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This publish belongs to our Microsoft Teams Admin Guide series. Browse the other records within the series below:
Many organizations today are facing the task of working out how Microsoft Teams plays to their corporate information architecture. It’s easy to understand how this is often confusing Teams isn’t exactly a website (despite the fact that we obtain a website with this Team if creating it on your own). We obtain file-discussing abilities much like what SharePoint site (actually, the related SharePoint website is really managing Teams files) therefore it does indeed seem like there’s redundancy between Microsoft Teams and SharePoint.
Since it’s been about 2 . 5 years since its release, we are able to now return and “teamify” existing sites therefore we no more need to bother about ones which are truly redundant. That stated, though, there’s still a great deal to consider when speaking about how exactly many of these systems interact.
Let’s take a step back and look at our Microsoft Teams and SharePoint architecture from the guidelines perspective.
Flat Architecture and Elevated Administrative Visibility
Microsoft recommends that people restrict using subsites within our architecture (to see an excellent publish on modern architecture, take a look at Stephanie Donahue’s write-up here). Should you prefer a site, it’s easier to think “site collection” instead of subsite. Here is a very simplified illustration of what we’re speaking about. Every website is its very own “top-level site” or site collection.
I’ll admit, after i initially read that recommendation, my first thought was, “That’s lots of site collections to possess within the Admin Portal.”
However, it is not always a poor factor. It’s really helpful since it now enables us to determine what we’re dealing with inside the atmosphere. Also, the twisted knots of granular permissions that have a tendency to screw up our much deeper site collections are actually a factor of history (hallelujah!).
Whenever a new website is needed having a specific group of permissions instead of developing a subsite and smashing the inheritance of permissions new site (collection) is produced so we have fresh, new permissions to utilize.
Selecting a website Template
SharePoint offers us two site templates: Communication and Team. They’re each constructed with specific use cases in your mind.
The Communication site template is made to communicate information to particular audience. Because of this, Communication sites would be the preferred template for the corporate webpage and our “company public” department home pages which has information everybody in the organization needs use of (for example HR). These details would come with benefits information, enrollment forms, job descriptions, and wellness occasions.
Team sites are (and probably always will be) the site template preferred by our collaboration sites. These websites hold “department-private” data that nobody in the organization should get access to aside from they that owns and manages it. For HR, this is information like posted insurance forms, worker reviews, wages data, and also the department schedule.
Don’t Forget Your investment Hubs
So, how can we take each one of these separate site collections and make consistent navigation for that organization? We hubify! Hub sites aren’t a kind of site automatically. Both a group and Communication site could be switched right into a hub site so, used, it’s much more an element that people can enable on the site.
Hub sites are utilized to bring context and coherent navigation to the flat architecture. We are able to hubify our corporate home and join department sites into it, therefore we have consistent navigation through the open regions of the intranet. Alternately, we are able to have teams of smaller sized hubs within the architecture for such things as “Projects” or “Shared Services.” The hyperlink to individuals hub sites can be put within the Corporate Home hub so it’s a part of our persistent intranet navigation.
Hub sites also bring a modular element to the architecture. Once the inevitable reorganization of the organization happens, we are able to just unregister our website in one hub and fix it to a different when needed.
The greater private team sites won’t have to be associated with around the corporate webpage because we don’t want everybody within the organization attempting to access Finance or HR’s team sites. Thus, its not necessary to worry about looping that in to the more “global” intranet navigation. Use your own personal departments to construct out their team site navigation to allow them to reach all of the “behind the scenes” stuff they require.
Teams for Collaboration
Since we’ve discussed communication sites, team sites, and hubs, let’s arrive at the nutrients: Teams!
Microsoft Teams has positioned itself very centrally within the collaboration space. Our internal communication and conversations are now able to leave disjointed Skype for Business messages and random emails right into a persistent chat. The entire history can be obtained alongside an opportune search function.
The days are gone of getting to keep in mind every team member to increase an e-mail thread publish that message within the appropriate Team funnel. Done and done. You’ll no more need to go forward a lot of emails towards the new hire just add these to the Teams where they’ll work. As users become immersed within the Teams experience, we begin to see internal communication shifting to those Teams and channels and reducing internal email traffic.
Tabs for productivity
Tabs transform our channels into streamlined productivity hubs. The large benefit to tabs is having the ability to bring the resource we have to us in Teams instead of completely context switching and visiting another browser, application, or screen. Add tabs for your Planner plans, Stream channels, or whatever resource your team needs. For any great resource on tabs in Teams take a look at Microsoft’s article on utilizing built-in and custom tabs.
However That Site…
As pointed out at the beginning of this publish, the entire situation with new Teams developing a whole other team site can seem to be confusing and redundant—but it needn’t be. Remember, if finances a contemporary team site filled with important content, we are able to simply attach our new Team to that particular we have to groupify it first.
In either case we obtain it, let’s take that Teams’ team site and make it as out as our department (or project, or campaign) collaboration site. This could include calendars, lists, libraries, and links to numerous sources for example Stream for videos, Planner, and exterior sources. You may also add tabs in Teams to connect with important content within the team site (even documents!).
The only real difference having a Microsoft Teams-connected team website is there will be folders within the Documents library for that organization of Teams’ files (one per funnel). You may create views within this library so that you can examine content with no annoyance of folders, but don’t delete individuals folders. Use that library as the Microsoft Teams “file share” and make out other libraries when needed for content organization.
The Large Picture
Since we’ve checked out the various bits of our intranet architecture, let’s obtain a look at the large picture. It offers the next components:
- Communication sites for the “Company Public” websites that hold information which everybody within the organization should get access to
- Team sites for “depart private” content that just specific departments, sections, and project groups should get access to
- Hubified sites, when needed, for connecting websites that have similar scope spread across multiple sites
- Microsoft Teams for enhanced collaboration within teams, departments, and groups
Putting many of these pieces together may ultimately look something similar to this:
The bottom line is
With Microsoft encouraging us to flatten our architecture and make new sites for content instead of subsites, we’re capable of build more modularly than years back. This permits us to produce an intranet that’s logically structured yet agile enough to operate how a business does.
One site per purpose = foundations of content that may be stacked and restacked when needed without resorting to migration tools or massive rebuilds in our atmosphere. Permissions stay neat and the admin portal presents a real picture from the content we’ve within the organization instead of it being hidden in deep subsite structures.
We’re positioned for achievement by leveraging Microsoft Teams with this team sites. It doesn’t only give a centralized, collaborative workspace, but Microsoft Teams provides use of important apps, files, and sites from one interface. This becomes an enhancement that streamlines into our architecture as opposed to a secure-on application that might or might not maintain tune with profession needs.