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.
“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!
While Ignite is going virtual this year, Microsoft are still conducting research sessions, virtually of course, and they want to hear from you! If your organization uses SharePoint and/ or OneDrive and you’re interested talking to the product team we have several sessions lined up, so please take the survey linked above to tell them about your preferences.
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 !!!”→
Many of us are like squirrels. We collect and store more content than we can/should consume.
After some time the content of our Office 365 Tenant becomes a “Content Flea Market”. One of the challenges with a flea market is that it is difficult to get an overview of what is valuable and what is worthless.
What if we could have a function that cleans away old unimportant content and that also ensures that we keep current and important content as long as we need to keep it?
Surely You have a whole lot of various content stored in Your Office 365 Tenant. Probably some of this content should not be deleted and most likely You would benefit from deleting a whole lot of other content that does not qualify as useful, valid or current.
In Your Office 365 Environment (Exchange, OneDrive and SharePoint)
Do you have a requirement to retain content for a minimum period of time?
Do You want to permanently delete old content that you are no longer required to keep?
Do You want to ensure that your users only work with content that is valid, current and relevant to them?
Do You want to be able to select where the policy should be applied?
I think MyAnalytics is a great tool that provides you with an overview of how you, primary based on Your email/Outlook usage, spend your time at work. By summarizing this information MyAnalytics suggests how you can work “smarter”.
Great news for those of us who use Microsoft Teams even more than Outlook.
Up to now it has only been available to those of you who has an Enterprise E5 plan (or as an add-on to E1, and E3 plan). In a blog post from Natalie McCullough we can read that MyAnalytics is now becoming more broadly available and in addition to that it will also include analysis of the usage of Microsoft Teams, OneDrive and SharePoint.
in January 2019 the insights for Teams, OneDrive and SharePoint will begin to roll out to existing customers and for the new suites it will be rolling out the next couple month.
It is September 2018. Every morning, I dedicate 15 minutes to update me on Office 365 Roadmap. Today i find that 67 updates are currently being rolled out and 234 that are in development.
My thoughts go away (once again) to all companies “out there” and the crew and individuals who have some form of responsibility for Office 365, either in its entirety or for any of its services. How about you?
Do you have full control of all updates?
Do you have a plan for how to apply these updates?
Do you know how to inform your colleagues about new functionality?
Can you ensure that user adoption is carried out in the most effective way and with the desired effect?
If you answer yes to these questions then you are quite unique. Too many companies let updates and news launch without being in control of the positive and negative effects it brings.
“Whether you are a fast runner or good at hiding, you will not be able to escape the reality. The longer you wait, the harder it will hit you.”
I’m not a strong supporter of scaring people into action but unless you and your company have a very strong focus on Governance and User Adoption, you will not be able to take advantage of the full potential of your platform. The risk is rather that ignorance and poor planning cause disorder, misunderstandings and security problems. In plain text, this means that you will not achieve the profits and goals you wish
How can you get started?
A good (and compulsory) first step that creates great value is to define service owners/Change agents. A service owner shall be responsible for his/her service and keeping up to date on the Office 365 Roadmap and to follow related blogs (a good source of information is the Microsoft Tech Community.
Next step, when the service officers are appointed and have got their routines in place, is to establish a Change-/Governance Team and provide it with a tool that supports their needs.
When should you start?
It’s only a day left until tomorrow. Procrastination is not an option (It is not often that it is). Put this on the agenda today and start planning now. If you do not have the time or resources, there is always someone who can help you. It is better to use the time on planning than on putting out fires later.
Do you mount old tires on your new car?
Are you buying new shoes and moving over the soles of your old ones?
Then you are also likely to run Office 365 with your old, traditional network settings
If you experience that one or more Office 365 services are slow, you may want to analyze your settings and make some corrections.
I recommend reading Tony Redmond’s article “Network Principles for Office 365 Connectivity” where he is describing a common problem. Perhaps you can easily do something about it