Many organizations we work with allow their teams to use a variety of remote collaboration tools, often not by explicit policy, but through acquiescence. It is not uncommon to find organizations that are using, say, Microsoft Teams, also allow employees to use Slack, Google Hangouts, and Zoom as they choose. While at the face of it this abundance of options would seem to be ideal – allowing each user to employ the tool they like best – in fact, it creates challenges for the organization.
What To Use When
With a variety of options for their choosing, staff often do not know which tool to use for which purpose. Every organization has technology-savvy staff who quickly understand the features of each offering and sort out the use cases for their own purposes. But most employees don’t have this gift. Most employees struggle to understand when to use each tool in the organization’s portfolio. By opting for a specific tool to the exclusion of others, the organization can better focus training and capacity building efforts on that single solution rather than dilute those efforts across a number of platforms.
Loss Of Productivity
You’ve been in telework meetings where some participants can’t seem to get their microphone working. Or can’t hear what’s being said. Or suddenly drop off and reappear. Or don’t understand how to remotely edit the shared document. Each snag is a loss of productivity. It’s more time sorting out one participant or losing their contribution entirely. As these snags multiply, the narrative isn’t that Ed or Mary had trouble with their sound, it’s that the tool doesn’t work. This can begin to undermine confidence in the solution offerings and gravitate to the ones they feel most comfortable with.
Loss Of Control
Different products have different collaboration capabilities. As the host shares content with meeting participants, is the content secure? Do all the participants on the call have access rights to see and collaborate on the shared content? Does the tool allow participants to download or print shared content? As staff work from home on personal machines or even domain-joined devices, the opportunity for loss of content or compromise of sensitive content is profound.
What attracted us to Enabling was that certified change management specialists would guide us through the process. Enabling was the only one that really spelled out their change management process. Other vendors focused on technical aspects. Our decision was made somewhat on price, but Enabling was quite reasonable.
Ellen Cameron Director at Bright Horizons
In Microsoft Teams you can hold meetings, have team conversations, and share files. You can also initiate a private chat and make video or audio calls or schedule a meeting from the chat window. As people begin to work on projects across organizational boundaries, users can create their own teams. Meetings are made simpler with Teams. Besides online meetings, Teams has an integrated calendar synced with Outlook. Teams supports HD video and audio calls with multiple participants, screen sharing of files, whiteboard sharing, and meeting recording.
Your organization needs to have deployed OneDrive for Business, SharePoint Online, and Exchange Online as part of Microsoft 365. To understand why, here’s how this works architecturally. In Microsoft Teams, user folders and files are stored in OneDrive. As you create a team, we automatically create a dedicated Teams site in SharePoint for managing the team's files and content. Calendaring, chat, and contacts are integrated with Exchange Online and Outlook.
There are security and compliance-related controls for configuring the core experiences within Teams, including policies and organization-wide settings, such as guest access and more. You can implement these in the Microsoft Teams admin center.
You'll find that even a default implementation of Teams meets most of your data protection, security, and compliance requirements. From there, you can build a comprehensive policy package tailored to your organization, or modify a pre-built package as a starting point.
If you are in a highly regulated field, such as Financial Services or Healthcare, or your organization sets stringent requirements on compliance and data protection, then you will want to know how Microsoft Teams benefits from the security and compliance foundation of Microsoft 365. As legal and compliance professionals, these are all familiar requirements, such as auditing & reporting, eDiscovery, legal hold, data loss prevention, data retention, etc. We cover these advanced topics and more in the third section.
Microsoft Teams can hypercharge collaboration across organizations. But if left ungoverned, corporate information and files can be at risk. Chaos can quickly take over with too many Teams created and too few controls on membership and ownership. Confusion will set in as users try to decipher what to store in Teams vs. OneDrive vs. SharePoint vs. other storage locations; not to mention, the effort it takes to find content when needed.
Our Microsoft Teams Consultants provide organizations with guidance, security, user experience and deployment best practices. Facilitated discussions and whiteboarding will provide information necessary to evaluate your current rollout of Teams. The outcome will be a sustainable roadmap including: