The use of digital collaboration tools has grown explosively in recent years. Of course, this is easily explained by the fact that hybrid and asynchronous working – that is, working from different places and at different times – have become increasingly popular.
A low-threshold tool like Microsoft Teams is ideal for enabling online collaboration, both between colleagues and with external contacts. Video calling and meetings, file sharing, digital discussions—it’s super simple and accessible to everyone. After all, the tool is standard ‘open.’
“How do you address security issues in a way that doesn’t compromise the productivity of the collaboration tool?”
But this also presents a risk. How do you prevent a chaotic mess of online workspaces from forming within the tool? How do you ensure the safety of data and documents shared through the tool? How do you make concrete agreements without compromising usability, causing employees to disengage?
In other words, how do you address security issues in a way that doesn’t compromise the productivity of the collaboration tool? In this blog, we’ll provide practical tips that you can start using right away.
The first step toward optimal management of the collaboration tool is to assemble a small group of employees who are closely involved in the implementation and adoption of the tool and who continue to meet periodically to discuss progress. This is known as the Governance Team. Choose a cross-section of the organization for this, including representatives from different department levels and types of projects.
During the Governance Team meetings, topics such as usage statistics, work agreements, objectives, and potential new functionalities are discussed. It’s also important to regularly seek feedback from various departments and teams, so you not only have visibility into what’s going well but also a clear picture of any areas for improvement.
Of course, implementation and progress need to be measurable. That’s why it’s important to document all agreements in a so-called Governance Plan. This plan covers a variety of topics, such as:
The key is to ensure that everyone within the organization clearly understands who can use the tool and for what purposes, but also how the tool is used and what its objectives are. This establishes a solid foundation that regulates the use and security of the tool.
“Did you know that QS Solutions can not only provide usage statistics to measure the established objectives but also help with workshops to optimize user adoption?”
Assembling a Governance Team and creating a Governance Plan are just the beginning. To make it as easy as possible for end users to maximize the collaboration tool, it’s important to offer hands-on training and to continue communicating about progress periodically. This keeps everyone within the organization engaged and ensures the tool is used to its full potential.
Experience shows that this isn’t easy for all organizations. That’s why QS Solutions offers various forms of support based on years of experience with Microsoft Teams and similar collaboration tools. We know what works, is workable, and is measurable. We’re happy to help you get started with best practices and workshops, as well as ready-made use cases that can serve as a foundation for your organization. We also offer advice on the implementation of the tool and on interim monitoring after it has been adopted.
In our whitepaper ‘Work Securely: Improve Security, Increase Productivity,’ we delve deeper into the challenges and opportunities of online collaboration tools like Microsoft Teams. It contains concrete, actionable information that you can apply right away.
PortalTalk is also discussed: the tool developed by QS Solutions that makes online collaboration easier, faster, and simpler to manage, providing great convenience for both the end user and the IT administrator.
This way, you not only achieve the organization’s objectives with the tool but also ensure maximum security and sustainable user adoption.
Download dan gratis het whitepaper
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