Teams continues to grow: How can organizations ensure adoption?

Teams continues to grow:

How can organizations ensure adoption?

03 November 2020 · 4 min read
During this year, we have witnessed an unprecedented surge in the growth of Microsoft Teams. According to Microsoft, Teams has grown from 20 million daily users in November 2019 to 115 million daily users today. This is more than a 400% increase only in the last year. Part of the reason is the shift to remote work. Faced with a sudden need to facilitate remote working, organization scrambled to quickly deploy Teams.
Source: Microsoft (Nov 2020)
As organizations add additional systems, such as Teams, there is a risk of data sprawl. Content is spread across these systems, with users struggling to locate the right document and risk management teams finding it difficult to apply the necessary access management and disposition policies. As a result, adoption and governance suffer.
There are several ways through which organizations can tackle these challenges and knowing a set of best practices can help.
For Microsoft Teams, organizations can follow these proven tactics to ensure adoption in this system and others.

Enable automatic provisioning across systems

Organizations should attempt to control data sprawl by setting processes around the management of office documents. This includes outlining who is allowed to create Teams, Channels, workspaces, and folders. Without those guidelines, content can spin out of control very quickly and users will not be able to identify where they should place a document.
To mitigate this challenge, organizations can aim to implement automatic provisioning. The practice of automatic provisioning entails the creation of projects, engagement, deals, matters – whatever you may call them – across collaboration systems. When the project exists across systems, users can easily identify the correct location to place and find their content.

Create templates to standardize work

To further facilitate adoption for Teams and other systems, templates are the next step. Having consistent folder structures for a project in any system makes placing and locating content quick and efficient.
Coupled with automatic provisioning, templates allow organizations to create a project in any collaboration system with a set folder structure. This practice not only makes applying governance easy, but also reduces the time it takes to manually create each folder for hundreds or thousands of projects.

Implement consistent naming conventions

Creating projects across systems, including Teams, with set templates may not ensure adoption unless an organization also implements consistent naming conventions. Consistent project names and numbers are invaluable in allowing users to understand where to place their documents.
With automatic provisioning, organizations benefit from the ability to set such conventions with any prefix, suffix, or custom names.

Add metadata to facilitate understanding of business context

Teams allows only a limited number of metadata for its Teams and Channels. The lack of metadata weakens governance as risk professionals spend too much time trying to understand the context of each document, and then deciding who it should be secured to or what disposition policies to implement.
Organizations should look at opportunities to add unlimited custom metadata to their projects across systems so that risk professionals can focus on actual risk, instead of spending time to determine context.

Have a unified project directory

Automatic provisioning across systems can provide multiple benefits to organizations for adoption and governance. But, there is a way to enhance these benefits through a unified project directory – data map. The directory allows organization to gain a comprehensive view of all their projects and which system they are provisioned in. It also allows administrators to set security, filter by metadata, and more.
A unified project directory is one of the keys to ensuring efficient processes around managing office documents and increasing adoption.

How Prosperoware Helps

Prosperoware CAM is a SaaS digital transformation and governance platform for collaboration systems in the cloud and on-premises. It enables organizations to improve adoption, enhance processes around management of office documents, and reduce risks related to privacy & cybersecurity.
CAM integrates with Office 365 (Microsoft Teams, SharePoint Online, OneDrive, OneNote, Planner), file shares, iManage, NetDocuments, HighQ, and more.
Key features of CAM for Office 365 are:

  • Automatic provisioning of workspaces, Teams, Channels, and folders from Project Portfolio Management, CRM etc., or through human workflow using templates
  • Rich, custom metadata for project or document context
  • Unified directory for project location
  • Provision internal & external users, manage permissions, and integrate with ethical wall systems
  • Data Loss Prevention including activity monitoring and bulk security & metadata changes
  • Set data disposition policies or apply litigation hold

How Prosperoware Helps

Prosperoware CAM is a SaaS digital transformation and governance platform for collaboration systems in the cloud and on-premises. It enables organizations to improve adoption, enhance processes around management of office documents, and reduce risks related to privacy & cybersecurity.
Key features of CAM for Office 365 are:

  • Automatic provisioning of workspaces, Teams, Channels, and folders from Project Portfolio Management, CRM etc., or through human workflow using templates
  • Rich, custom metadata for project or document context
  • Unified directory for project location
  • Provision internal & external users, manage permissions, and integrate with ethical wall systems
  • Data Loss Prevention including activity monitoring and bulk security & metadata changes
  • Set data disposition policies or apply litigation hold

To see CAM for Microsoft Teams in action, watch this 3-min ONLY demo video here.

Want to see CAM & Microsoft Teams in action?

Want to see CAM & Microsoft Teams in action?

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