Forum Discussion
Setup and Naming Conventions for Teams
Hi all,
We are fairly new to Teams and I see some speed bumps that we're going to hit soon. I was hoping to see if anyone else had hit these yet.
1) Do you anticipate having to designate whether a group has guests assigned when naming a Team? Since Teams started off as an internal chat mechanism for our business, I worry that employees will assume that it only includes employees. We are utilizing the guest capability to fully explore the collaboration capabilities for projects and I anticipate that employees may engage in conversations that should be internal-only. I was thinking about setting up a naming convention to set expectations right off the bat - something that indicates to employees that this is a team that includes external parties.
Same question applies to Channels under Teams. I am kicking around the idea of having an Internal-Only private channel under any Team that includes guests and making this a place where employees can converse freely without exposing that conversation to external parties.
2) Life-of-team planning during setup
Right now, I am managing 3 projects. If I create one team per project, that mean that I have 3 SharePoint sites that I then need to archive somewhere in order to keep the information mined from the project. Has anyone gotten to this point yet and, if so, do you have any lessons learned?
3) Based on the scenario described in #2, I can either set up a team for my projects and have a channel for each project (this is a problem because each channel must be private and private channels don't allow a Planner plan) or I can set up a team for each project (in which case I am going to increase the number of teams in my organization and I feel like I should designate a prefix of PRJ or something similar so that we can find all project teams easily). Any thoughts?
Thanks,
Chopkins
1 Reply
- Hi! These are all questions that many dabbles with..
1) except from the text that displays “this team has guests” it’s a good thing to point out if there’s guests. A common prefix is INT/EXT - “team name” or something similar.
About having a private channel with internal data is a good idea if you anticipate that guests will be added later. Because conversations can’t be moved later, this way you are set to invite guests to the main team. There’s a additional overhead to make all Internal team members - channel members too though..
2) Having many teams isn’t necessarily bad! You can archive the teams making them read-only, or copy the files to an archive library then delete the Team, depending on what needs to be saved etc.. You can have 500 000 teams in tour tenant today..
3)
Having projects as channels instead of teams is about these things:
How big is the projects? Does it needs several spaces for those projects?
Permissions? Must they be separated from each other?
Permissions will be handled with private channels but as you say for now Planner does not work. You can tab a website tab with a planner url but then to be a separate plan for each private channel, these needs to be created somewhere else, hence more groups 😕
I often prefers a Team per project. Having a prefix here is a great idea
I’ve done provisioning workflows where it adds “PROJECT” in the beginning of project teams automatically.
