Utilizing Microsoft Teams & SharePoint Online for Hybrid Work

Utilizing Microsoft Teams & SharePoint Online for Hybrid Work
3 November 2021 · 4 min read
The last year and a half has been a sea change for organizations as they’ve rapidly adapted to hybrid work environments due to the pandemic. Even as we move beyond the pandemic, hybrid work is here to stay, with some CEOs predicting 80% of workers will continue to work from home in some fashion.
In order to enable this massive undertaking, organizations around the world have turned to Microsoft Teams to power collaboration and productivity. Through Teams, organizations have been empowered to collaborate virtually like never before – setting meetings, utilizing chat over email, and initiating and storing documents right within your Teams Channels.
In order to leverage the most value your organization can from Teams, it’s paramount to use it in conjunction with other Microsoft 365 platforms, such as SharePoint Online.
Want to strengthen your hybrid work strategy? Read on to learn how using SharePoint Online in conjunction with Teams helps with that.
SharePoint or Microsoft Teams: Why Not Both?
For over two decades, SharePoint has been Microsoft’s gold standard when it comes to virtual collaboration. From its release in 2000, SharePoint was destined to become the on-premises collaboration platform of the next generation.
Soon after, SharePoint Online would be added, allowing organizations to take their first steps into what would become the Cloud-based collaborative world as we now know it. Even Bill Gates himself had grand dreams for SharePoint, promising that a “non-developer could design business apps without writing a single line of code.”
SharePoint did succeed in facilitating company-wide intra and extranets. It also was pivotal in driving Cloud adoption. But then why is it all about Teams in the new Roaring 20s?
Simply, Microsoft Teams and SharePoint offer similar, but different capabilities to your organization – and no, you don’t have to choose one or the other! In fact, every Team comes with a corresponding SharePoint Online site, allowing quick storage and seamless sharing of documents with your coworkers.
While SharePoint has its complexities, Teams has done wonders in simplifying and disguising some of the more intricate elements of SharePoint’s back end. The result, a highly intuitive Cloud-based environment that enables next-gen communication and collaboration.
Luckily, we offer a solution that can help overcome these limitations and mitigate any risks you may encounter.
The Teams-SharePoint Intranet/Extranet
Based on a top-down (or bottom-up) approach to collaboration, the Teams-SharePoint intranet allows organizations to localize all apps, documents, projects, and more.
We’ve talked before about how Teams can become a secure client portal or extranet to allow safe & efficient collaboration between organizations with just a few configurations. Utilizing features like Anonymous and Guest Users, organizations can share the SharePoint Online link of their documents and projects, allowing safe and monitored communication and collaboration with clients. This is crucial, as today’s clients are demanding a more collaborative and transparent experience across industries.
Teams is just as good, when used as an intranet for internal collaboration and communication as well.
Teams can seamlessly integrate with your other Microsoft 365 applications to streamline how you initiate and collaborate on projects between teams and departments. The platform can act as the bridge between your individual OneDrive account and your organization’s SharePoint site.
Users can initiate projects and work on them within Word, Excel, PowerPoint etc., and store them in Teams.
In each Team or Channel, you have a “Files” section that allows you to store and access your SharePoint files. This way, users don’t have to waste time re-uploading new files when changes are made. Projects created in Teams are living SharePoint documents that can be edited & reviewed by other users – given that they have access to them. All this enhances collaboration as other members working on the project can collaborate on the same document from Teams as well.
Not only that, since it exists in your SharePoint site, it is beholden to the same security policies that exist organization-wide.
Clearly, Microsoft Teams and SharePoint Online are a dynamic duo when it comes to virtual collaboration. But there are still limitations within Teams that can create challenges for users and risk management teams alike.
Collaborating on the same document within Teams is great, but locating those same documents and governing them is not so easy. That’s because Teams offers limited metadata for files, making it difficult for users to locate documents and risk management to understand business context. And it goes without saying that if you don’t know where your data is located, how can you even properly govern it?
The result of this is users having improper access to files irrelevant to their position, which enhances your organization’s vulnerability to data breaches. At the end of the day “the higher the access, the harder the fall.” A strong security system based on a Zero-Trust security model is a must for your governance strategy.
Luckily, we offer a solution that can help overcome these limitations and mitigate any risks you may encounter.
Provisioning with the “CAM for Teams” App
While Teams is great at facilitating internal and external collaboration, it has its limitations when it comes to provisioning and governance. This is because when users are left to their own devices, they often save files with random naming conventions in locations that are most convenient to them. As more users and projects are undertaken, this practice can spiral into data chaos.
Not only does this create difficulties when it comes to collaboration as users struggle to locate files, but it also increases cybersecurity vulnerabilities as these files can be easily stolen from personal drives.
The solution? Integrate the Prosperoware CAM solution into your Teams workspace.
The Prosperoware CAM for Teams app addresses data chaos & governance issues to mitigate privacy and cybersecurity risks. CAM enables automatic and on-demand provisioning of Teams, Channels, SharePoint sites, OneDrive folders, OneNote, Planner, Lists, internal and external users & groups, and more, with standardized naming conventions and templates to fit simple and complex use cases.
It also does so automatically, allowing your organization to conserve resources and eliminate human risk from the process.
While provisioning enables the creation of logical places to save data, organizations still struggle to build a strong data infrastructure, which poses a challenge for end-users and risk & compliance teams. Proper governance goes hand-in-hand with provisioning.
Our CAM solution enables the application of rich, custom metadata so that end users efficiently locate data, while risk management teams understand its business context across collaboration systems, strengthening security and minimization policies. This ensures that your data and projects are stored appropriately and given the correct levels of access and oversight.
There’s much more of what CAM has to offer to help you start the next step in your hybrid workplace journey.
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.
    • Gain advanced templating ability to support complex business processes.
    • 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.

Want to see CAM in action?

Want to see CAM in action?

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