December 27, 2022

How to eliminate common pitfalls in Teams lifecycle management

Introduction

Managing Microsoft Teams workspace efficiently is central to robust governance and successful collaboration. Where freedom to create teams drives engagement, an endless existence of teams obstructs the platform to perform its best. This necessitates defining lifecycle for teams which involves their management from creation to archiving and deletion. Lifecycle management in Microsoft Teams is useful to prevent disorderliness in the platform, teams sprawl, intertwined workspaces, duplicate content, poor visibility and more.

Further in this article, we will guide you through some useful ways to prevent lifecycle management issues in Microsoft Teams followed by an automated solution to overcome the same. Let us begin:

Steps to avoid lifecycle management issues

Before you roll out Microsoft Teams in your organization, you must take necessary steps to allow an uninterrupted adoption, as given below:

  • Know the purpose of each team

It is important to know the purpose for which team is created for better governance. IT department must verify the project a team serves and estimate the duration for which it is going to occupy the digital resources. Once the purpose of a team is clear, member list can be sorted.

  • Propose a guideline to control an outgrowth

To control proliferation, it is recommended to set a provisioning service for team creation. Decide if you want all users or only specific groups of users to create a team. Let an approval process be in place as a guardrail to collect teams’ information and metadata as per business mandates. This allows you to verify and add only useful teams to keep the environment healthy.

  • Enforce teams nomenclature

Sadly, Microsoft Teams cannot identify duplicate workspaces if created with the same name. Hence, you must configure proper naming convention otherwise it may lead to confusion and make it challenging for team members to find the right content.

  • Rule out inactive users

It is advisable to continue monitoring your collaboration platform to detect if any user in the list is no longer required. This is to avoid security issues such as data leakage or data misuse. You must remove those who have left your organization or are not a participant in a team anymore. Also, you must remove external users who have stopped collaborating.

  • Prevent orphaned teams

Team owners are responsible for administering their teams. Since absence of an owner impacts the productivity of all team members, an ownerless team cannot thrive. So, it’s best to have at least two owners in a team so that if one of them leaves the team or organization for some reason, it continues to function ideally.

  • Consider decommissioning phase

Keep a close watch on teams to identify those that are sitting idle in your environment or are unused for some time. Such teams are called inactive teams. You must consult the owners of such teams to find out if their purpose is fulfilled. You must delete the teams that are no longer required and consider archiving those that will continue to work in future. Doing so will help optimize the resources and avoid mishandling of teams by users.

  • Implement retention policies

Configuring retention policies ensures that critical data of your organization is not lost but can be restored if accidentally deleted. Doing so will help you retrieve information from a deleted team and recover old items which you used once while collaboration.

Avoid lifecycle management pitfalls using TeamsHub.io

Configuring all lifecycle management policies from and within Microsoft Teams is helpful only if you have a limited teams in your organization. To manage a multitude of teams, you need a better platform that can enable you to work smarter. Hence, we proudly introduce you to our automated governance software called TeamsHub.io which allows you to manage all your teams from a single place effortlessly. Believe it or not, you can govern and monitor your teams in just a couple of clicks no matter which stage of lifecycle they are in. With TeamsHub.io you can –

  • Design your own templates to avoid rework and maintain unique design and consistency in your platform
  • Use site provisioning feature to activate self-service to enable users create teams under organization’s guardrails
  • Apply naming conventions automatically when a user creates a team
  • Customize user request form to grab additional details as per your compliance mandates
  • Verify teams’ data via an approval system for better transparency and security
  • Track all activities across teams like information sharing among team members and external parties using smart analytics
  • Set expiry date for teams and schedule automated notifications for the same
  • Find best performing teams, inactive teams, archived teams and orphaned teams through powerful dashboard
  • Configure auto-inactive, auto-archive and auto-delete functionalities according to given timelines to avoid inaction
  • Simplify lifecycle management of teams by setting various policies under multiple priority levels

Are you ready to let TeamsHub.io automate your Teams lifecycle management?

We are committed to help you manage your Teams lifecycle with our automated governance engine so that you can experience an unparalleled collaboration.

For more information on Teams lifecycle management, please visit https://teamshub.io or contact sales@cyclotrongroup.com for a demo

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