The checklist to keep track of the use of Microsoft Teams

23-12-2021 Companies face a choice in terms of creativity versus control in the use of Microsoft Teams or perhaps rather a modus vivendi between the two poles.

Creativity versus control in the use of Microsoft Teams!

When an organization launches Microsoft Teams out to the users, there will quickly be important and critical information in the form of communication, files, notes, decisions, etc. in the individual teams. The information is important in the actual work of the team, but in some cases it will also be critical in the future when the team in question is no longer in full vigor or it may have been archived.

The companies that offer their users to create Teams freely may have experienced that it quickly leads to a dramatic increase in unstructured information in Microsoft 365. It will be speed at the expense of continuity and control - and it may in the long run have more costs as f. ex. that users begin to have difficulty finding information among the many Teams, channels, directories and tabs or in the worst case that critical information is lost.

Conversely, a too restrictive approach to creating and using teams could also take the dynamics out of Microsoft Teams and not exploit the application's strengths as a communication and collaboration platform. One must find a modus vivendi here.

Have we been in the same situation before?

Looking back 30 years, many organizations were in the same situation when users were offered to store their documents on file servers in the 80s. Folder structures quickly became an important topic of discussion internally in organizations, and where defining a robust, clear and understandable folder structure for all employees was essential. Storing and retrieving documents became "talk of the town"!

At the same time, Lotus Notes also emerged as a collaboration platform, but Lotus Notes proved to have an Achilles heel. The platform created the opportunity for great dynamism and creativity in building solutions in the companies, however, with the result that governance came into the background. In many ways, Microsoft Teams face the same challenges.

Checklist for a good rollout and governance of Microsoft Teams

The commissioning of Microsoft Teams must therefore be considered with a business and organizational perspective. We have defined the following checklist:

The checklist to keep track of the use of Microsoft Teams

The checklist must be part of an ongoing process in which the strategy, policies and rules iteratively are revisited and a best practice must be defined. Since the application was launched, Microsoft Teams has been enriched with new features and it is being expanded at great speed. Therefore organizations must continuously revisit their strategy and policies for the use of Microsoft Teams and continuously communicate these expectations to the employees.

IntraActive Governance is an app inside Microsoft Teams that helps management, the IT department and the individual employee to ensure control and overview of the use of Microsoft Teams. Read more about IntraActive Governance.