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We have migrated email to Microsoft 365, what next? Content!

Introduction

So, you have setup Microsoft 365. Your teams and organisation are using it for email. What next?

In our previous post we discussed what should you do first when you have first migrated to Microsoft 365? To be honest, it was a bit of a cop out! Our answer, well it’s up to you and then linked to some other resources.

So, let us put our opinion out there. The situation is that you have moved your e-mail into Microsoft 365, but what do you do next?

At iThink 365 we think there are two things that are next:

  • Move your content into Microsoft 365.
  • Move your collaboration into Microsoft 365.

For this blog post we are going to talk about moving your content into Microsoft 365. This really is the best next step as until your content is in Microsoft 365 then your organisation and teams are not able to work effectively and will be straddling across two systems. At iThink 365 we want our client’s teams to be able to work anytime and anywhere. That way they are able to work in the way that works for them to get the job done.

Of course, the Microsoft 365 Maturity Model provide some great thought on this top with the Management of Content Competency article. This will provide some great food for thought on the topic.

So, what would you use in Microsoft 365 to hold your content?

Let talk next about when you would use these services.

Where to put your content and the benefits

Microsoft One Drive

Microsoft One Drive is your team’s personal area which by default is secured so that only the user has access to the content.

The Microsoft One Drive Logo

The advantage of having the content in Microsoft One Drive means:

  • It is available when you are in and out of the office.
  • You can find the content using the search feature.
  • Soliciting feedback from others is easier and less work by sharing one document and getting feedback added to that one document.
  • The user’s content is backed up and protected by recycle bin.
  • User’s content is protected from ransomware with automated detection of large-scale deletions which is how ransomware behaves.

Microsoft Teams

Microsoft Teams provides a way for groups of people to be able to collaborate, communicate and work on content. Behind the scenes, Microsoft Teams uses SharePoint to hold the files content.

We see Microsoft Teams as being a way for teams, whether they are department, project, product, and/or social teams to work, communicate and build content together.

The advantage of having the content in Microsoft Teams is like that of SharePoint (it’s the same backend) however its lifecycle is shorter. Some of the advantages include:

  • Content can be discovered.
  • Content can be secured.
  • Users find accessing content, easier as its through a desktop application on their machine.
  • Content can be encrypted and protected if stolen from the organisation.
  • Communication of new content and discussions around the content are more natural.

Currently, we see Microsoft Teams as being an internal group resource. What we mean by this is that the content is not being shared outside of the team. We recommend that SharePoint sites are created for a department, or resources to share information with public or across the rest of the organisation. These sites can be used to share news and communicate within an Intranet but also allow users to self-serve and get the resources that they need from the department.

Microsoft SharePoint

Microsoft SharePoint provides a way to pull together content into one place. A SharePoint site should contain related information and content around a subject, for example a product, project, or department.

The advantage of having the content in Microsoft SharePoint means:

  • Content can be discovered using Search.
  • Content can be managed.
  • Content can be controlled.
  • Content can be secured.
  • Content an be encrypted to ensure that it is protected if it is stolen from the organisation.
  • Data can be extracted from the document to drive a process or make it easier to find that information.

We see Microsoft SharePoint is used to hold content which has a longer lifecycle and so exists longer term than it would live within Microsoft Teams.

This allows the organisation to take advantage of information and resources in the future by holding on to that knowledge. For example, take a project, one of the areas that we love to have is a way of capturing the lessons learned on a project. Therefore, you would collate those lessons learned from feedback with the project team and customer and then when the project Microsoft Team area is archived, and the lessons learned content is moved into a central repository which the rest of the organisation has access to and can learn from.

This means that the knowledge is not lost and hopefully due to the business strategy ensures mistakes are not repeated.

Decide what to bring into Microsoft 365

As they say rubbish in, rubbish out. It is important you understand the content that you are going to bring into Microsoft 365. If you just migrate everything over as is then you have missed an opportunity to do a bit of spring cleaning and also you won’t really know what content you have. This makes it difficult when you need to structure where the content is going to live.

So audit your content, use the time to archive and/or delete content that is not needed, understand the types of content and classifications of content that you have. Then your organisation will have the content that it needs and this will help your teams find the right information when they need to.

Structuring of content

So, we have discussed which services you would use and when. The next step is to understand how you would structure the data repositories. This requires an information architecture to be created which creates the buckets for your organisation to store the content in.

The information architecture will often follow your organisation structure but also include the entities in your business.

These buckets whether they are Microsoft Teams, Microsoft SharePoint sites should be consistent across the organisation so that they are easy to use and have the right structure for your business. This is where a documented process or having an automated process to create these buckets is important.

Guidance and Training

Finally, you need to provide guidance to your teams so that they know what content areas they have and when they should use each one. It is important to provide guidance but also training on how to use these systems. For example, showing your teams how to move content from SharePoint to Teams or One Drive into SharePoint.

Conclusion

So, in this blog post we talked about what to do next after your migration of email to Microsoft 365. We concentrated on your content and where you should put it, why and what the benefits are. Finally, we discussed how you need to structure your content areas and provide guidance and training to your team.

We hope you find this useful and watch out for our next post in the “We have migrated our email into Microsoft 365, what do I do now?” blog series.

Feature image: Photo by Nátalie Rodrigues from Pexels

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