Forum Discussion
atrain204
Aug 11, 2021Steel Contributor
OneDrive vs SharePoint - when should a shared folder in OneDrive be moved to a SharePoint site?
For small teams that don't need all of the overhead of an M365 Group, a Teams Chat group and a shared folder in OneDrive can be a viable solution. As per my post title - when would a Team outgrow On...
- Aug 11, 2021As 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
ShaunJennings
Aug 27, 2021Brass Contributor
But wouldn't having a Champions program do just the same as a collaboration contract? Part of the Champions program is to keep a consistent message going during adoption and throughout the life cycle of the application. I believe we need to keep the focus on how our end users want to function and make sure we point them in the right direction.
While some companies are more comfortable with the chat functionality of Teams and can do their collaboration through that chat, others want to use the team to its fullest capacity and really trick out the team and all of the connections that come with it.
We should make sure that our governance that we put in place matches the culture of the organization. That way we can mold the use of those applications and then start to move them into more of the MOCA model. It is a slower process, but it is easier on the end user experience.
If we try to force a way of thinking that our end users reject, they will find something else that they feel more comfortable in using.
TerenceRabe1
Aug 28, 2021Brass Contributor
Interesting points. I don’t think a company wide Collaboration Contract is workable, but a Champion within a department could support a team in setting up a contract, based on overall principles, but tweaked for that team.
- ShaunJenningsAug 30, 2021Brass Contributor
TerenceRabe1 I can see that it would be the champion(s) of a department that would create and manage the Collaboration Contract, but I would also assume that is something that we, as GAs, would be teaching our champion(s) to do in the first place. (at least if I am understanding what the Collaboration Contract is to be)
- TerenceRabe1Aug 30, 2021Brass ContributorAbsolutely agree, yes.
- Karuana_Gatimu_MSFTAug 31, 2021
Community Manager
TerenceRabe1 My further 2 cents here... a Champions program is normally not a replacement for a collaboration contract. We incorporate this best practice in a good deal of what we do but sometimes call it "team operating agreement" or "How We Do Stuff". It should be noted the latter is the most popular 🙂
Every team is different. In my teams I try to avoid group chats, stay in the channel in Teams and keep files there too if only - as the manager and member in a great many teams - for me to easily find thing later. However, when I'm a member of another team and not the owner I have to play by that team's rules which could include email for conversations, OneDrive sharing for documents or even other tools not in the Microsoft stack when I work with customers.
SO, it's really important when you start a team to get clear on "how we do stuff" for the sanity of all involved! These agreements are underneath the organizational best practices that are evangelized by MOCA, Matt Wade and others. I've found it useful to have flexibility within the norm so teams can truly be productive rather than always having to "think" of how to do the thing!