A controlled approach to MS Teams adoption

Introduction

Microsoft Teams deployment is the first step to yield the benefits. The next step after deployment is a good adoption and change rollout. An organization cannot solely depend on organic adoption for Teams growth as there are possibilities of bad user experiences due to a sudden change. Hence, it is imperative to use a controlled approach for Teams rollout for a long-term success.

Further in this blog, we will learn about the difference between the organic and controlled approaches of adoption and know how the latter facilitates a harmonious and stable work environment for seamless collaboration in the technical setup. Let’s begin –

Two approaches of Teams adoption

Since Microsoft Teams is incredibly user friendly, the two ways that a business can consider implementing Microsoft Teams are –

1. Organic approach

MS Teams by default provides free collaboration to all. If you have decided to release Teams in your organization without any protocols, then any user can use the platform the way they want. This freedom to explore and experiment with Teams gives rise to usage and adoption at the initial stage organically.

2. Controlled approach

This involves setting up an organizational boundary around Teams environment for regulating the entire workspace and promoting good user behavior to overcome unruliness and inconsistencies in the platform.

What causes chaos and confusion in MS Teams

The organic growth of teams is surely a positive sign of adoption success. However, teams may begin to multiply soon if an organization has a large number of users. This leads to the proliferation of content where Teams ecosystem gets overloaded with both useful and unnecessary teams and even teams with the same name.

Eventually, users get to a point where they can’t easily find what they need and may stop using Teams at all due to frustration. Alternatively, they may switch to less secure apps to do their tasks which further raises several security risks and issues of content misuse and theft.

How to ensure Teams adoption success with governance

To run a civilized Teams environment, an administrator must impose conventions and policies to improve platform usability.

• Team creation must follow a request approval process.
• The purpose of every team must be clarified before creation.
• Teams naming conventions must be enforced to discard duplication of teams.
• Teams must be tagged and labeled for better classification and protection of content.
• A framework must be designed to authorize permissions, privileges, roles, and responsibilities to users to manage user rights and control user access to content and resources for enhanced IT security.
• Teams must be monitored effectively, and all activities happening inside must be identified to learn usage status and detect anomalies if exist.
• Files or documents shared within and outside of the organization must be regularly tracked to detect any illegal activities.

Eliminate Teams disorder through Automation

While governance strikes the right balance between the security and productivity of the platform, it is no less challenging either. This is so because Teams has no central governance panel. Secondly, governance in MS Teams is profoundly manual which leads to unnecessary time consumption. To overcome this, you need to streamline governance processes by automating the platform and simplify admin solutions to ease the strain on IT.

Moreover, automation eradicates every possibility of human error and helps you to regulate teams, sites, and groups much more efficiently and securely.

For instance, using automated site provisioning, users can use a dynamic form to create a team. Then, the submitted details are verified by administrator before a team finally comes into existence. This imparts greater control on the team creation process and prohibits sprawl which is the fundamental cause of almost all security issues in Teams.

In another instance, you need better monitoring and assessment tools in the post-pandemic world to gauge the remote workforce in real-time. This is when automation can help to turn corporate raw data into useful insights instantly. So, let manual aggregation and crunching of data be a thing of the past.

Before we close, we suggest you automate analytics and reporting in MS Teams to reveal hidden information i.e, strengths and weaknesses of your entire collaboration system, and then build high-performing teams taking best and informed decisions.

To learn more about automation, please visit https://teamshub.io or contact sales@cyclotrongroup.com to request a demo