Microsoft continues to lead the way in helping organizations collaborate, share and communicate like never before. Even with a full-suite of easy to use tools, organizations struggle with establishing a clear direction for users that outlines what Office 365 application to use (SharePoint, Teams, OneDrive, etc.) and when they should use them. One of the most common questions we hear is, “Should I use Microsoft Teams or SharePoint?”
When should I use SharePoint and when should I use Microsoft Teams?
Published Content / Intranet
While SharePoint has a long history of providing organizations with a effective platform to share content, collaborate and establish a single source of truth, SharePoint functionality and adoption varies from from organization to organization.
Some organizations have made investments in SharePoint to manage content, support business workflows, and have fully unlocked the enterprise value that SharePoint can offer.
Other organizations may have been underwhelmed by the out-of-the-box look and feel of SharePoint and dismissed the platform entirely.
SharePoint Modern Experience
SharePoint Modern Experience has helped bolster SharePoint’s reputation with organizations that may have once overlooked SharePoint as a platform to share content and collaborate. We have worked with several clients in helping them leverage SharePoint for the organization’s intranet. We recommend SharePoint and more specifically an intranet to share “trusted”/”published” content.
Kiefer’s team of technical architects, SharePoint developers and consultants can help bring together users, content, and context. We believe that SharePoint can help your organization in delivering a foundation for an exceptional intranet to your users.
Our recommendation for published content: A SharePoint-based intranet
Project and Team Collaboration Sites
As a “SharePoint Shop”, we use collaboration and SharePoint Team Sites to run our business, however, we have become very fond of Microsoft Teams. Whenever you initiate a new Microsoft Teams site, you get a SharePoint site to share files with members of the “team”.
I think it is quite interesting to see organizations that have resisted SharePoint, eagerly and willingly adopt Microsoft Teams. Every newly provisioned “Team” uses a SharePoint site to manage files shared with members of the team! Surprisingly, the new “front door” into SharePoint is one that users feel more comfortable walking through
So, as it relates to team sites, collaboration sites and project sites, we say use Microsoft Teams or SharePoint. But, be consistent. Establish the preferred way to collaborate and use the same tools.
Because some organizations have loosely defined guidelines as it relates to what application to use when, we’ve come across users collaborating and sharing content in SharePoint or on the company intranet. Be careful!
Use OneDrive to share a personal document that requires contributions from other co-authors BEFORE posting it on the company intranet. There is only one way to ensure a single source of truth, and that is by collaborating on drafts in One Drive and only publishing the content to the intranet once the information has been cleared for distribution to everyone in the enterprise.
We recommend OneDrive for sharing personal documents and backing up personal content.
External sharing using a SharePoint site or a Microsoft Teams site gives you better control over who can view the content, who can edit it, and where it ends up. In an age where data leaks and privacy are at the forefront, Office 365 enables organizations to share content through a secure and audit-able channel rather than via e-mail. A secure site to collaborate with external parties can be done with Teams or SharePoint. Like I mentioned with project and collaboration sites, it’s important that you choose either or, and put all of the processes in place to provision and secure external collaboration sites.
In our recommendations, you may have observed that we recommend both SharePoint and Teams for sharing external content. We must mention that GOVERNANCE and PERMISSIONS are important considerations. In addition, governance tools like AvePoint are critical in provisioning collaboration spaces, managing sites and the life cycle of content shared with both internal and external audiences.
Let us help you get started with SharePoint, Teams and governance.
Don’t hesitate. The time is now to capture enterprise value from the Office 365 applications that can effectively modernize your workplace and help you realize improved efficiency across the organization. We can help you in understanding your organizations readiness for the applications, help you in understanding the benefits, and help you create a plan/roadmap that helps you positively transform your business. Contact us.