Managing Teams Groups: Preventing Chaos
Microsoft Teams, in case you haven’t heard already, is an incredibly powerful tool that allows businesses to accelerate the way they communicate, stay organised and collaborate together, especially during this new normal of remote working.
Microsoft Teams’ core purposes are to engage people in a new environment of working, allowing you to communicate freely with colleagues. This can be done by managing your meetings and all chats in one place, to catalyse collaboration by splitting out projects into individual groups, where each project would have it’s own members, workspace and communication channels and to streamline the process of document management for all your business’ needs. But, even with all of these amazing features Teams brings to the table, as with everything in life, too much of a good thing can be a bad thing if you let it get out of hand.
Teams Groups are responsible for providing each project with a workspace, communication channels and tools essential for collaboration. The creation of Teams groups can get out of control quite quickly.This is mainly due to Teams, by default, allowing anyone to create a Team and add who they want to it. Now, you may not think this would be a big issue, but If Joe Bloggs, the new starter who’s not yet received training, can go and create 50 Teams groups unintentionally, adding the CEO and countless business partners to each, not only have you got a Teams group clean up job on your hands but a rather embarrassing email may have to be written to explain why the CEO and all business partners have had their Teams workspace clogged up, getting in the way of their day to day work.
Don’t let this scenario make you fear Teams in any way, shape or form however.
This scenario could have been solved with implementing permissions and some good governance. Teams, like most things included within the Microsoft 365 package, has it’s own admin centre. This is where you can implement permissions to prevent the chaos from ever occurring (i.e. preventing standard users from creating Teams groups). Teams is incredibly expansive and has a lot of features that need to be governed though, so it’s worth taking a good look at what’s there to control to prevent the madness, or if you’re not too sure how to do it, we can help.
AMT have already built a tool that would have prevented this from ever happening. (click here) Not only do we offer to this to clients, but we use it for ourselves too. We have a Teams Request module in place that would enable you to request a new Team group, for whatever reason, and a senior staff member of the relevant department or area would come along and approve or reject that request. This centralises all requests and controls the whole process of Teams group creation back to front and is the easiest way to prevent a runaway train situation. It’s that easy.
Whether it be an internal project, a new client project that’s landed, or a new social group, Teams groups are great as they allow you to dive into designated areas so that you can communicate with certain people and access certain content at will. As long as you have a process in place to stop creation getting out of hand and to causing headaches for the admins (and the CEO in Joe Bloggs’ case), Teams groups are beneficial for all.