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WorkingSm@rt Charter for Consistent Collaboration
using Microsoft (MS) TEAMS
(Draft ready for deciding policies)

1. INTERNAL COMMUNICATION POLICIES

  • TEAMS Posts to be used for communicating ALL internal messages to members of the same team.
    (Instead of using email.)

  • TEAMS Chats to be used only for short-term one-to-one or small group messaging.
    (Note: Chat messages are generally not retained for long.)

  • Internal Emails should only be used for communications ACROSS teams.

  • Video Online Meetings – only MS TEAMS to be used > Meetings Chat can/cannot be used.

2. TEAMS STRUCTURE POLICIES

  • Authorisation: Approval required from …./ No approval required.

  • TEAMS Naming use convention: Function or Project (+ MMYY if short-term).

  • Channel Naming use convention: Function/Topic/Issue  (+ MMYY if short-term).

  • General Channels: use only for Posts & Files relating to ALL Channels.

3. FILE SHARING POLICIES (Note: MS TEAMS files are only located in SharePoint)

  • Only have one ‘Master’ copy of each file for both work-in-progress & final copies.  
    (This avoids time-wasting & mistakes that can occur with multiple versions.)

  • Only circulate LINKS to files for everyone to review/edit only ‘Master’ copies.
    (See ‘Version Control’ note below).  DO NOT CIRCULATE COPIES of files as attachments to Posts/Emails.

  • All Shared Files to be located only in MS TEAMS/SharePoint.

  • Legacy Filing (e.g. Box or Dropbox or LiveLink) should be transferred to MS TEAMS/SharePoint by [date TBA], The legacy filing location should cease to be used from [date TBA].

  • OneDrive to be only used for storing single-user private files.  

  • Folder Naming use convention: Function/Project.

  • File Naming use convention: Contents/Purpose (NB Do NOT add dates – see ‘Version Control’ below).

  • No Name Changes: File names should NOT be changed once the document has been created.
    (Otherwise, version history will be lost i.e. do NOT rename files for versions ‘V1’, ‘V2’, ‘Final’, etc.)
    Note Version Control: SharePoint files have automatic version control. Files are continuously autosaved, creating new versions in ‘Version History’, where all previous versions can be opened.
    Tip! Use this procedure: Click on file name at top of screen > Left click > ‘Version History’.

4. MEETING TASK SHARING POLICIES

  • External Meetings: Set-up meetings in MS Outlook.

    • Meeting Notes & Actions: Use MS OneNote (Note: Pages can be emailed to all afterwards.)

  • Internal Meetings with everyone in same TEAM: Set-up meetings in relevant MS TEAMS Channel.
    (Note: This enables Meeting Chat & Recordings to be accessible in Channel Posts.)

  • Meeting Notes: Use shared MS OneNote in relevant MS TEAMS Channel.

  • Actions: Meeting actions to be set-up during meetings as MS PLANNER Tasks in the same MS TEAMS Channel, with Who, What & When on each Task.

  • Progress: Everyone to keep their respective MS PLANNER Tasks Status up-to-date, so that completed actions and work-still-in-progress are visible to all.                                     

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