It’s already October and Christmas is fast approaching. Santa begins to feel sick to his stomach from the annual stress this entails. Considering how big his belly has now become, you can imagine the discomfort he is experiencing.
As far back as Santa can remember, he has used paper and pen to keep all his chores in order. The goblins must know where to go. The reindeers must be prepared and in good shape for all travel. Santa himself must get his clothes in order. That’s right, the Christmas gifts too. After all, he must get hold of all the Christmas presents that he will later distribute to the children.
In my daily work, I meet far too many companies and organizations that take the information structure too lightly. Sometimes due to lack of time, but sometimes due to carelessness. Either reason will sooner or later lead to chaos and irritated users. In the best case scenario, one has in any case gotten away from storing files on file servers and instead got over to Microsoft 365 with Teams, SharePoint and OneDrive as storage areas. BUT Unfortunately, it is far too common to just dump the files where you see that it is possible.
Here are some examples of Basic misuse (which many actually do).
Put all files on OneDrive
Put all files in one Document Library on a SharePoint Site
Put all files in the General channel in a Team
The reason for this blog post
On the first of September 2022, I will participate in Kai Stenberg’s PodCast “Teams Cast away“. There we will talk about information structure in Microsoft Teams. This blog post is written with the aim of sharing some tips with others who might wonder how to build a smart and logical structure in the simplest possible way so that you know where documents belong and can easily find them again when working in Microsoft Teams.
“Create and store documents in their logical/intuitive context. Then you and your colleagues don’t need to waste time searching for them later”
A golden rule in the handling of documents in Microsoft Teams is that the documents must always be created and stored in their relevant context. In my world, there should always be a relevant channel where a document fits. If you have relevant channels, you store documents and conversations in a relevant/logical context, and thus you don’t have to look for them. They simply have a natural place where they belong and your other team members should know (and practice) that too.
Below I will give you some simple and basic tips on what to keep in mind when you have a document that you are wondering where it belongs.
Many people have contacted me believing that I have changed employers. It is very nice but not entirely true.
I have been with Skill on our whole wonderful memorable journey from the establishment until now. This has been a time in my working life that I will never forget. We have accomplished so many good and great things together and we have had so much fun together. We have had an incredibly good culture and genuine friendship and kindness and, not least, lots of knowledge.
I have not changed jobs, instead it is just time for a new chapter. The companies eSeven, Pilaro, Communicate, AITC and Skill have now joined forces and can now offer the entire portfolio within Microsoft technology and solutions.
I have met the vast majority of my new colleagues and the fact is that I feel that we are now getting even better. So many friendly, helpful and knowledgeable people in one place. Everyone is different, yet we are very similar.
For me personally, this means that I now have access to many more colleagues and much broader skills and this gives me (and us) a much greater strength when working with our customers.
Together we now gather under the name Evidi and I have a good feeling and genuine belief that we will accomplish great things in the future. Feel free to follow us on our website to get all the news that will come in the future.