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OneDrive vs SharePoint - when should a shared folder in OneDrive be moved to a SharePoint site?

Steel Contributor

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.

 

26 Replies

@TerenceR_-_Transparity 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!  

@Karuana_Gatimu_MSFT - thanks for the additional insight... definitely worth more than 2c!

 

I agree that a Champions program is not a replacement for a Collaboration contract or vice versa. I could maybe have articulated my original mention of it a bit better... that a contract is a tool that Champions could consider using within their program.

 

It's also good to be reminded to be pragmatic and empathetic in applying the How We Do Stuff code; I tend to be a bit too "rules is rules!" 

 

guidelines rules.gif

@Karuana_Gatimu_MSFT Thank you for that clarification. That makes more sense. The "How we do stuff" in Teams might have to be reiterated as the team changes members, though. But that is part of what MOCA sets out.

Having implemented Teams across different organisations of different sizes, structures, and cultures, I now look at it in a more simplistic way. If the files and conversations are anything to do with the work of your team, then they should be in a Team. If they're more personal, such as your own payroll or benefits files, then OneDrive is fine.

With the improvements to Teams since its inception, there is actually LESS overhead to Teams than OneDrive. Think of all the things Teams gives out of the box which OneDrive doesn't - automatic sharing with the team, single version of the truth for documents, task management, note management, simple off-boarding and on-boarding of team members, navigation between all of the above, etc. - all of which take more effort when using OneDrive.

The key is getting the structure of your Teams right (i.e. the right people having the right access to information)!

@Shaun Jennings - The Wiki tab in each team can be used to document the HWDS (How We Do Stuff) agreement; when a new member joins the team the team owner can walk them through it and make sure they understand and agree to it. For something a bit more flexible and visually engaging you could put the HWDS info in a SharePoint page (or OneNote) and surface that in a tab in the Team.

@TerenceR_-_Transparity 

 

Great idea! Along those lines, another option worth considering is to record a quick How We Do Stuff video with Stream and make it available on a tab in the team's General channel. You might even consider making How We Do Stuff videos for individual channels within a team, depending on how things might vary per channel.

 

  1. Create a video using Microsoft Stream
  2. Add and use a Stream tab in Teams

 

Graham