{"id":7228,"date":"2024-11-14T10:28:59","date_gmt":"2024-11-14T09:28:59","guid":{"rendered":"https:\/\/i4-you.com\/how-do-you-combat-proliferation-in-teams-5-immediately-applicable-tips\/"},"modified":"2026-05-12T11:13:57","modified_gmt":"2026-05-12T09:13:57","slug":"how-do-you-combat-proliferation-in-teams-5-immediately-applicable-tips","status":"publish","type":"post","link":"https:\/\/i4-you.com\/en\/how-do-you-combat-proliferation-in-teams-5-immediately-applicable-tips\/","title":{"rendered":"How do you combat proliferation in Teams? 5 immediately applicable tips"},"content":{"rendered":"\t\t<div data-elementor-type=\"wp-post\" data-elementor-id=\"7228\" class=\"elementor elementor-7228 elementor-7224\" data-elementor-post-type=\"post\">\n\t\t\t\t\t\t<section class=\"elementor-section elementor-top-section elementor-element elementor-element-6183a5a elementor-section-boxed elementor-section-height-default elementor-section-height-default\" data-id=\"6183a5a\" data-element_type=\"section\" data-e-type=\"section\" data-settings=\"{&quot;background_background&quot;:&quot;classic&quot;}\">\n\t\t\t\t\t\t\t<div class=\"elementor-background-overlay\"><\/div>\n\t\t\t\t\t\t\t<div class=\"elementor-container elementor-column-gap-no\">\n\t\t\t\t\t<div class=\"elementor-column elementor-col-50 elementor-top-column elementor-element elementor-element-a9dfb1b\" data-id=\"a9dfb1b\" data-element_type=\"column\" data-e-type=\"column\">\n\t\t\t<div class=\"elementor-widget-wrap elementor-element-populated\">\n\t\t\t\t\t\t<div class=\"elementor-element elementor-element-3d0d3fe elementor-widget-divider--view-line_text elementor-widget__width-auto elementor-widget-divider--element-align-center elementor-widget elementor-widget-divider\" data-id=\"3d0d3fe\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"divider.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t<div class=\"elementor-divider\">\n\t\t\t<span class=\"elementor-divider-separator\">\n\t\t\t\t\t\t\t<span class=\"elementor-divider__text elementor-divider__element\">\n\t\t\t\tMicrosoft Teams\t\t\t\t<\/span>\n\t\t\t\t\t\t<\/span>\n\t\t<\/div>\n\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-dfbe1c9 elementor-hidden-desktop elementor-hidden-tablet elementor-widget elementor-widget-heading\" data-id=\"dfbe1c9\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"heading.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t<h2 class=\"elementor-heading-title elementor-size-default\">How do you combat proliferation in Teams? 5 immediately applicable tips <\/h2>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-c837825 elementor-hidden-mobile elementor-widget elementor-widget-heading\" data-id=\"c837825\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"heading.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t<h2 class=\"elementor-heading-title elementor-size-default\">How do you combat proliferation in Teams? 5 immediately applicable tips <\/h2>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-7871a0d elementor-widget elementor-widget-text-editor\" data-id=\"7871a0d\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"text-editor.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t<p>Nov. 14, 2024 &#8211; <strong>Bo<\/strong> &#8211; Microsoft 365 Business Consultant<\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/div>\n\t\t\t\t<div class=\"elementor-column elementor-col-50 elementor-top-column elementor-element elementor-element-cba386f\" data-id=\"cba386f\" data-element_type=\"column\" data-e-type=\"column\">\n\t\t\t<div class=\"elementor-widget-wrap elementor-element-populated\">\n\t\t\t\t\t\t<div class=\"elementor-element 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24.6 0 33.9l17 17c9.4 9.4 24.6 9.4 33.9 0L369.9 273c9.4-9.4 9.4-24.6 0-34z\"><\/path><\/svg>\t\t\t\t\t\t<\/span>\n\t\t\t\t\t\t\t\t\t\t<span class=\"elementor-icon-list-text\">Back to