Aug 11 2021 08:16 AM
Aug 11 2021 08:16 AM
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 OneDrive for collaboration purposes?
How many files would be too many for OneDrive? How many group members would be too many? I am trying to find a clear and objective line to draw in the sand.
Aug 11 2021 09:43 AM
Aug 11 2021 02:57 PMSolution
Aug 12 2021 03:38 PM
In addition to the good info already provided, you might find this Microsoft article useful: Should I save files to OneDrive or SharePoint? - Office Support (microsoft.com)
Aug 13 2021 07:23 AM
Aug 13 2021 07:37 AM - edited Aug 13 2021 07:40 AM
Certainly using OneDrive for Business to be an alternative for groups could work. I think it just would require laying out some ground rules. I assume they would then create a group chat in Microsoft Teams to communicate. Designate one user to be the "Folder Keeper," then they could create a new tab at the top of the chat, make it a website with the link pointing to the "Folder Keeper's" OneDrive folder location. This would allow easy access to the rest of the group.
I know I would miss the ability to break out conversation topics into Channels like in a Team. Still, you could probably make extra group chats and label them based on a topic; then, you could make another tab with a link to another OneDrive folder location.
Just an opportunity to get creative!!!
Aug 13 2021 07:44 AM
Aug 17 2021 04:17 AM
Aug 24 2021 01:13 AM
Aug 25 2021 08:41 AM
What is the perceived overhead of an M365 group? Do users have to request them via your IT helpdesk or can they just create them? Either way, setting up a Group or Team should be straightforward and should not be a barrier.
To answer your questions, I would advise very limited use of OneDrive sharing. You outgrow OneDrive as soon as you share a file with more than one person. Basically all I use it for is when I have prepped some personal development or HR data and want to share it with one person, e.g.: line manager or HR officer.
As soon as the purpose for that sharing is collaboration/project/team work of any sort then OneDrive becomes sub-optimal. Teams or SharePoint should be the norm, so the "line in the sand" should really be when do you even create a file in OneDrive ;)
Aug 27 2021 07:19 AM
Aug 27 2021 07:28 AM - edited Aug 27 2021 07:33 AM
Fair enough... it's still hard to quantify the number of files or users though. The main pain point usually occurs in access management, e.g.,
Just the productivity loss caused by these incidents is greater than the overhead of setting up a Team, so if the client insists they need to know they are operating at risk.
Aug 27 2021 08:33 AM
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.
Aug 27 2021 09:28 AM - edited Aug 27 2021 09:29 AM
Loving all the input on this conversation!
As a counterpoint, imagine a magical kitchen where you can just say "butter" and it comes flying from the back of the freezer (or wherever) and lands on the counter in front of you... Search tools in Office 365 mean we are less reliant on knowing where data is (so that we can navigate to retrieve it). A topic for another thread perhaps ;)
As Graham says, it's about the team agreeing how they are going to work. Check out https://sway.office.com/tewankw51rkJ0E2w to learn about something I was only introduced to today - Collaboration Contracts.
Aug 27 2021 11:04 AM
Aug 27 2021 12:09 PM
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.
Aug 27 2021 12:52 PM
I don't see it as an either/or kind of thing. I think many of the ideas presented in the Collaboration Contract could be incorporated into a champions program. According to the author, a collaboration contract is defined as: A common understanding, Shared Expectations, and Comfort using the tools, all of which I would consider to be foundations of a healthy working environment.
Aug 28 2021 12:52 AM
Aug 30 2021 04:17 AM
@TerenceR_-_Transparity 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)