Oh no, everyone in the organization suddenly has access to privacy-sensitive documents..
The nightmare of every organization, but a situation that occurs more often than you think.
Read below how this situation can arise, you may recognize it:
“Piet is head of HR at an international organization. The organization currently mainly uses Microsoft Teams for meetings. Piet has seen on the Microsoft website that Teams has many more functionalities than just meetings. He sees that he can create a Team for his team of HR people. Colleagues can easily place files in it and discuss new work agreements and changes to contracts or pensions.
Piet creates a new team via the button. He is asked whether the team should be private or public. Because it concerns HR matters, he is certain that he wants to create the team as a private team. What Piet does not know is that another internal employee has also created an HR team. Even before Piet has created the team. The name is exactly the same… Only the URL is different.
The url of the team created by the internal employee is: https://kbworksdemos.sharepoint.com/sites/HR
The url of the team created by Piet is: https://kbworksdemos.sharepoint.com/sites/HR966…
Just a little bit different. This is because Piet created exactly the same team as the internal employee.”
What is happening in the organization now?
Piet’s colleagues have been told that they can become members of the HR team. They go looking and request access to the HR team, not knowing that this is the team of the internal employee.
The colleagues are enthusiastic and immediately start using the team: conversations are held and files are shared. These files are very confidential and privacy-sensitive. Piet still does not know about the existence of the other HR team created for the internal employee. After a while, Piet asks his colleagues why nothing is happening in the team he created.
Piet hears from his colleagues that they do indeed use the team and collaborate in it. He looks with one of them. Piet discovers that all files have been placed in the wrong team and have also been shared with almost the entire company. This is a major problem and ensures that the entire organization is put in a bad light.
These or similar situations occur almost daily. This has everything to do with poor governance and little to no adoption of Microsoft Teams.
Do you recognize this situation? Then contact us immediately.
Together we will look at how you can prevent these mistakes within your organization through proper governance and use of Microsoft Teams.