Microsoft Teams FAQs
Microsoft Teams is so easy. It’s so easy that as one of the minority of non techies (in a room full of techies) at AMT, I can set Teams up, add apps and users and generally do everything you’d want to do to make collaborative working really easy.
As I am out and about with clients chatting all things Office 365 the most common questions I get asked about Teams are:
Why do I need Teams? What’s wrong with email?
Email isn’t dead, but it does have its limitations, especially when you’re trying to work collaboratively.
For example if you need a document reviewing by six colleagues, you send it by copy to each of them. They all make amendments and you get six different versions in your inbox. You then need to try to get all the changes from the six versions into an updated “master” version. Already there are 8 versions of the same document, the original, the six edited and the new master copy.
As you can see it can be really hard to manage.
With Teams you can all edit the same document at the same time, and you can add comments into an online conversation about the document as you go. Boom! One version of the truth and all the stakeholders firmly in the loop!
What if everyone starts setting up Teams, how can we manage that?
This can be a real issue, and we have anecdotal tales of users setting up a meeting and then setting up a Team for the invitees, they then have another meeting with mostly the same people and set up another Team.
And so on and so on.
Before you know it you have a sprawling estate of ungoverned Teams.
Here at AMT we have addressed this by taking away the functionality to set up a new Team from most staff and replacing that with a request/approval process, where if you want a Team you fill in a form on our SharePoint site that asks for Team name, who you want as owners and members and why you need the Team. This sends a Power Automate Flow to my colleague Duncan. If Duncan approves the Team it is automatically set up with the information from the form using our custom built Provisioning Service. That way we avoid duplicate Teams and also avoid Teams being set up that aren’t necessary.
Can I share a Team with external users?
You not only can share a Team with external users, you can have channels in a Team that are locked down and other parts that are shared. There really are a myriad of set ups you can use with varying permissions for working collaboratively.
And lets face it, collaboration is the name of the game when it comes to Teams.
Do I keep all my documents in Teams or should I use SharePoint as well?
This is a slightly trickier one.
Listening to various Microsoft casts, I get the impression that they are pushing Teams as the place for your documents. However, I think that the reality is a more fluid one where documents, that are part of that collaborative working I was talking about earlier, are really best placed in Teams. But your policies and procedures and those safety manuals and staff handbook that you want everyone to have access to, I think these should sit in your SharePoint Site.
For me, Teams and your SharePoint based AMT Hub intranet are the perfect foils: Teams for what’s happening now, all the right stuff for a project in the right place, and SharePoint for getting information out across the business holding those key, finished business docs.
Written by Paddy Martin, Senior Account Manager