Everybody knows that Microsoft Teams, Microsoft’s Hub for teamwork, is an awesome tool for collaboration, team communication, document management, among other things. There is no doubt that Microsoft Teams has become the HUB for your digital workplace since it’s the premiere!
But there are some administrative level gaps that with Valo Teamwork you’re able to manage.
After that, we’ve seen not only the evolution of Microsoft Teams but also how it encompasses the wide variety of Office 365 (nowadays Microsoft 365) tools into one convenient user interface and experience. In short, this has been the single most important paradigm shift that there’s been when it comes to exposing the artifacts of Microsoft 365 to the end-user. And it’s been a good one. The users simply love it!
Microsoft Teams’ impact behind the surface
This, in turn, has generated a new kind of (positive) problem, that afflicts the IT departments of any organization where users have started enjoying the wonders of Microsoft Teams: the wanton creation of Microsoft 365 Groups. With every Team you’ll create, you will automatically create a Microsoft 365 Group, SharePoint Site, Shared Mailbox, OneNote Notebook..
You know, a Group that is that tiny, yet significant element that combines all those nice features that M365 gives access to the users – usually through Teams.
A Microsoft Teams team cannot exist without an underlying Group. Nor can a Planner plan or a Modern SharePoint Site.
Let’s keep our focus on the impact that Teams has on the number of Microsoft 365 Groups.
Yes, you guessed it! It’ll skyrocket as people start creating Teams for any job-oriented activity that they’re previously struggled to do with. May that be via email, network drives, classic SharePoint Team Sites, or any (unauthorized) 3rd party software they got their hands on.
At this point, you have two options:
- Ignore the matter and carry on
- Do something about the governance and lifecycle
If you choose the former, which sounds like the easiest option, at some point in the (near) future, you’ll end up with hundreds or even thousands of Office Groups that you don’t know what to do with.
If you’re working in an IT department and you’re responsible for the administration of Microsoft 365 (including them Groups)… well, congratulations! Management becomes quickly a real struggle! Without ownership and a sense of Group’s lifecycle phase, you’re going to have a hard time figuring out what to do with each rogue Group. Or gain control of the information contained in the services (SharePoint, Teams etc.) that the Group is utilizing.
You don’t want to be in that position, do you?
Stop reckless Group creating
So let’s imagine that decide to go the other way, and do something about the matter before it gets out of hand. Great!
Yet again, you have two choices:
- Take control of Groups with the tools at hand or
- Pick a tool that gives you complete control over the ownership, lifecycle, and information of these Groups
Microsoft 365 Admin Portal gives you some tools, including PowerShell, OOTB, Custom framework, to manage the Groups that the users are freely creating all around the environment.
Basically you have one viable option to go for: disable the creation of Office Groups for regular users via PowerShell. It’s practically what every serious Office 365 consultancy company will recommend doing.
After this trivially small PowerShell command, only your Office 365 Administrators have the power to summon new Groups. It’s magical! But it’s also a double-edged blade. After the change, all new Teams team creations need to go through IT’s Helpdesk service, which might hinder the initial enthusiasm that Teams has attracted.
You don’t want that burden on your shoulders either, right?
Take control of Teams Groups with Valo Teamwork
So we move on to the last (and best!) option to take control of Groups: Valo Teamwork.
In short, Valo Teamwork provides solutions to all the problems you’re likely to encounter on Office Group’s life cycle:
- New Team order: Centralized order form with templates for different use cases
- Enforced naming policies: No more “Michael’s Project” or other disorganized names for Groups
- Automated creation: Easy review and approval of orders and automated creation with one click
- Ownership: Tag every Team with metadata that connects it to and owner, whether it be a person or an organizational unit
- Archiving: Option to put non-active Teams to a read-only state and separate them from active Teams
- Streamlined management: Discover orphaned Teams or Teams with missing metadata easily
- One interface that has Team ordering, browsing, discovery, and management in one place
And yes, you can have it inside Microsoft Teams as well!
Once you apply Valo Teamwork on your organization, the uncontrolled creation of Groups stops.
With Valo Teamwork you’ll have the best of both worlds: the ease of end user’s self-service and the management of administration.
Users will enjoy the benefits of this enhanced Microsoft Teams experience while you can sleep your nights relaxed, knowing that all those Office Groups are just in the right place, as they should be.
Got interested? Valo Teamwork can be bought as a stand-alone product or as part of your intranet. Take a further look and prepare to Fall in love with collaboration!