Channels in Microsoft Teams are dedicated spaces within a team where members can collaborate on specific topics, projects, or tasks. Channels help keep conversations and files organised by allowing employees to separate discussions into relevant categories, making it easier to manage information and collaborate effectively.
How Channels Differ from Chats
While Chats in Microsoft Teams are typically used for one-on-one or small group conversations that are often informal and ad-hoc, Channels are more structured and intended for ongoing collaboration within a team.
Chats are usually private and can be initiated with anyone in the organisation, but Channels are public within the team. So all members can view and participate, unless the Channel is set to private. This makes Channels ideal for team-wide discussions, project updates, or any other collaborative efforts that need to be visible to everyone involved.
How Channels Should Be Used
Channels should be used to organise team communication around specific topics or projects. For example, a marketing team might have separate Channels for social media campaigns, content creation, and market research. By breaking down discussions into these distinct areas, teams can keep conversations focused and relevant, reducing the clutter and confusion that can arise in broader communication spaces.
Link to SharePoint Infrastructure
Each Channel in Microsoft Teams is closely integrated with SharePoint, Microsoft’s document management and storage system. When a new Channel is created, a corresponding folder is automatically generated in the team’s SharePoint site. This folder stores all the files shared within the Channel, ensuring that documents are organised and accessible. This integration allows users to collaborate on documents directly within Teams while maintaining a structured and secure file storage system in SharePoint.
Best Practice Tips
- Organise by Topic or Project: Set up Channels based on specific topics or projects to keep discussions and files organised. Avoid creating too many Channels to prevent fragmentation of information.
- Use Channel Tabs: Customise Channels by adding tabs that link to key resources like files, apps, or websites relevant to the Channel’s purpose.
- Leverage Private Channels: Use Private Channels for sensitive discussions that only certain team members need to access. This allows for focused collaboration without the need to create a separate team.
- Pin Important Channels: Encourage team members to pin frequently used Channels to their sidebar for quick access, ensuring important conversations are easily accessible.
- Regularly Clean Up: Periodically review and archive old Channels that are no longer active to keep the team space clean and focused.
By using Channels effectively, teams can streamline communication, improve collaboration, and keep their work organised, all while leveraging the powerful integration with SharePoint for secure file management.
