Best Practices for Office 365 Teams

Permission Groups 

  • Set up more than one Owner for each Team (include team’s manager if possible). It is important that Team members know who the Owners are for the Teams they use for collaboration, as well as where to go for support and questions. 

  • Conduct periodic reviews of Owners and Members groups, ensuring that user access is still relevant. 

 

Organizing Teams and Channels 

  • Do not create Teams when it is unnecessary. If users are on multiple Teams, it can become confusing and inefficient. Receiving notifications from multiple Teams can also become overwhelming.  

  • Try to avoid creating different Teams that have the same set of members, as this approach may not provide the desired focus to deliver the project or goal. 

  • To organize content within an existing Team, it is recommended to use Channels as opposed to creating a new Team. Organize channels by subject, discipline, or project.  

  • If there is a new focus or special interest group, add a Channel under the Team that owns this function. The only reason to make this a separate Team is if the content needs to be accessed by different group of users.  

  • Use General Channel to share an overview of what the Team wants to achieve and other high-level information that a new Team member would find useful. The General Channel is a great place to pin a project charter or a welcome deck to your project. 

  • When naming Channels, remember that the channels will be ordered alphabetically after the General Channel. 

  • Be descriptive when naming Channels to make it easier to understand what the conversation in the Channel is there to achieve. 

  • Examples of how Teams can be organized by project and/or functional areas: 

 

Project 
1 
Channels: 
Project 
2 
annel • 
Project 
3 
Channels: 
Project 
4 
Channels: 
Project 
5 
Channels: 
Project 
6 
Channels: 
Human 
Resources 
Channels: 
Staffing 
Performance 
Reviews 
ew Employee 
Onboarding 
Finance 
Channels: 
Budget 
Payroll 
Audits 
Information 
Technology 
Channels: 
evelopment 
Security 
Testi ng 
Marketing 
Channels: 
Sales 
Promotions 
Social Media

 

Content 

  • Keep the data only as long as needed. All redundant, outdated and trivial content should be deleted. 

  • Store your personal files in OneDrive for Business, group files in – SharePoint. 

  • Do not upload files that are bigger then 10 Gb.