In a previous blog, I introduced the concept of “knowledge management,” and how KM can help you answer these questions:
- Where is this content saved?
- Who has access to it?
- How long do we need to keep it?
- Can it be shared with someone outside the organization?
- Can it be copied, downloaded, or printed?
In this post, we’ll talk about how Microsoft Teams helps drive a successful knowledge management program.
Many new Microsoft Teams users don’t realize that their Teams, in addition to Chat and Meetings and Conversations and Files, are provisioned with a SharePoint team site including a SharePoint document library. Think of it as the flip side to the Collaboration side of a Team. To get there, we navigate to “Files” takes you to the General Channel file store.
Which gives you the option to “Open in SharePoint.”
And opens the Teams SharePoint site Document Library in the General Folder.
Remember that Teams provisions a folder in the Document Library for each Channel you create. The General Channel is provisioned by Teams by default. Here you can see a folder in the Document Library for each of the Channels in our Team
Let’s say I’m a member of a Team and I want to share content pertaining to Customer Positioning with my Team. I click on the Attach icon in our Customer Positioning Conversation and upload content that I’ve recently worked on in my OneDrive.
Once it’s uploaded, it shows up in the Conversation.
But that content is actually stored in the Team’s SharePoint document library under the Customer Positioning folder where our conversation was taking place.
In our previous discussion about Teams and KM, you’ll recall we talked about taxonomies and document tagging. Here’s a more robust example of what we were discussing:
I can now filter the list using any one of the values I’ve created in my Teams SharePoint document library.
Which yields the following result:
I can allow only one value or multiple values per tag. I can make them optional or mandatory. You will have to make these decisions as you consider how to apply knowledge management techniques to your SharePoint document libraries.
You can use this tagging structure to preserve important content as well. For example, your business rule is all Document Types of “Purchase Order” and “Payment Voucher” must be retained in SharePoint for a minimum of 7 years in accordance with IRS regulations. You can set that policy in SharePoint.
You could also decide that any solicitation you send to prospective clients contains company proprietary secrets and so any document with a Document Type of “Solicitation” cannot be emailed outside of your email domain, cannot be downloaded out of SharePoint, and cannot be printed. These data loss prevention policies can also be set.
It’s not easy sorting out what kind of content your organization has and how much you care about content. However, once you do – and you should - there are lots of ways Microsoft’s Teams and SharePoint can manage, secure, organize and protect that content.
If you are considering a Teams rollout and are interested in making sense of your content in a Teams SharePoint site, let us know. In the meantime, consider the following:
- Are you currently managing content in SharePoint and/or OneDrive?
- How well are you managing that content in SharePoint? Consider your Microsoft Teams implementation an opportunity for a fresh start for organization of SharePoint content.
- Is knowledge management part of your collection of tools? If not, a Microsoft Teams implementation can give you the opportunity to apply tags to content simplifying enterprise search, enabling auto-application of retention and security policies, and leveraging Microsoft’s OOTB tools around data loss prevention.
If you have any questions or options you’d like to explore, respond to this blog or contact Enabling Technologies’ CIO Advisory Services practice at firstname.lastname@example.org.