12 Days of Microsoft Teams | Day 1

Why Teams Governance Matters

Welcome to Day 1 of PixelMill’s ’12 Days of Microsoft Teams’ series! Hang on to your keyboards because we have some great stories and tips to share, starting with a roadmap to getting you starting off on the right foot with your team. Enjoy!

Out-of-the-box, Microsoft Teams is a highly intuitive and user-friendly experience. It’s easy to quickly chat with team members and co-workers, set and attend meetings, collaborate on documents, and depending on your permissions, it’s also easy to create new channels, new teams, new meetings, new posts, etc. 

This all sounds like a great thing, right? 

Well, while I tend to agree with you in most cases, this free reign and ease of use can quickly become a serious issue. Bloat can become an IT and management nightmare. Of course, the larger the organization, the greater the potential for said bloat. If you are allowing anyone to create anything and everything the more oversight is needed to ensure bloat doesn’t take over, and that governance policies (assuming you have them) are followed.  

The bottom line? Without some governance and permission structure, too many teams can get created. Teams may get created that are duplicates of others, or created when they should have been a channel, the wrong team members could be granted access, the list goes on. Governance around how or when a team is created is more likely to be broken when anyone has the ability to create them, and this may happen in pure harmless naivety.  

When teams or channels are incorrectly created, starting over or migrating content can become a beast. You will have to move your files, you may lose your threaded conversations, etc. There are migration products and services, such as migration tools provided by AvePoint, that can help in certain cases. Migration is not nearly as simple as a click of a button, such as we experience when creating a fresh team or channel. 

So how do you get started?  

We suggest using ad hoc only for piloting and governance creation. It does help to get in there and use the tool to help get a sense for how things will work for your organization, culture, and workflows. Then establish a set of governance standards, set your permissions, and train your team to use it correctly from the start. This not only ensures governance is followed, but it helps increase user adoption as well.  

What about bottlenecks? 

One sure-fire way to limit your user adoption is blocking progress with a bottleneck in the team creation process. If your organization doesn’t have the bandwidth to manage the team creation process, then solid guidance is even more crucial. Make your governance clear and easily accessible (make it readily available in the channel, and enforce it!). We use the Wiki in each team for governance documentation so every user knows where to go to find it.  

So why can’t we just let users create as many teams as they want? 

Aside from the potential for general bloat of team creation, every time you create a team, you also create a new SharePoint site collection for file storage. This means your SharePoint administrators will likely want to be part of this process. If they are being asked to oversee all site collections, they should have a say in the process of creating them.  

Your SharePoint collection process should be considered. The more you create, the more you have to administer. That’s a fact.  

In our vast experience with SharePoint, we’ve seen that clients who allowed more freedom in creating SharePoint sites had more than 25% of the sites with the word test in them. What do you think will happen if we don’t have governance and control over who creates Teams teams?  

Are you ready to dive in and make Teams part of your collaboration toolset? PixelMill offers several teams strategy and adoption packages for organizations of all sizes. Let’s chat today! 

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