blogs<\/span>\n\t\t\t\t\t\t\t\t\t\t\t<\/a>\n\t\t\t\t\t\t\t\t\t<\/li>\n\t\t\t\t\t\t<\/ul>\n\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/section>\n\t\t\t\t<section class=\"elementor-section elementor-top-section elementor-element elementor-element-bfd87cb elementor-section-full_width elementor-section-height-default elementor-section-height-default\" data-id=\"bfd87cb\" data-element_type=\"section\" data-e-type=\"section\" data-settings=\"{&quot;background_background&quot;:&quot;gradient&quot;}\">\n\t\t\t\t\t\t<div class=\"elementor-container elementor-column-gap-no\">\n\t\t\t\t\t<div class=\"elementor-column elementor-col-100 elementor-top-column elementor-element elementor-element-137b9e9\" data-id=\"137b9e9\" data-element_type=\"column\" 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class=\"elementor-background-overlay\"><\/div>\n\t\t\t\t\t\t\t<div class=\"elementor-container elementor-column-gap-no\">\n\t\t\t\t\t<div class=\"elementor-column elementor-col-50 elementor-top-column elementor-element elementor-element-286e341 elementor-hidden-mobile\" data-id=\"286e341\" data-element_type=\"column\" data-e-type=\"column\">\n\t\t\t<div class=\"elementor-widget-wrap elementor-element-populated\">\n\t\t\t\t\t\t<section class=\"elementor-section elementor-inner-section elementor-element elementor-element-4f9729e elementor-reverse-mobile elementor-hidden-tablet elementor-section-boxed elementor-section-height-default elementor-section-height-default\" data-id=\"4f9729e\" data-element_type=\"section\" data-e-type=\"section\">\n\t\t\t\t\t\t<div class=\"elementor-container elementor-column-gap-no\">\n\t\t\t\t\t<div class=\"elementor-column elementor-col-100 elementor-inner-column elementor-element elementor-element-433e044\" data-id=\"433e044\" data-element_type=\"column\" data-e-type=\"column\" data-settings=\"{&quot;background_background&quot;:&quot;classic&quot;}\">\n\t\t\t<div class=\"elementor-widget-wrap elementor-element-populated\">\n\t\t\t\t\t\t<div class=\"elementor-element elementor-element-f6460ff elementor-widget elementor-widget-image\" data-id=\"f6460ff\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"image.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t<img fetchpriority=\"high\" decoding=\"async\" width=\"800\" height=\"800\" src=\"https:\/\/i4-you.com\/wp-content\/uploads\/2024\/10\/I4-YOU-LinkedIn-Profielfotos.webp\" class=\"attachment-large size-large wp-image-7087\" alt=\"Bo van der Linden\" \/>\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-493b11f elementor-widget elementor-widget-heading\" data-id=\"493b11f\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"heading.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t<h2 class=\"elementor-heading-title elementor-size-default\">Bo van der Linden<\/h2>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-2db7ef2 elementor-widget elementor-widget-heading\" data-id=\"2db7ef2\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"heading.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t<h2 class=\"elementor-heading-title elementor-size-default\">Microsoft 365 Business Consultant<\/h2>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-fd727b3 elementor-shape-circle elementor-grid-0 e-grid-align-center elementor-widget elementor-widget-social-icons\" data-id=\"fd727b3\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"social-icons.