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.
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.
Continue reading “Information structure in Microsoft Teams – Where should I save (and later also find) the documents?”
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.
Most things are easy once you master them. Migration is no exception.
Wednesday, October 19, it’s time again for MVP-dagen in Oslo and it is a great pleasure for me to be able to participate and give a presentation here. The title of my session this time is “It’s easy to migrate files properly to Microsoft Teams (once you know how to do it)“.
In short, my session is about the following:
“Your new Teams are set up and configured with the structures that are suitable for your business. All employees have received the training needed to be able to work in the right way and in the same way. Now all that remains is the fun of moving in.
In my session you will get some good tips on how you and your colleagues can migrate files from “old sources” to your new Teams (and in the right way). You will also get tips on when you need to use migration tools.”
The scenarios we are going to go through are the following:
- Move documents from OneDrive for Business to Microsoft Teams.
- Move documents from existing sites in SharePoint Online to Microsoft Teams.
- Move documents from existing sites in SharePoint On premise to Microsoft Teams.
- Move documents from file shares to Microsoft Teams.
Everyone is welcome to this event which has many great sessions and many topics so there is something of interest for everyone. Hope to see you there!
Follow this link to stay up-to-date on the schedule, speakers and registration.
How hard can it be? (my favorite phrase, in addition to “It depends”)
Isn’t it just about opening Windows Explorer and dragging over the files where they should be? Or can you not only use a script or a tool to copy all files to SharePoint and then start cleaning? Continue reading “Do you need a plan for how you can (and should) migrate files to Office 365?”
An accident happens so easily.
What if your files are deleted or overwritten? They may even become corrupt or in the worst case infected with malicious software. It starts to creep in the body and whizzes in the ears. The butterflies begin to flaunt in your stomach and the sweat rushes into your forehead. What in the world should you do now? Continue reading “Oh no! What has happened to my files !!!”
Are you going to migrate content to Microsoft Teams from SharePoint on-premises or file shares? Mapping, planning and preparation are usually the activity that require the most effort and time. The physical move doesn’t always have to be so complicated.