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WorkingSmart Guidelines for Consistent Collaboration
using Microsoft (MS) TEAMS

(Draft ready for deciding policies)


  • Posts use for ALL internal messages to members of TEAMS (Not email)

  • Chats use only for short-term messaging (Note: Chat messages not retained for long)

  • New Messages: Everyone checks ‘Activity’ frequently & responds to messages promptly

  • Internal Emails use only be used for communications ACROSS teams

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


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

  • TEAMS Naming use convention: Function or Project 

  • Channel Naming use convention: Function/Topic/Issue  

  • General Channels: use only for Posts & Files not related to Channels

3. FILE SHARING Guidelines

  • FILING: All Shared Files to be located only in TEAMS/SharePoint
    Legacy Filing (e.g. Box or Dropbox or LiveLink) should be transferred to 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

  • Only have one copy of each file (Avoids time-wasting with multiple versions)

  • Only circulate LINKS to files. DO NOT CIRCULATE COPIES of files as attachments to Posts/Emails

  • NAMING: Folder Naming use convention: Function/Project

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

  • Keep same file names unchanged to protect version histories
    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’


  • External Meetings: Set-up meetings in  Outlook

    • Meeting Notes & Actions: Use OneNote (Note: Pages can be emailed to external people)

  • 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 OneNote books in relevant MS TEAMS Channels

  • Actions: Use PLANNER Tasks for Meeting actions in the same MS TEAMS Channels

  • Progress: Everyone update Statuses for assigned PLANNER Tasks, so progress is
    visible to all                                    

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