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t<div class=\"elementor-social-icons-wrapper elementor-grid\" role=\"list\">\n\t\t\t\t\t\t\t<span class=\"elementor-grid-item\" role=\"listitem\">\n\t\t\t\t\t<a class=\"elementor-icon elementor-social-icon elementor-social-icon-envelope elementor-repeater-item-bbecfa1\" href=\"mailto:bo@i4-you.com\" target=\"_blank\">\n\t\t\t\t\t\t<span class=\"elementor-screen-only\">Envelope<\/span>\n\t\t\t\t\t\t<svg aria-hidden=\"true\" class=\"e-font-icon-svg e-fas-envelope\" viewBox=\"0 0 512 512\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\"><path d=\"M502.3 190.8c3.9-3.1 9.7-.2 9.7 4.7V400c0 26.5-21.5 48-48 48H48c-26.5 0-48-21.5-48-48V195.6c0-5 5.7-7.8 9.7-4.7 22.4 17.4 52.1 39.5 154.1 113.6 21.1 15.4 56.7 47.8 92.2 47.6 35.7.3 72-32.8 92.3-47.6 102-74.1 131.6-96.3 154-113.7zM256 320c23.2.4 56.6-29.2 73.4-41.4 132.7-96.3 142.8-104.7 173.4-128.7 5.8-4.5 9.2-11.5 9.2-18.9v-19c0-26.5-21.5-48-48-48H48C21.5 64 0 85.5 0 112v19c0 7.4 3.4 14.3 9.2 18.9 30.6 23.9 40.7 32.4 173.4 128.7 16.8 12.2 50.2 41.8 73.4 41.4z\"><\/path><\/svg>\t\t\t\t\t<\/a>\n\t\t\t\t<\/span>\n\t\t\t\t\t\t\t<span class=\"elementor-grid-item\" role=\"listitem\">\n\t\t\t\t\t<a class=\"elementor-icon elementor-social-icon elementor-social-icon-linkedin elementor-repeater-item-5ef546c\" href=\"https:\/\/www.linkedin.com\/in\/bo-van-der-linden-b650328b\/\" target=\"_blank\">\n\t\t\t\t\t\t<span class=\"elementor-screen-only\">Linkedin<\/span>\n\t\t\t\t\t\t<svg aria-hidden=\"true\" class=\"e-font-icon-svg e-fab-linkedin\" viewBox=\"0 0 448 512\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\"><path d=\"M416 32H31.9C14.3 32 0 46.5 0 64.3v383.4C0 465.5 14.3 480 31.9 480H416c17.6 0 32-14.5 32-32.3V64.3c0-17.8-14.4-32.3-32-32.3zM135.4 416H69V202.2h66.5V416zm-33.2-243c-21.3 0-38.5-17.3-38.5-38.5S80.9 96 102.2 96c21.2 0 38.5 17.3 38.5 38.5 0 21.3-17.2 38.5-38.5 38.5zm282.1 243h-66.4V312c0-24.8-.5-56.7-34.5-56.7-34.6 0-39.9 27-39.9 54.9V416h-66.4V202.2h63.7v29.2h.9c8.9-16.8 30.6-34.5 62.9-34.5 67.2 0 79.7 44.3 79.7 101.9V416z\"><\/path><\/svg>\t\t\t\t\t<\/a>\n\t\t\t\t<\/span>\n\t\t\t\t\t<\/div>\n\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/section>\n\t\t\t\t\t<\/div>\n\t\t<\/div>\n\t\t\t\t<div class=\"elementor-column elementor-col-50 elementor-top-column elementor-element elementor-element-acad38f\" data-id=\"acad38f\" data-element_type=\"column\" data-e-type=\"column\">\n\t\t\t<div class=\"elementor-widget-wrap elementor-element-populated\">\n\t\t\t\t\t\t<div class=\"elementor-element elementor-element-27b1bce elementor-widget elementor-widget-text-editor\" data-id=\"27b1bce\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"text-editor.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t<p>Microsoft Teams is now an indispensable platform in many organizations. Especially now that hybrid working is becoming more normal, it is essential to have a communication platform that goes beyond chatting or (video) calling. After all, with Teams you have one central place for all communication and there is space for storing documents. The real power of Teams? That&#8217;s in the ability to collaborate on documents, simultaneously and in real time. This makes collaboration not only more efficient, but also a lot easier!     <\/p><p>In this blog I give you 5 practical tips to prevent proliferation in Microsoft Teams and bring back overview. This way you keep Teams manageable, information remains findable and you ensure that sensitive documents are only shared with the right people. <\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-543b01b elementor-widget-divider--view-line elementor-widget elementor-widget-divider\" data-id=\"543b01b\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"divider.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t<div class=\"elementor-divider\">\n\t\t\t<span class=\"elementor-divider-separator\">\n\t\t\t\t\t\t<\/span>\n\t\t<\/div>\n\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-958493c elementor-widget elementor-widget-heading\" data-id=\"958493c\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"heading.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t<h2 class=\"elementor-heading-title elementor-size-default\">The pitfalls of proliferation in Microsoft Teams<\/h2>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-11e4d5a elementor-widget elementor-widget-text-editor\" data-id=\"11e4d5a\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"text-editor.