Understand why users create teams with the help of purpose tags

In this video, we’ll have a look at how ShareGate can help you understand why users create teams and groups, and how you can use that information to organize your Teams.   

ShareGate enables you to classify your teams and groups by purpose. By purpose we mean the business reason the team was created.  

From the Manage tab, you can easily see each of your teams and its associated purpose tag. For example, as an admin, I’ve set the following categories to classify my teams: 

  • Department 
  • Office location
  • Internal project 
  • External project  

From the Settings tab, it’s easy to set purpose tags for your teams. ShareGate has set tags by default, which you can edit or delete. You can even create new ones that best fit why your users create teams. It’s important to enter a description for each purpose tag so that team owners understand what they stand for.  

That information will be shown to them when they select a purpose for their team via our chatbot. Once you’ve set your purpose tags, you can go back to the Manage tab to manually add a purpose to one or multiple teams, if you know why they were created. But we know it’s not easy for you to select the right tag because team names are not always obvious. Owners also don’t usually fill out the description field when they create a new team or group. 

That’s why we’ve made it super easy for you to collect that information directly from owners with ShareGate. Simply ask owners directly. That way you’ll be sure that the right purpose tag is applied. 

Once you’ve clicked on “Ask owners”, our Microsoft Teams chatbot will automatically contact the team’s owners to ask them to select a purpose for their team, aided by the tag descriptions. And their response will be relayed to you, in ShareGate. 

To make things even easier for you, you can automate this process. This means that whenever a team or group gets created, ShareGate’s Teams chatbot will automatically poke the owner to select a purpose. Also, when you initially turn on the bot, we’ll make sure to poke all existing teams and groups that don’t have a purpose. You can also use a team’s purpose information to customize your governance policies further. 

For example, you can customize your inactivity detection policy according to a team’s purpose. That’s the amount of time no user-generated activity is detected before a team is flagged as inactive. You might want to set a shorter inactivity threshold to time-based teams, such as those with External project as their purpose, so that you can clean them up quicker once the project is over.  

With ShareGate, you can rest assured that you’ll have the full picture of why users create teams and groups and customize policies accordingly, with minimal effort on your end.