Recommendations To Use Teams In A Better Way - Part Two

In this article, you will learn how to use Teams in a better way.

Introduction

 
In my previous article, we have learned the best practices while creating a new team. In this article, we will explore the Teams Channel. If you are new to Microsoft Teams, please visit my previous articles to get more understanding of Teams- Introduction, Teams Differently, Guest Users in Teams.
 

Understanding of channels in Microsoft Teams

 
Channels are the main part of Teams to separate the content sharing in Teams. The files shared in team conversations are automatically stored in the SharePoint Document Library and the permissions and file security options are automatically reflected in Teams.
 
Primarily, to share files in Teams, you need to have SharePoint Online enabled in your tenant. OneDrive for Business is also tied with SharePoint license to share private files in chats or conversations.
 
Recommendations To Use Teams In A Better Way
Figure 1: Team & Channels
 
In this article, let’s understand what things we need to consider most while creating channels in Microsoft Teams.
  • “General” channel is available by default to the newly created team and shows in the first position for everyone. “General“ Channel should be restricted to a specific purpose, such as Announcements or News or general information sharing for the specific team
  • Maximum limit restricted to 200 channels only (Including deleted channels).
  • By default, Channels are sorted alpha-numerically.
  • You can prefix channels with a number to enforce sorting - for e.g.

    • 1- Important / Urgent
    • 2- Customers
    • 3- Vendors
    • 4- Suppliers

  • Create channels based on the purpose of the channel such as,

    1. A new Team is for “HelpDesk” application – create new channels considering each product from the helpdesk.
    2. A new Team is for the “Sales” department – create channels considering each customer engagements.
  • For example, below table shows teams & channels,
Teams
Channels
Sales
Annual Sales Meeting
Quarterly Business Review
Monthly Sales Pipeline Review
Sales Playbook
Event Planning
Marketing
Logistics and Scheduling
Venue
Budget
  • Team owners can turn on moderation for a channel to control who can start new posts and reply to posts in that channel. When you set up moderation, you can choose one or more team members to be moderators. (Team owners are moderators by default.)
Channel moderators can,
  • Start new posts in that channel ( Channel Moderation settings in ON).
  • Add team members ( team owners by default moderators).
  • Reply can be Controlled for channel messages, bots and connectors can submit channel messages.
Recommendations To Use Teams In A Better Way
Figure 2: Channel Moderation Settings
  • Organization level Teams & Channels: Organization-wide teams and channels can be created to use it as information distribution for all departments or employees for e.g. New Joiners Information, Events, files, policies, or News sharing, etc.
Recommendations To Use Teams In A Better Way
Figure 3: Org-wise teams & Channel structure
 

Conclusion

 
Creating a Channel needs more brainstorming sessions. Use of Organization-wide teams and channels will require careful consideration if we compare the limits provided by Microsoft for teams & channels.
 
For more information on best practices, please refer to Microsoft sites.