December 30, 2022

Understanding structured lifecycle management in Microsoft Teams

Introduction

A Microsoft Teams team goes through three different phases in its lifecycle – Creation, Operational and Termination. Let us understand each of these phases in detail –

Three phases in lifecycle of a team

Phase 1: Creation of Teams workspace

In this phase, we create a collaboration workspace and identify the purpose or goal of a team. It starts with a proper planning which answers the questions like –

  1. Which project is the team created for?
  2. Which channels, tabs, or apps will it include?
  3. Who will be the owner(s) and member(s) of the team?

Once your planning is done, you must consider the following attributes for your workspace –

  1. Classification of teams based on the confidentiality levels and categorization of teams based on location, department, and project
  2. Defining templates for a consistent structure of collaboration workspace which includes channels, tabs, apps, SharePoint site architecture, etc.
  3. Enforcing naming conventions to avoid duplication of teams
  4. Creation of a team request form and approval workflow for verification and security
  5. Configuration of external collaboration settings to allow external or guest users to collaborate with your teams

Phase 2: Operational phase

This phase involves the evolution of a team where it makes progress towards its goal. A team goes through many changes in its lifecycle and hence it requires a thorough management and monitoring. In this phase, an administrator must consider the following pointers to properly govern the Teams environment:

  1. Check if teams are compliant and following the security best practices
  2. Ensure that the teams were rightly utilized as per their privacy status and visibility
  3. Identify if there is any modification in the member list such as change in the role or addition or removal of a team member.
  4. Monitor teams collaborating with guest users and track files exchanged with them
  5. Find whether teams have downloaded third-party apps and verify if those apps are authorized or not
  6. Detect inactive, outdated, and orphaned teams in the environment to free-up the resources

Phase 3: Termination

The phase of termination refers to the expiration of teams that have served their purpose. It is to ensure that teams release all critical resources at the end of their lifecycle, and the Teams environment does not get overcrowded with junk. You must remove all teams that are not useful anymore from the system which otherwise may hamper the productivity and performance of the platform. However, it is advisable to keep or archive those teams that might work in the future. Importantly, you must also remove external users at the end of collaboration in this phase.

While some are short-lived and some are long, there is a lot to watch out for as long as teams exist. Manual management of teams is not just hectic but an inefficient process which can easily fall through cracks. Applying loads of policy settings to and monitoring every individual team without fail is unrealistic and may wear administrator down.

Why TeamsHub.io is every administrator’s choice

Now, let us see how automated lifecycle management by TeamsHub.io changes administrator’s experience:

  • Centralized governance console

Our idea is to make governance fuss-free for administrators. TeamsHub.io intelligently unifies all governance modules from Microsoft Teams in an aesthetically designed interface in a central location. Administrator gains clarity while end-to-end monitoring and management of teams which elevates user experience and increases productivity.

  • Dynamic form for team request submission

With TeamsHub.io, you can customize team request form by adding columns as per your business mandates. This allows you to collect team details including metadata for better content discoverability and records management.

  • Automated way to identify purpose

Using an approval workflow, you can verify team details and accept or reject the requests based on company guidelines. You can even configure multi-level approval system to increase transparency and security in the platform.

  • Control over Teams workspace

Overlapping and duplication of workspaces is the most common problem that users face in Microsoft Teams. TeamsHub.io fixes this issue by automating naming conventions which allows users to create team with a unique name. This promotes better organization of teams and discoverability of relevant information that users may look for.

  • Easy detection inactive or irrelevant teams

It’s easy to grab teams’ status and all activities that are taking place in your environment via a powerful dashboard. Forget about manual aggregation and crunching of data, TeamsHub.io’s automated reporting and analytics feature enables you to visualize every granular detail in your platform that Microsoft Teams doesn’t offer.

  • Actionable insights into what’s working and what’s not

Effectively gauge all collaboration activities, use of digital assets and exchange of information within and outside of teams. TeamsHub.io provides automated management for external users so that you can easily track who is accessing what in a team and revoke the usage if necessary.

  • Get notified for critical changes and actions

Never miss an event where your input as an administrator is a must. Customize workflow email notification to allow flexibility in communication. Receive instant notifications for a team review, request approval, membership changes, team usage, and so on. Also receive lifecycle notifications as actionable messages for faster information workflow.

  • Simplified lifecycle management

TeamsHub.io allows you to define clear policies for successful management of Teams teams and other Microsoft 365 workloads. Set multiple priority levels to submit different policies where each specifies a condition for a workload to match. TeamsHub.io assigns policies to workload(s) automatically if they satisfy a certain condition as per business rules.

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

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