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t<p><span class=\"NormalTextRun SCXW140572450 BCX8\">When Teams was introduced, employees enthusiastically started chatting, calling and creating teams. <\/span><span class=\"NormalTextRun SCXW140572450 BCX8\">In many cases, there were <\/span><span class=\"NormalTextRun SCXW140572450 BCX8\">no <\/span><span class=\"NormalTextRun SCXW140572450 BCX8\">clear <\/span><span class=\"NormalTextRun SCXW140572450 BCX8\">made about the use of<\/span><span class=\"NormalTextRun SCXW140572450 BCX8\">  of Teams, allowing anyone to freely create teams. The result?   <\/span><span class=\"NormalTextRun SCXW140572450 BCX8\">Within a short time, <\/span><span class=\"NormalTextRun SCXW140572450 BCX8\">e<\/span><span class=\"NormalTextRun SCXW140572450 BCX8\">r<\/span><span class=\"NormalTextRun SCXW140572450 BCX8\"> large quantities of<\/span><span class=\"NormalTextRun SCXW140572450 BCX8\">den<\/span><span class=\"NormalTextRun SCXW140572450 BCX8\"> teams<\/span> <span class=\"NormalTextRun SCXW140572450 BCX8\">created and <\/span><span class=\"NormalTextRun SCXW140572450 BCX8\">As a result, it became a chaotic <\/span><span class=\"NormalTextRun SpellingErrorV2Themed SCXW140572450 BCX8\">chaos.<\/span> <span class=\"NormalTextRun SpellingErrorV2Themed SCXW140572450 BCX8\">Employees<\/span> <span class=\"NormalTextRun SCXW140572450 BCX8\">now have a plethora of teams in their environment that they don&#8217;t do anything with, and administrators sometimes don&#8217;t know where to start to clean it up.<\/span><\/p><p>Such a large number of teams seems especially irritating at first, but it also carries a number of risks:<\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-a15116b elementor-widget elementor-widget-text-editor\" data-id=\"a15116b\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"text-editor.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t<p><span style=\"color: #26aea1;\"><b>Information is scattered:  <\/b><\/span><span data-contrast=\"auto\">The freedom to create your own teams often leads to multiple teams with the same purpose. For example, there may be multiple HR teams containing different employees. This spreads information unnecessarily across multiple places, which hinders overview.  <\/span><\/p><p><span style=\"color: #26aea1;\"><b>Employees struggle to find the right information:  <\/b><\/span><span data-contrast=\"auto\">With all these separate sources of information, it becomes unnecessarily difficult to quickly find the right information. For example, where is the most recent version? And how do I avoid overlooking important documents?  <\/span><\/p><p><span style=\"color: #26aea1;\"><b>Documents are shared with the wrong people:  <\/b><\/span><span data-contrast=\"auto\">Without clear agreements on the use of teams, there is often little control over who is a member of a team. It can be difficult for users to see who has access, increasing the likelihood of documents being viewed by undesirables. <\/span><\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-1bd9a74 elementor-widget-divider--view-line elementor-widget elementor-widget-divider\" data-id=\"1bd9a74\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"divider.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t<div class=\"elementor-divider\">\n\t\t\t<span class=\"elementor-divider-separator\">\n\t\t\t\t\t\t<\/span>\n\t\t<\/div>\n\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-faa5168 elementor-widget elementor-widget-heading\" data-id=\"faa5168\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"heading.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t<h2 class=\"elementor-heading-title elementor-size-default\">Solving sprawl in Teams? Here's how to do it!   <\/h2>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-1b4847f elementor-widget elementor-widget-text-editor\" data-id=\"1b4847f\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"text-editor.