What is it?
CreateTeam by Modality Systems is a Teams application that defines how individual teams are created and who can create them. It helps you manage the entire lifecycle of Teams from creation through to archiving ensuring best practices around security are adhered to.
CreateTeam empowers users to gain all the benefits of self-service collaboration via Microsoft Teams whilst ensuring compliance and governance best practices are enforced from the start.
Select from a pre-defined template or define how you want the team to look, everything is supported. If a similar Team exists, CreateTeam will prompt you to view the team to avoid any duplication and having to start from scratch.
Whether you create Teams immediately or have someone approve before creating, CreateTeam uses Microsoft Graph to automatically create the Team. If you want someone to approve a Team before it is created, CreateTeam reduces the manual effort to one click for the approver.
CreateTeam contains an overview dashboard showing the usage and health of your Teams. If something changes in your Team, you'll be the first to know!
For organisations that wish to empower their users but retain the right amount of control and governance, CreateTeam provides a controlled and standardised approach to creation whilst retaining the self-service flexibility of Microsoft Teams. CreateTeam:
Promotes security- Multiple Teams can result in the sprawl of information across organisations. CreateTeam consolidates sensitive data into just one Team while controlling guest access for GDPR compliance.
Is a strategic investment- CreateTeam reduces demands on IT support by managing teams creation so they can focus less on governance and more on strategic projects.
Aids user adoption- From the use of a single application within Teams to reduced email traffic, CreateTeam aids user adoption and encourages users to think about how they’re using Teams.
Enhances collaboration- CreateTeam allows everyone to communicate on one team to eliminate disparate and segregated team working.
Provides functionality- Orgnisations can build example teams to copy including multiple channels with associated tabs, apps and folder structures*
*Tabs, apps, folder structures and many more features are coming soon to CreateTeam
Define and enforce naming convention and validation so no duplicate Teams are created
Define and enforce minimum number of Team owners
Suggest similar sounding Teams that already exist
Control teams that can invite Guest users
Use approval workflows for where you need someone to validate a Team before creation
In the real world…
An administration team for a global company use Teams to manage customer engagements from pre-sales through to invoicing.
Before a standardised approach was taken to managing customers in Teams, the PMO team were encountering the following problems:
Multiple Teams created for the same project or customer resulting in the following pain points:
Siloed approach to working
No internal communication
Duplication of effort/emails
This sprawl of Teams also meant that there was some risk of not being GDPR compliant:
If a customer requests all their data, how do we send them this if it is in multiple Teams
Cannot control least privilege access for staff
There was no standard approach to archiving Teams
There was no standard way to control external access:
External/GUEST users can see all information in a Team
Which Team should they be added to?
Do all users know that Guest users are in the team?
After a project to review the way the team work, a decision was taken to move to a standardised structure with a private Team created for each customer. Each team will have the same structure:
To standardise on our approach
To enable us to work better globally and hand off between regions as and when needed
Hold a ‘single conversation’ on a customer / project, rather than disparate and segregated team working
Help the business to work together on each customer
Centralise the data and locate historical data / information – Rather than a world of emails and duplicated documents on several users OneDrives!
Covering the project lifecycle from Sales / PreSales, through Contracts into Projects and finally passing documentation to Managed Services to enable support for our customers
How does Modality CreateTeam power this process?
CreateTeam enables users to quickly create new teams using this standard format, pro-actively ensuring this new way of working is implemented from the start for each new Team required:
Uses existing Team to add defined folder structure
Prevents Teams with duplicate names being created
Suggests Teams with similar names before creating the new team
Enforces a standard naming convention. For example, CreateTeam will add “External” to the end of the Team name if it contains Guest users
Only the Team Leader can create Teams that can contain Guest users
"Getting people on the right track to a more efficient use of Microsoft Teams."
This product is currently in preview, if you would like to see a demo or talk to us about being an early adopter, please contact us using the form below.