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Corporate files organisation using MS Teams and SOP

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Andrey Kiselev
Occasional Contributor

Dear Colleagues,

 

As we are introducing MS Teams, we are planning migration of the corporate files from network shared folders and individual OneDrives to SOP/MS Teams (same SOP on the background for files storage).  Our files organized sometimes by teams, sometimes by processes, sometimes by products, sometimes by events.

 

Migrating formal teams' files to MS Teams is a pretty good match.  However, files on business processes, products, events, projects often have cross-team nature and do not fit to the team space of a team (as an organization's unit).  Moreover, content owners want to keep control of their files and share them with others only in read-only mode.  Creating a new MS Team per every process, product, event, etc. seems as an overkill and files segmentation will be extremely great.

 

Could you please share your experience on how you organised you corporate files on SOP/Teams with introduction of MS Teams? 

  • How it changed your files organisation?
  • How do you make sure that staff belonging to a team (or teams) is able to communicate to staff in other teams (given the closed nature of MS Teams for members only) and have access to other teams files? 
  • How do you differentiate between draft documents and final products?  Metadata theoretically sounds great but it is practically impossible to enforce in day-today use without dedicated curation, which is not always possible.

Any ideas are welcome.

 

Thank you.

2 Replies

As you descibed , there are often lots of types of documents within the organization with different purpose!

How this is done is often the MAJOR thing implementing any type of document management and setup and this always differs from organization to organization

 

The purpose of Teams is not the document library itself but the ability to cooperate, and more effectively work together within a team and with the documents belonging to it!

Some document types which are less modified and doesn't belong to a certain project or team may suit better in a SharePoint site where people all over the company has access, read access if desired!

Events and business processess for example sounds like an intranet scenario where the entire organization have read access. This content is rarely modified and more static, therefore not neccessarily subject to "Teams"

Teams also respect custom permissions made on the libraries 

Keep in mind that Sharepoint sites can be "tabbed" to Channels in Teams aswell

On documents that are not in Teams, I often use/teach to use OneDrive for draft. Share a document to people who needs to contribute and when it's finished ->publish to SharePoint.

In teamsites/Teams when many people must contribute to the document, there is of course the conversations space to communicate around the documents. There is also various ways to deal with draft/final in Sharepoint by choosing major/minor versioning for example! This is all up to how you work in your company!

One way, if you want several teams coworking together, you can create a common SharePoint library with members from all the teams you want and tab it the every team! That way they get a common library to collaborate in.

 

There are many ways of doing things and this is just my point of view

 

I hope this was somewhat helpful to you :)

 

/ Adam

This is a big complex topic, but here are some thoughts.

1. all of the content will end up in sharepoint, Teams is just provide a way to get to that content and much more.

2. By creating Group enabled SharePoint site, you will then get a Team with the same membership as the group and that is how access is most easily controlled.

3. Hub sites can be used to connect together many different SharePoint sites.

4. The user experience for working with files in Teams is going to be changing as they deploy all of the SP UI features into Teams.

5. SPO has versioning enabled, it just happens. Don't teach people to checkin-out files because that will keep them from co-authoring.

6. Metadata is great in many scenarios, content types can make it almost transparent to the user, but this takes some planning

7. Don't try to standard Team and/or Site structure/hierarchy. Different Teams need different things, allow them to use what they need/want.

8. Team Members can invite others to their Team, the Team Owner can approve/reject. This is for Private Teams.

9. Don't force a site to be connected to a Team, if it is not needed, don't do it.

10. Teams get a Files tab by default, but more can be added to show content from other locations

HTH

Dean

 

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