in the following manner –

  1. Understand settings in services – settings in groups and SharePoint interact with each other, as do settings in groups, SharePoint and Teams and other services. Be sure to understand these interactions as you plan your governance strategy.
  2. Plan to manage user access – plan the level of access you want to grant users in groups, SharePoint, and Teams.
  3. Plan to manage compliance settings – review the available compliance options for Microsoft 365 groups, Teams, and SharePoint collaboration.
  4. Plan to manage communications – review the available communications governance options for collaboration scenarios.
  5. Plan for organization and lifecycle governance – choose the policies you want to use for group and team creation, naming, expiration, and archiving. Also, understand the end of lifecycle options for groups, teams, and Yammer

Choose TeamsHUB by Cyclotron for automated governance

Complexities in governance is often a hassle to friction-less communication and collaboration. Hence, we bring you TeamsHUB by Cyclotron, automated governance engine for MS Teams that lets you enhance collaboration experience by simplifying data governance, security and compliance capabilities using TeamsHUB by Cyclotron.

Now offer a zero code platform to your administrators, and get rid of repeatable manual activities that choke engagement and productivity. Use a unified interface that converges all governance elements together to simplify navigation, visualization and discoverability. Just define your strategies and configure your policies and let an effortless collaboration transcend through an organized teamwork.

To learn more about TeamsHUB by Cyclotron, please visit https://teamshub.io or contact sales@cyclotrongroup.com to request a demo

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