Microsoft Teams is for helping users get work done!
BUT, it’s getting out of control!
Teams is quickly becoming something people love to drop in and try out, and in most cases stay around and use it quite often. In many cases, after a new user has created their team, they will find a more established team and slowly abandon their own team.
This causes confusion and is a governance nightmare. The main reason, it’s too easy to create a team. Microsoft is throwing it in every users face all over Office 365. If you’re an admin that doesn’t use Office 365 other than governance and management then you likely aren’t seeing this or not as often as a everyday user of the platform.
Microsoft Teams just reached 13+ million daily active users, it’s kind of a big deal!
Taming the Microsoft Teams Beast
- Eliminate users ability to create Teams freely
- This will help you control what’s wanted vs what’s needed
- Users aren’t searching for teams that already exists, drive them there first
- If you have 50 end users in marketing and each one creates a marketing team, the Microsoft Teams implementation isn’t going to be effective.
- Force users to submit a form in one place, SharePoint, your ticketing system, or to a specific email address
- This will help eliminate sprawl from multiple channels, and allow your team to keep up on what’s out there.
- Train users on what comes with a Microsoft team
- It’s not all butterflies & rainbows, there is a backend to Teams
- Teach them about folders, and how each channel gets a folder in the same document library
- Help them understand Microsoft’s limitations, after 5k items they won’t have a good time!
- Work with users to plan out Teams
- We can’t assume we know what the users need when they want a team
- If we work with them to build their team, the likelyhood they will use it long term is much greater
- Working with the users also allows us to understand their needs, and guide them to the best tools we offer
- Follow up with the team owners
- Setup meetings 3 or 6 months out from the team creation
- Make sure they are still actively using it, if you have access check, if not email and ask
- Check in the admin center for the last modified date of the SharePoint site associated
- If it’s been 6 months, they likely don’t need that team active anymore
- Keep up with Microsoft’s changes
- They are always changing things, and sometimes how users can create new things
- Microsoft’s goal is to enable the end user, ours should be to follow that but with some governance