Forum Discussion
OneDrive vs SharePoint - when should a shared folder in OneDrive be moved to a SharePoint site?
- As Pydel mentioned, it's not how many files necessarily. It's who, what and where.
If you think of the files in the traditional paper filing cabinet sense, what does that look like? Does each person on the team have their own filing cabinet, and everyone shares a little with all the others? Do I have to remember that Sally has one file I want, Bill has another, and John has yet another? Each one of them would then have to share with the individuals on the team, and each individual would have to remember where everything is. SharePoint allows for that one-stop location, without loss of business continuity when team members leave or new ones join.
you can overcome some of this by picking one person that stores all of the files in a single location, and then shares with the team, but what happens when that person leaves? For a team, solely using OneDrive has the potential of being an organizational nightmare.
Check out Matt Wade's jumpto365 where he answers what to use when
https://www.jumpto365.com/blog/which-tool-when-sharepoint-onedrive-or-microsoft-teams
Good luck
Another important factor is training, and practice, and more training. Maybe a weekly or bi-weekly 15 minute session that demonstrates the expectations of how file sharing should be done, the benefits of when it's done right, and the challenges created when it's not.
To me, it's a lot about organization: being organized -- or not. And the reality is, some people are highly organized, and some seem to excel in the midst of apparent chaos -- they can go and pluck that file out of a buried folder with an ambiguous name, no problem. Where it becomes a problem, however, is when organized and "disorganized" people have to work together on a team; this is where a standard needs to be set. If the whole team knows that all the files they need for a given project can be found in the team's channel(s) (SharePoint) that's going to make life a lot easier, less frustrating, and more efficient.
An example I like to use is to imagine a family of four who all take turns washing dishes and clearing up the kitchen. Imagine if everyone had their own idea of where things should go. One thinks the silverware should be in the pantry, another puts mugs in the cupboard under the sink, another thinks the oven is the best place to store bread, and butter will last longer in the back of the freezer, etc., etc.; the result is that no one ever really knows where anything is. Good luck cooking in that kitchen! I'm a firm believer in the French idea "Mise En Place": Everything in its place! It can be applied to files too.