How to use Microsoft Teams part 4: Governance, settings, and user adoption

Image of turquoise background with illustrated Teams icons and stars Image of turquoise background with illustrated Teams icons and stars

Microsoft MVP Jasper Oosterveld shares best practices for successful Microsoft Teams governance—including tips for configuring your Teams settings, and ways to boost user adoption.

ShareGate's easy-to-use SaaS tools enable organizations to achieve more than ever before with Microsoft cloud technologies. In this four-part series, Jasper Oosterveld brings you up to speed on Microsoft Teams.

Welcome back to my series on how to use Microsoft Teams! The first three parts are all wrapped up, and we are ready to rock and roll on to the final part in the series.

Are you ready? Let’s get started!

Want to learn Microsoft Teams best practices from the pros? Our latest eBook, Win as a Team!, is full of MVP insights and tips, and is available for download with no info required.

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Teams can be your favorite tool.

(But, don’t take our word for it)

Microsoft Teams governance: Why it can't be ignored

The rise of both external and internal threats—like the threat of shadow IT—means governance is one of the hottest topics in today’s workplace.

But proper governance can take up a lot of resources and time, resulting in many companies failing to apply strong enough governance to their data.

To keep unauthorized people away from your data, you have to implement organization-wide guidelines and rules for using Microsoft Teams.

Luckily, this process doesn’t need to be complicated. I recommend taking a “governance-light” approach, where you aim to keep things small and manageable. For example, you can create a steering committee that meets once a month to discuss risks, governance strategy, and any steps you need to take to keep your data secure.

Let's start by focusing on the governance aspect of Teams. In my eyes, you should focus on the following:

Microsoft Teams is built on top of the Office 365 Groups framework. Check out Part 1 of this series for my tips on how to create Microsoft Teams and use the SharePoint Online managed paths. Let’s now take a look at the tenant and team settings.

Office 365 settings: Tenant-wide Teams settings

Office 365 offers the following tenant-wide settings for Microsoft Teams: 

Microsoft Teams tenant settings

Teams settings: Configure settings for an individual team

Microsoft provides the following settings for each individual team:

Microsoft Teams settings

Review these settings with your governance steering committee and decide which ones you will turn on and off. I believe that most of these options are safe to run, with the possible exception of custom cloud storage. Before you connect with a third-party service, it’s a good idea to check with IT and your security or compliance officer.

How to quickly boost Microsoft Teams adoption

A big part of my daily activities involves supporting customers when they implement and adopt the modern workplace with Office 365. That's because high user adoption of a new tool is crucial.

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Automated governance to make Teams everyone’s favorite tool.

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But I would like to mention one critical question that your business users will ask:

“Why should we use Microsoft Teams?”

You need to answer this question, or your adoption will fail. Your business users must see the advantage of using Teams in their day-to-day work and how the feature will make their lives easier. Otherwise, why should they use Teams? Just because it’s available? No, that’s not going to happen.

To drive adoption, I integrate Teams with all of the Office 365 services that employees use on a daily basis, such as SharePoint, Skype for Business, and Microsoft Planner. Connecting these services may create confusion at first, as business users won’t know which tool to use for which task. For example, they may ask:

“Do I go to SharePoint to work with files?”

“Should I still use Skype for Business for chat?”

Here’s my answer:

“That’s up to you. You can pick the tools that work for you! Microsoft Teams integrates all of these services into one tool, but you can still use the other services.”

Choice isn’t always a bad thing. Guide your business users in a new way of working that is empowered by Office 365.

Do you need adoption resources? Microsoft provides videos, guides, and templates that will save you time while you achieve higher adoption rates.

Wrapping up

This is the final post in my Microsoft Teams rockstar series. I hope you are going to be the biggest Microsoft Teams rockstar the world has ever seen! I believe in you. You can do it! As a wise Jedi once said:

“Do or do not, there is no try.”

Previous articles in the series

Want to read more articles from Jasper? Start here:

And check out Jasper's bi-weekly news series, 3 recommended updates!

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