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t<p><span style=\"color: #26aea1;\"><b>Tip #1: Make clear agreements about using Teams:<br><\/b><\/span><span data-contrast=\"auto\">It is essential to make clear agreements with your team about how to use Microsoft Teams. When is a team created and when is a channel? Who becomes a member of the team and who is responsible for which part? What documents are stored and when do we collaborate with external parties?   <\/span><\/p><p>These are important questions that need to be answered so that employees know how to use Teams appropriately. Once these agreements are in place? Through proper use of automation and adoption, you will ensure that they are adhered to.  <\/p><p><span style=\"color: #26aea1;\"><b>Tip 2: Limit who can create Teams:<br><\/b><\/span>PowerShell allows you to easily restrict who can create Teams within your organization. This gives a specific group of people responsibility for maintaining oversight of existing and new Teams. This group is also responsible for initiating the creation process or approving new team requests.  <\/p><p>We recommend always using an automated process for creating teams. You can read more about this process in Tip 4. <\/p><p><span style=\"color: #26aea1;\"><b><span class=\"NormalTextRun SCXW125855028 BCX8\">Tip 3: <\/span><span class=\"NormalTextRun SCXW125855028 BCX8\">Make sure you have a good <\/span><span class=\"NormalTextRun SCXW125855028 BCX8\">records<\/span><span class=\"NormalTextRun SCXW125855028 BCX8\">policy<\/span>:<br><\/b><\/span>Creating a team is only one part of the Teams life cycle. It is equally important to think about what happens to an active team and when the team is closed again. This requires a clear retention policy, agreeing on how and when teams should be archived or deleted. What information should be retained and for how long? And which teams should be deleted immediately once they are no longer needed?    <\/p><p>To prevent the responsibility for deleting or archiving a team from resting entirely with the team owner, you can already record these agreements when creating a team. For example, by team type. <\/p><p><span style=\"color: #26aea1;\"><b>Tip 4: Automate the creation of Teams:<br><\/b><\/span>Automating the creation of Teams offers several benefits. Not only does it relieve the burden on the IT department, but it also ensures that your organization enforces standardization. By creating standard templates for projects, departments and collaborations, you can guarantee that every team contains the same components. Think name conventions, retention settings, confidentiality and even standard documents.   <\/p><p>An added benefit is that employees always know what to expect, and management for the IT department is greatly simplified.<\/p><p><span style=\"color: #26aea1;\"><b><span class=\"NormalTextRun SCXW74794422 BCX8\">Tip <\/span><span class=\"NormalTextRun SCXW74794422 BCX8\">5<\/span><span class=\"NormalTextRun SCXW74794422 BCX8\">: <\/span><span class=\"NormalTextRun SCXW74794422 BCX8\">Ensure adequate knowledge among employees<\/span>:<br><\/b><\/span>Employees play a crucial role in the successful use of Teams. To ensure that Teams is used in the right way, employees must be well informed about both the standard functionalities and the specific organizational agreements. This can be done through training, but also through other means of communication, such as a newsletter.  <\/p><p>To get the best results, it is recommended that these training sessions be repeated at least semi-annually or annually to keep everyone up to date with the latest developments and new features.<\/p><p><strong>Do you also suffer from proliferation of teams within your organization and could use help solving this problem? 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