See this article to know When to use Microsoft Teams first. This article lists scenarios where using Teams is counterproductive or plain simple wrong!
Do not use teams if one or more of the items listed below are true.
If there are too many people involved, do not use Teams. Technically, the limit is 2500. But you decide practically. Teams is designed for extensive interaction between team members. If there are lot of people, you cannot expect extensive interaction. Think about using Yammer. It is good for predominantly push and interaction-on-demand kind of functionality.
If the team means the whole department and you already have a departmental Team Site in SharePoint. Use that site. Do not use Teams to create another Team. Why? Because, behind-the-scenes it creates another SharePoint site. Defeats the purpose.
This one is obvious but still makes sense to mention it: If all team members do not have access to the Teams app, do not use Teams. In this case, you will need to do double communication manually. I will not call it inefficient usage – it is misuse.
If the communication and coordination with the team is required but not critical, do not use Teams. Non-critical, but functionally necessary stuff can continue using traditional email.
Do NOT use Teams unless every member is aware about its actual benefits. If you try to force it on ignorant people (Ignorant about Teams, I mean!) , it will not work. Educate them first. The best way is to show a nice and compelling demo.
If only few people in the team use the Teams app and others do not, it defeats the purpose.
If all members have not understood that they have to check the Teams app as frequently as they check for mails in the Inbox.
The benefit of Teams is that it does not send anything to your inbox. Conversations and communication happens within the Teams app. If some members forget to see the activity in the app, they are effectively not working as a team.
That is all I can think of as of now. If you know more scenarios where Microsoft Teams is contraindicated, post them as comments.
The obvious answer is – “whenever you want to work with your team”. But that is not enough. Here is a more precise answer. If all (or most) of the requirements listed below are true, you should use Microsoft Teams.
Your organization has Office 365 Teams license available for all the people whom you intend to work with as a team.
As on Jan 2018, if you intend to work with people in another organization, they also need to have Office 365 license.
The kind of work you do with the selected team members has to be specific to a common topic of interest. It could be a project, a new initiative, a deliverable, an outcome …
Usually there is an end date for such things. But that is not a must.
The work being done is not just about sending messages and informing each other. You need to keep track of who said what, need files, images, notes, collaterals and so on.
The kind of work you do is frequent. For infrequent work, just use email.
Yes. That’s it.
You can create a new team even for just you and someone else. Remember to create multiple teams for multiple contexts, even if some members may be common. More on that later.
Finally, DO NOT create too many Teams in the app. You will need another team to manage all these Teams.. ha ha!
This is just a quick best practice. I learnt it while conducting a webinar on Thursday using Skype for Business (SFB). During webinars, you have two options, just show a presentation and explain it or demonstrate something on your screen – typically some software product. Screen sharing is used to broadcast your desktop.
Often, I need some live input from the audience. For example, what is their profile? Which product / feature is more important for them? Have they understood the topic or not?
OneDrive has a sync (like all other cloud providers). Sync creates a local copy on your PC, Laptop or Mobile phone for selected files or folders. The local copy can be edited while offline. But what about folders shared with me by others? Here is how you can sync shared OneDrive folders.
This quick video illustrates how you can enhance the usefulness of Outlook beyond your imagination by adding your own columns to Outlook. We can achieve this with the useful little known feature in Outlook called Outlook Custom Field. Watch this video to understand the power and practical applications of this great feature. Learn how to allocate incoming mails in a helpdesk to engineers or how to allocate incoming CVs to different recruiters.
Groups is the new way of working together efficiently. Here are all the articles I have written about Office 365 Groups. The first step in using Groups is to educate all the team members about it. That is why I created a short and simple video to explain the concept and its benefits. Have a look and share it with your team members.