No matter how efficient it is, a newly adopted technology still produces adoption barriers in an organization, largely due to end-user behavior. Though Microsoft Teams is known to be the user’s favorite hub for teamwork, yet it unexceptionally needs certain adoption and security strategies in place to improve and maintain its usage after deployment.
In this blog, we will be discussing the essential practices for Teams optimization that must be considered to achieve long-lasting collaboration and business success. Here we go.
Ensuring MS Teams Adoption & Security
Let us go through some scenarios as signs of the declined rate of adoption of MS Teams and also, check out solutions to overcome them –
Scenario 1: Users may stop using Teams if they can’t find their files or documents easily
By default, users can create teams with duplicate names. When all users start to create teams haphazardly without a proper naming structure, information explosion in the form of teams sprawl and data overload occurs. This causes workspaces to override which later gives rise to data loss, poor search of content, and difficulty in locating files.
To overcome this issue, configure teams naming conventions and proper classification to eliminate any inconsistency in Teams. Next, manage the lifecycle of teams by configuring expiration policies so that unnecessary teams are archived or deleted after their purpose is over.
Scenario 2: Users may try to find an alternate solution to complete their tasks if services are disabled for security reasons
To control the overgrowth of teams, if the team creation process is switched off, users may lose the sense of belongingness or ownership to their tasks. Additionally, they may choose to download unsanctioned cloud apps as a substitute, which further generates a greater security issue called shadow IT.
To overcome this issue, the team creation process can be controlled by developing an automated approval-based request system where the name, purpose, owners, members, etc., in a team being created can be clarified.
Scenario 3: Fear of data leak may cause a limited usage of the platform
Users may only feel free to use a platform once they are confident about cybersecurity and the protection of their data. Hence, it is imperative to protect the sensitive business data that resides in your Teams environment, encrypt it, or watermark it to ensure safe data travels.
An excellent solution to this is enabling sensitivity labels to better classify as well as protect your data and control user access whether in transit or in rest without impeding the collaboration.
Scenario 4: Users may choose not to collaborate externally due to the lack of governance and control
If you are an organization that often needs to collaborate with third-party vendors or contractors for business outreach, you must implement a robust governance in MS Teams to control guest user collaboration.
Furthermore, to sort out this issue, you can use a governance automation application such as TeamsHUB by Cyclotron to track externally shared files and revoke access to files if any misuse or suspicious activity is detected.
Scenario 5: Due to poor user training and guidance, the user may fail to understand the true value of MS Teams
Last but not the least, there is no substitute for user training. Users must be primarily guided about the usage and benefits of the platform. They must be clear about how MS Teams can revolutionize the business and can help drive better user experience, productivity, and ROI that lead to business success.
Furthermore, we recommend you use TeamsHUB by Cyclotron that has all necessary elements – govern, engage, secure, and adopt to remove the existing loopholes in MS Teams. For increased user adoption, it provides a self-training user portal on MS Teams with the most sought-after content such as video tutorials, tips, and tricks, editor picks, etc. for naïve users to get productive from day one.
To guarantee Microsoft 365 or Office 365 adoption success, TeamsHUB by Cyclotron is meticulously created by our engineers to promote flawless and fearless collaboration with end-to-end governance. With advanced analytics and dashboard enablement, you can even derive actionable insights into your entire M365 environment, track user activities, detect anomalies in real-time and determine remedial solutions before it negatively impacts your organization.