I’ve launched Microsoft Teams quickly and I want to maximize its value. How can I make sure that my users use it properly and safely?"
Microsoft Teams is a tool that is both very simple to use, but also rich and powerful. The default configuration gives a lot of power and freedom to your users: this is both its greatest strength and its main flaw! Are your users worthy of yielding the power that Teams bestows upon them? The worry many system administrators have when launching Teams is justified: document duplicates, use of unapproved third party tools, data leak, external sharing of confidential documents, etc.
How can we avoid these problems? A successful launch considers these three key ingredients:
Governance is the art of establishing clear rules and processes to guide how a tool should be used in your organization. Without governance, your launch could be successful but generate risks for the organization. There are several configurations that should be carefully in Office 365, SharePoint Online and Microsoft Teams. Depending on your organisation’s security requirements, not enforcing certain settings could lead to data leaks (either internal or external) that could tarnish your reputation or even lead to legal action. Data could also be lost over time without proper archiving, or if critical Teams life cycle is not well managed. Finally, governance is key to avoid the extreme proliferation of Teams that could result in data decentralization and confuse many users.
Adoption is the art of convincing everyone that they should use the new collaboration tool you just launched. Without a proper strategy, you could end up with a clash between those who adopt the tool naturally, and those who keep working the old fashioned way (emails, file shares, private conversations, etc). Imagine how this clash between two factions could impact your company culture! Instead of boosting collaboration (as it should), a lack of adoption would result in duplicated documents and processes and thus a significant drop in productivity. There are several ways to stimulate adoption by as much people as possible and you should learn about them and adapt them to your organizational context. The efforts invested in adoption tactics should not be underestimated if you want your launch of Microsoft Teams to be a success.
Teams offers a lot of features and is constantly evolving. Its capabilities are diverse: private conversations, Team chat, conference calls, phone calls, integrations, connectors, notifications, calendars, file sharing, file syncing, task management (Planner), etc. Without proper training, you risk having users greatly underusing the platform, and keep buying third party tools that accomplish the same thing. This would unnecessarily grow your licensing fees and increase the burden of dispatching access rights and permissions. Having too many tools also generate confusion on where the data should be shared, thus hampering collaboration.
Our Microsoft Teams service offer has been built to guide you through these governance, adoption and training concerns. Our goal is to keep it quick and simple, but also flexible to your specific context.
*Note that for a limited time, Quebec non-profit organizations may benefit from our Teams consulting services free of charge!