Teams Work Makes the Dream Work Governing Teams While Embracing Team Work

Remember When… Teams was new and fresh. It was exciting and we started making new teams, and channels.

So was everyone else in the organization who was inquisitive, click happy, and saw the “Create a Team” button… Only to find out…

…so we went to the SharePoint Admin portal, knowing that those Teams came with team sites. It was a stressful time.

Now, we have more control and can bring order to the Teams chaos: Direction for architecture Archiving Naming policies Guest access Team creation policies

Your MS Teams team comes with a SharePoint team site. This is the “replacement” for the classic team site Familiar but modernized functionality Mobile ready! Your MS Teams team comes with a SharePoint team site. Use Microsoft Teams sites as your department/project collaborative sites Can be joined to Hub sites (as makes sense) to provide unified navigation Microsoft recommends flattening site architecture by utilizing site collections, rather than subsites. Architecture Helpful hint: Too many “t-words”? Try using the phrase “Collaboration site” with your business users.

Reserve specific names for official teams Requires Azure AD Premium HR Team Project teams Allow external guests into Teams Can restrict access to the SharePoint site, if needed Control/Limit who can create teams Policies https://docs.microsoft.com/en-us/MicrosoftTeams/plan-teams-governance

Archiving and Retention Helps manage the lifecycle of your org’s Office 365 Groups Requires Azure AD Premium Set an expiration policy Settings in Security & Compliance Center Retain or delete based on a specified time period Create a retention policy Archiving and Retention Helpful hint: Setting expiration policies helps limit sprawl and remove inactive teams.

Food For Thought Setting expiration policies helps limit sprawl when “anyone” can create a Team. Team owners will be notified that they’re expiry date is approaching and can extend the life of their team. By leveraging this feature, you can enhance your business users’ productivity by allowing them to create teams as they need.

Prefix-suffix naming policy Append a prefix to the beginning of a Team name and a suffix to the end Region Department Project GRP_HR Training USA Prefix-suffix naming policy Prevent Teams being named HR, IT, Administration… Custom blocked words Naming Policies: There are two ways to enforce naming policies in Teams https://docs.microsoft.com/en-us/azure/active-directory/users-groups-roles/groups-naming-policy Helpful hint: Using naming policies keeps you from having to “fight over” site names when planning or modernizing your architecture

Food For Thought Prefix/suffix naming policies help identify the purpose of organizational resources such as Teams, Groups, and sites. Consider using them for: Geographic region Department Project Custom blocked words prevent official organizational titles/names from being used in non-official ways.

Guests can participate in Chat, Meetings, File sharing via Teams files Anyone with an email address can be invited as an guest, regardless of organizational affiliation Guest Access: Guest access allows for a greater level of collaboration with vendors, clients, partners… Everyone you work with closely. https://docs.microsoft.com/en-us/microsoftteams/set-up-guests Helpful hint: Enabling guest access in Teams does not allow guests to access the SharePoint site associated with the Teams site.

Teams (& Skype) Admin Portal Guest Access is one of the settings available in the admin portal under Org-wide settings. Also, messaging policies can be created for your organization, such as: Allow owners to delete sent user messages Allow users to delete their own sent messages Allow users to edit their messages Read receipts Chat Giphys, Memes, Stickers Don’t turn this off! I’ll tell you why in just a minute. There are content ratings Strict, Moderate, No restriction.

Why Should the Business Care About Gifs and Memes? They humanize remote communication They give insight into the personality of the person you’re chatting with but may never interact with face to face Can help make up for lack of body language and tone in non-verbal communications

Where Does It Fit?

Who Are We Working With? Me, Myself & I… maybe you I use OneDrive for my personal work files I send emails (Outlook) We – Teamwork Makes the Dream Work! Chat in Teams Collaborate on docs and projects in Teams Use team sites (SharePoint) – These become your department/project/Business collaboration sites Both SharePoint and Teams support external users Us. Collectively; the Organization Broadcast and share with our company in Yammer Share “company public” data on Communication sites Reiterate corporate communication with email Communicate with external folks with Outlook

Thanks for joining! Joy T. Apple @JoyOfSharePoint joytapple@paitgroup.com