Microsoft Teams Tips and Tricks to Overcome Transition Pains
More than 300,000 organizations are using Microsoft Teams after just the first year of its launch. With the adoption of Microsoft Teams through the roof, Microsoft has become a real player in the workstream collaboration marketplace.
As with any new piece of technology, an organization’s adoption of Teams will have its share of difficulties. Not only do employees need to learn a new system, but any roadblocks can seriously impact progress made.
To ensure a smooth adoption and effective collaboration, there are some Microsoft Teams tips and tricks for IT that can help with the pains of change and achieve the most effective collaboration. Below is a compilation to help mitigate any challenges early on.
Address Microsoft Teams Security Early
Security remains top of mind for CIOs in the enterprise, and poor security procedures can lead to the adoption of practices that harm productivity, rather than improve it. As one of the top Microsoft Teams tips and tricks, security is also one of the top concerns for enterprises. By strategically considering these needs before deployment, the organization as a whole can rest easy.
The current default setting in Teams allows anyone to create a new Team, which can cause extreme amounts of chaos. IT managers should decide early on who will be allowed to create new Teams to prevent Office 365 administrators a future nightmare. Whether it be creating a group of security users with access or any other solution, security authorization must be taken care of at the start.
Set Up Moderators
Similar to security authorization, the abundance of moderators, or lack thereof, can lead to confusion that hampers productivity. Moderators can be part of the IT department, or they can be IT-appointed (and trained) super-users who have been given special admin-access to help IT manage the Teams governance process.
Moderators have the power to clean up and delete any content that is inappropriate and ensure that users stay compliant with corporate policy.
Maximize Teams Adoption
Enterprises should approach a Teams deployment in stages, working to gradually bring the entire organization on board. The more people who are using Teams, the easier it will be to reach maximum adoption. However, it’s important to have a strategy in place for how to get users on board because organic will only go so far.
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Know Your Influencers
Start your Microsoft Teams pilot with a group of influencers. This “inner circle” can be comprised of a dozen users who can help be Teams’ biggest champions. These users will help guide IT in how to present the workstream collaboration tool on a larger scale.
These influencers will be well versed in how to use Teams and can help encourage their colleagues when it’s time for them to get on board. To take it a step further – a core group of people in an early-stage pilot become like a second set of hands for IT to help troubleshoot or provide guidance during user error.
Microsoft Teams is a workstream collaboration tool designed to cut down on the time employees spend flipping from task to task, searching for files, and looping in the right people. IT teams can highlight productivity advantages by adopting Teams.
Teams utilizes SharePoint Online under the covers as its back-end document management infrastructure and the SharePoint technology allows files to be easily searchable within one platform. Additionally, productivity tools like Excel and Word in the Office 365 Suite make it easy for users to hop from one task to the next without ever needing to leave Teams.
Acknowledge the Power of the App Store
Another crucial entry on our Microsoft Teams tips and tricks list is the App Store. Similar to Slack, Microsoft Teams offers an App Store with hundreds of third-party and Microsoft apps available. This can pose a huge advantage when it comes to encouraging user adoption, but it can also become a massive headache for IT teams trying to vet each app.
Enter the Admin Controls
IT can “turn on” apps within the App Store as they verify and approve that they meet corporate guidelines. This means that IT can allow users to pick the apps they want from an approved list, rather than trying to fight fires.
Phases, Phases, Phases
Enterprises are at risk for taking on too much too soon when it comes to rolling out anything to a large team. With Microsoft Teams, there are so many features and benefits that it can be overwhelming to users and IT alike.
Don’t be afraid to only enable chat or file sharing as a starting point for Microsoft Teams. As a team becomes familiar with both the features and demands generated from using Microsoft Teams, IT teams can work to enable more features.
It’s important to start small as Microsoft Teams can pose new issues such as how to properly name different Teams or what security measures need to be put in place for guest access. By starting to solve these questions with a portion of the users, rather than the entire organization, IT can ensure a smooth and easy adoption.
Coexistence is OK
Enterprises often wonder how to work Microsoft Teams into their existing UC stack. Some organizations find that their team members have introduced tools like Slack, while other organizations are grappling at how to go from Skype for Business to Microsoft Teams. In an effort to start small, it’s okay to have some coexistence.
Creating a roadmap for when and how to transition fully to Microsoft Teams can help offer baby steps to a full deployment. It’s important to share this roadmap as well as best practices to users so that they can navigate the day-to-day questions, such as whether to use Skype for Business or Microsoft Teams for chat between team members.
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