06 Oct Exclusive Panel Recap: Microsoft Teams Lessons Learned and Best Practices
London Microsoft Teams Event: Session Recap Lessons Learned and Best Practices
6 October 2021 · 4 min read
Earlier this month, we hosted a hybrid networking event and panel discussion in London to talk about all things Microsoft Teams. If you missed the event, no worries! We’ll be bringing you recaps from each of the four sessions we hosted so that you can stay in the loop and take your Teams experience to the next level.
In our last post, we talked about Microsoft Teams and the way it’s re-shaping our hybrid workplace. While the transition to Teams was a necessary one for many organizations, that isn’t to say there aren’t obstacles along the way.
There’s definitely a learning curve when it comes to Teams, but luckily, we at Prosperoware have years of experience in helping organizations with Teams adoption.
In the second session (see the video below) from our London event, our panel of experts from organizations like Clifford Chance, Freshfields Bruckhaus Deringer, Avanade, and Morae Global Corp spoke about Teams best practices and lessons they’ve picked up along the way.
Interested to know best Microsoft Teams practices developed by other organizations? Want to prepare beforehand for a smooth adoption of the platform? Read on.
So, You’ve Made the Switch to Teams…
Coming up on two years since Microsoft Teams changed the face of hybrid work during the pandemic, it can be easy to forget that Teams wasn’t once the juggernaut it is now. Once home to 36 million users in late 2019, a staggering 250 million users now call Teams home on a regular basis.
Along the way, organizations may have had some growing pains with Teams, but Microsoft made sure to treat Teams as an organic platform that would need to be updated and curated constantly in order to keep up with the changing landscape of hybrid work.
All this hard work seems to have paid off, as Microsoft Teams is now synonymous with hybrid work and virtual collaboration.
If your organization made the switch to Teams, or is considering it, it’s important to know what you’re getting into beforehand.
Let’s take a look at some of the best practices and lessons learned for Microsoft Teams.
Find the Teams Structure that Works for Your Organization
When organizations first make the switch to Teams, it can be difficult for them to properly structure their Teams & Channels. This may cause issues with productivity and proper file storage as users begin to save projects in inappropriate locations. Organizations can leverage the existing Teams default templates in order to have a starting point.
These templates are ready for out-of-the-box utilization and come in various iterations across industries.
Using these structures, standardizes Teams across the organization, ensuring consistency in collaboration, efficiency in reducing manual work provisioning, and setting a good foundation for governance.
But, these templates can be rigid and don’t always offer the best level of customization.
For a different, more effective approach, we recommend designing your Teams & Channels specific to your organizational needs. See our whitepaper here.
For instance, some organizations may take a matter-centric or project-driven approach to their Channel creation. This way, users are added only to projects they need to work on and don’t have to navigate across Channels that aren’t in their interest.
Another method would be department-centric teams. In this case, your accounting team may exist in a Team, while your legal, sales, and marketing teams have all their own Teams & Channels.
However, as Teams offers these opportunities, it still has limited templating capabilities. This way in many cases the platform isn’t able to meet the organizations and users’ core needs. To make up for this, organizations must seek a third-party solution that is able to be tailored and offer customizable templates to increase efficiency & productivity.
But regardless of which way you go about your Teams Channel design, it’s important to start small, with Teams containing a few Channels (3 to 5) so that you don’t face instant resistance from users and end up with low adoption and lost investment.
With fewer, more organized Channels, your users won’t be bombarded with information and can clearly see the benefits of having a platform such as Teams.
Encourage Secure Internal & External Collaboration
The ability for users to collaborate with co-workers and clients in the same virtual space is a crucial benefit of Teams. But with this new mode of external collaboration comes the potential for external threats. Just this last year, we’ve seen an explosion of cyberattacks.
To ensure your organization continues reaping the benefits of Teams, while mitigating cybersecurity risks, it becomes necessary to establish secure methods of collaboration for your Teams environment. .
You can start by managing user permissions from the settings in each Team. With options like Guest Users and Anonymous Users automatically turned on for things like meetings and calls, your organization may want to monitor who can access which Teams & Channels.
Your organization can also establish a Zero-Trust security model to keep users with appropriate levels of access permissions. When users have access to too much data, the risk of losing or having sensitive data be shared with the wrong parties during a breach or outage, increases.
Currently the creation of a single team or channel on Teams takes on average 15-30 minutes. When this is done across thousands of projects or matters, it’s time consuming and prone to human error. Couple this with Teams offering limited metadata and cyber security risks are intensified. To mitigate this, organizations need a solution that enables rich, custom metadata and automatic user access management. This way the risk management team understands context and for each project or matter knows which users need to have access to it. Mitigating the risk of sensitive data falling into the wrong hands.
By setting access permissions and establishing proper security strategies, organizations can collaborate to the fullest, while also staying safe.
With data being the most important asset to organizations, and Teams offering limited user access management, organizations must look elsewhere to satisfy their critical security needs. Prosperoware CAM is here to address your governance and adoption needs across Teams and other collaboration systems.
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.