CreateTeam: Effective lifecycle management in Microsoft Teams

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Posted on: 24/02/2020

In part 2 of our blog series, we look at how CreateTeam can help organizations get lifecycle management of Microsoft Teams off to the best start.

Microsoft recently announced that Teams has more than 20 million daily active users. With the rich feature set that Teams has to offer, each of these users could be performing any range of tasks including chat, meetings, calling or document collaboration, as well as using third-party apps for a whole variety of purposes. For IT leaders who need to ensure that employees are adhering to organizational policies, managing the wealth of activity going on inside the Microsoft Teams environment, from new team creation to archiving closed teams, can pose a real challenge.

Three phases of Microsoft Teams lifecycle

There are three distinct phases to the lifecycle of a Microsoft Teams team, and important management considerations at every stage:

1. Initiate: Creation of a new team
Things to consider:

    • Should the new team follow a naming convention?
    • Does it have a clear purpose in the description field?
    • Is there more than one owner?
    • Who is in the team and what are their permissions?
    • Should external guest access be allowed?

2. Active: A team in regular use
Things to consider:

  • Who are the owners and are they managing the team effectively?
  • Is collaboration as effective as it could be?
  • Are files being shared externally? (If so, should they be?)
  • Are there any inactive members who no longer need to be in that team?

3. Sunset: A team coming to the end of its purpose
Things to consider:

  • Should the team be closed/archived?
  • Are users deleting teams or channels themselves without realizing the impact?
  • Are users deleting teams or channels themselves without realizing the impact?

Common lifecycle management issues in Microsoft Teams

Getting teams off to the right start is key. By heading off common potential issues at the Initiate stage of the lifecycle, you can avoid lots of lifecycle management headaches moving forward. For example:

  • Setting naming conventions and enforcing a detailed description of the team’s purpose can increase visibility, reducing the risk that others in the organization will create duplicate teams and ‘sprawl’ of data.
  • Teams with at least 2 owners reduces the risk of teams being orphaned if, for example, a team owner exits the business. Orphaned teams leave the remaining team members unable to make any changes without IT admin intervention, another lifecycle management overhead.
  • Defining permissions around guest access upfront reduces the risk of external access being granted to organizational documents and information inappropriately.

How CreateTeam can help?

CreateTeam focuses specifically on the Initiate phase, ensuring that your teams lifecycle management gets off to the best possible start. By restricting the setup of new teams to an agreed organizational standard, managing the environment in the future becomes much easier, reducing the effort around resolving admin and permissions issues.

CreateTeam is one module in Modality’s Teamwork Analytics suite; the other modules are designed to help you manage your existing teams through the Active and Sunset lifecycle stages, highlighting where teams no longer comply with the best practices enforced by CreateTeam.

We’ll explain more about how CreateTeam works in our next blog of the series “How CreateTeam can optimize the Teams experience” next week.

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