Reducing workspace overload: the advantages of using Shared Channels in Microsoft Teams

Are you struggling with an overload of Microsoft Teams workspaces within your organization? Shared Channels may be the solution you need to streamline communication and collaboration, and avoid workspace sprawl.

External collaboration— okay, but internal?

Shared Channels allow teams to work together within a single channel, rather than creating separate workspaces for each collaboration. This can be particularly useful for organizations that work with a large number of external partners or clients, as it can help to avoid an overload of additional Teams workspaces. To use Shared Channels in this scenario, both the internal and external organizations must be using Microsoft Teams and both the functional and technical governance must be aligned. The internal organization can create a new channel and invite the external organization to join as a guest (not an actual “guest” — but this might otherwise lead us to a too technical discussion). Once accepted, the external organization can participate in the shared channel as if they were a member of the internal team.

👉 Attention: “Shared Channels” have been enabled by Microsoft by default. Go check your settings today and start thinking in scenarios, linked with appropriate governance.

Not only do Shared Channels offer a convenient and efficient way for teams to collaborate with external partners, they can also be valuable for teams within an organization that need to work together temporarily on a specific project or initiative. Additionally, strategic or structured committees are an excellent use-case to use Shared Channels for. This can help to reduce the number of additional Teams workspaces created within the organization, as teams can collaborate in a single shared channel rather than creating a new workspace for each project.

Avoiding Teams workspace sprawl

Workspace sprawl can lead to confusion and reduce productivity, as team members may struggle to keep track of all the different workspaces they need to be a part of. Shared Channels can help to avoid this issue by providing a single location for communication and collaboration — available right when and where they would expect it: in their flow of work.

In addition to its benefits for collaboration, Shared Channels also allow teams to retain control over the security and permissions of their own workspace, while still giving direct collegues or external partners access to necessary information and resources. They offer a range of features that can enhance communication and collaboration, such as the ability to automate tasks and processes, and integrate with other Microsoft applications such as Microsoft Lists, Excel and even Power BI.

Conclusion

Shared Channels offer a convenient and efficient way for teams to collaborate within an organization (or even with external partners if applicable), without the need to create additional Teams workspaces. Don’t let workspace sprawl hold you back — consider using Shared Channels to streamline communication and collaboration and improve productivity.

💡FYI

If you find online articles about “Teams Connect”, this is/was the internal Microsoft project name for Shared Channels. It’s the same thing.