The recent pandemic of Covid-19 has forced businesses to adopt remote working. The professionals now need to stay connected more than ever. We need a promising technology that can make this possible. As a part of its productivity suite, Microsoft offers a variety of SharePoint services for data and document management.. Similarly, it also offers just the right platform for this business collaboration. Microsoft Teams is the right solution for all your challenges.
Having a Clear Why is Important
There is always a reason behind using the softwares and other tools. You should let your employees know why they should be using a particular software because if you don’t do that, they will get confused about when to use what. Make sure that your users understands the reason behind using Microsoft Teams. It is also important that you share with them about why this platform and tools that they are using are better than others’. You must also document your current approach to work with suggested future plans.
Training is necessary
Without proper training, the users won’t be able to create effective Microsoft Teams which might overwhelm them. When you are just using something unnecessarily without any benefits then you are just consuming the product and not adopting it. You might as well have a large enterprise and have created thousands of teams, but if it aint beneficial to your business then don’t fool yourself that you are adapting to the upcoming era of management and technology.
When the user doesn’t know what is the purpose of using Microsoft Teams and how to use it, your company can never truly utilize the benefits of all the features that come along with the platform. In that case, it’s all the same whether you are using Microsoft Teams or not. When you are consuming you are just doing things but if you are adapting, you are doing the right things or doing things right. And that is possible only when the users are trained properly. So, now let us get onto the things for which you have landed on this blog in the first place.
Top 7 things you should know about Microsoft Teams
1. Naming Conventions, Search and Navigation
All of us have come across the environment where we find folders inside the folders and other folders inside them on and on. This is what they call folders inception. Even the development made in search could not speed things up in this scenario. Also, you are making a big mistake if you migrate all the users’ file shares as it is to either Microsoft Teams or SharePoint. If users have not adopted search vs navigate ten they might experience poor navigation to content in Microsoft Teams.
Initially, the users were facing issues with the limit of 256 characters on PC but when it was increased up to 400 characters in online storage, the users still don’t seem to be satisfied saying that it’s less depth for a folder. In such cases, users have to modify the architecture of their information or content. And for that, they have to name new conventions which will finally be very useful when someone searches for the specific content.
2. Private Channels
Microsoft Teams enables the users to create private channels with different permissions with the ability to be visible as the same as other channels in the Team. The function of this private channel is to build a site collection. Though Teams provide huge storage space, the users sometimes happen to accidentally save their content in the channel above or below it. They also tend to forget which other users have permission to see it. So, creating private channels helps in these cases where a channel is created for a limited or targeted group of users and only personalized content is put here.
3. Organization-wide Teams
When you set up two-way communication in organization-wide Teams, it will prove to be helpful in smaller companies but in terms of large and established businesses it can be chaotic. However, global Teams are more effective as it allows you to add SharePoint Intranet as a tab with other important processes and Yammer groups if you wish.
If new News Site Pages are published on the Intranet, you can publish a communication on Teams. The users will be added automatically to this Team which is good for induction and training resources. If you want to give permissions to only owners to post or moderate, then you can make changes in the Team settings and settings per channel. It all depends on your needs.
Every Team has members and owners. Owners are the same as members-only with a little difference that they can add new members. Otherwise, both owners and members can edit and delete anything they wish. Though some people are freaked by this, nothing is different when you have file shares. But it would be better if you don’t modify the permissions on the folders and subfolder levels. Otherwise, if some people would require read access to the content, they would rather publish the documents using PowerAutomate in other environments with reading access.
5. Sync, create, edit, delete, and co-author documents
As we already discussed, all the members and owners can edit and delete the documents in Teams. To manage the risks among these functions, you can use the alerts and versions. Online users co-author the documents and then merge the changes later. but there are a few important things that users need to be careful of.
- One thing that users must keep in their mind is that the content or document they are working on is not their own but of the team. So if they make any changes in the document or delete the folders then the same will be updated in the site.
- And in case if the multiple users are working on any document while being offline then when they will be online, the document will be replaced instead of merging their changes.
- The users must also know how Files on Demand works because they won’t be able to save the documents in their personal computer.
6. CreatingTeams and Settings
If you don’t feel like it then you can put restrictions on Team creation until you feel that all your users are trained properly and can perform well for the responsibilities given to them. If your SharePoint sites were built before the launch of Teams then you can create a Team with a link to your existing site that is in the MS Office 365 group. If you don’t do this, you will end up having two sites instead of one. And the old site would need Office 365 to make this possible. You can make such settings at the Tenant level and on the Team UI.
7. Value Addition
Microsoft Teams is much more than conversations. If you want to take advantage of this platform then you must ensure that the users are well-trained in the tabs and apps that are included in it or there is a possibility of their inclusion. Here is a small list of some features that you can use to your benefit.
- Who Bot
- Email Channel
- Command Box
- Guest Access to Teams
It doesn’t matter what kind of project you are working on, Microsoft Teams is useful in any business. The digital hub of the platform helps you create and customize your Team quickly. It makes sure that all your business requirements are fulfilled. This collaboration platform comes with a free six-month trial of Microsoft Office E1 which includes Microsoft Teams. If you find this collaboration platform helpful then you should try it.