21 Jul Microsoft Teams Templates: Benefits & Limitations to Your Hybrid Workplace
Microsoft Teams Templates:
Benefits & Limitations to Your Hybrid Workplace
21 July 2021 · 4 min read
Microsoft Teams has become one of the most popular collaboration platforms in the last year. Some organizations have been using the platform primarily as a call and meeting application, while many others have gone one step further by organizing their projects, relationships, engagements – whatever you may call them – around Teams. Leveraging Teams for projects improves collaboration and productivity in the organization, especially in a hybrid working environment.
When your organization works across hundreds to thousands of projects, creating and structuring Teams manually results in an inefficient workflow. It takes around 15 to 30 minutes to create and organize Teams & Channels as well add the right users, tabs, and applications.
Microsoft Teams templates can help you overcome this challenge.
Templating with Microsoft Teams
Microsoft Teams allows organizations the ability to use out-of-the-box templates with pre-defined Channel structures. Using these structures standardizes Teams across the organization, ensuring consistency in collaboration, efficiency in reducing manual work, and setting a good foundation for governance. Templates can save time when adding multiple users, especially if you are using Teams as an extranet.
Microsoft provides a variety of templates that support different industries and use cases. The templates have Channels, tabs, third-party applications, and other settings that organizations can customize to fit their requirements.
Some of these default templates include collaboration on matters and projects, adoption of Microsoft Teams and 365, onboarding new employees, and many more. The ability to use these templates instead of trying to wrap your head around how you’d do it from scratch is obviously a tremendous timesaver.
But There Are Limitations…
Given the popularity of Microsoft Teams, it is natural that organizations want to use it to collaborate on projects, engagements, relationships, and more. But this becomes challenging without tackling some shortcomings related to templating that affect adoption and governance.
Automatically Adding Private Channels
Organizations have a variety of use cases where having a Private Channel would be useful. If you are collaborating with internal and external users in the same Team, for example, having a Private Channel to discuss only financial matters would be highly beneficial.
Currently, Teams templates allow toggling between Private and Public Channel visibility, but that has to be done manually. This opens the organization up to risk as administrators could forget or make mistakes when designating a Channel as Private.
To reduce risk and improve efficiency, organizations could benefit from having out-of-the-box and readily available templates tailored to their industry-specific use case that include Private Channels.
Integrating Connectors & Dynamic Tabs
Effective collaboration and productivity are supported by an array of systems and applications. When organizations use Microsoft Teams, they want to have Tabs that are automatically connected to a range of applications and systems. For example, many organizations work in a Document Management System (DMS), a Project Portfolio Management system, and others, and need the ability to link a Team with the appropriate DMS workspace and sync content.
Currently, Teams templates do not offer the ability to automatically have a connector or a dynamic tab. This means that administrators have to manually script integrations and add them to a Team after its creation from a template, making the entire process inefficient.
Organizations should look for solutions, such as Prosperoware CAM, which allows them to provision Teams and Channels through templates with dynamic Tabs and connectors.
Inconsistency in Naming Conventions
Having standardized naming conventions is beneficial to consistent security and makes it easy for users to locate content. Manually having to go into each Team and Channel to set such conventions is inefficient.
Templates in Microsoft Teams have generic names that might not follow a standard naming convention that the organization wants to have. Getting the ability to set names with prefixes, suffixes, or custom names for all Teams & Channels would enable content location and make it easier to set security across different systems.
Organizations should look for solutions that allow them to set standardized naming conventions within templates and provision Teams, Channels, OneDrive folders, OneNote, Planner, SharePoint sites, Lists, and more with such conventions. These capabilities drastically reduce the time needed to set naming conventions and improve governance.
Retroactive Template Changes & Updates
Organizations need a solution that would allow retroactive template changes. An administrator can make the necessary change in the Template Editor and then automatically apply that change to all projects or engagements that use that specific template. This makes the process much more efficient and could be achieved with Prosperoware CAM.
An organization could apply a Teams template across many projects or engagements and then find a mistake or something that needs to be added/removed. With Microsoft Teams templates, one would have to go through each project where the template was applied to make such a change. This is highly inefficient and prone to error.
How Prosperoware Helps
Prosperoware CAM is a Software-as-a-Service platform (SaaS) for adoption and governance of collaboration systems. It allows organizations to provision, classify, protect, move, and minimize data, mitigating data chaos and reducing risks related to privacy & cybersecurity.
CAM enables organizations to create logical locations for users to place data. It provides rich custom metadata, empowering users to locate documents, and risk management teams to understand business context in order to apply the right security & data minimization policies.
CAM integrates with Microsoft 365 (Microsoft Teams, SharePoint Online, OneDrive, OneNote, Planner, Lists), iManage, NetDocuments, HighQ, and more to come.
Here is what CAM can do for you:
- Provisioning of workspaces, Teams, Channels, Lists, users & groups, and folders from Project Portfolio Management, CRM etc., or through a human workflow using readily available templates.
- Rich, custom metadata for project or document context.
- Unified project directory for content location for end users and risk management teams.
- Provision automatically or on-demand internal & external users, manage permissions across collaboration systems, and integrate with leading ethical wall systems.
- Data Loss Prevention (DLP) with activity monitoring and bulk security & metadata changes.
- Data protection by creating a separate archive of documents to access in case of incidents.
- Minimize data by setting automatic data disposition policies or apply litigation hold.