Time to build process into the use of collaboration tools like MS Teams

Governance is crucial to making collaboration tools like MS Teams work long term, says Nick Hayne at Quiss. Here’s why firms need to build processes and controls into their information sharing and document management procedures.   

Microsoft estimates around 13 million people use Teams every day. So it’s perhaps no coincidence it’s becoming the default platform for workplace collaboration among technology-focused UK law firms, both internally with colleagues and externally with clients. 

However, providing a secure hub for collaboration on projects, matters and clients through conferencing, routine communications and information-sharing does not come without risks from a document-management and information-control perspective.  

In today’s increasingly fast-paced legal environment, with clients demanding more for less, it’s critical that legal professionals can find the correct version of the documents they need to progress client matters efficiently – wherever they’re working.  

Robust security is also crucial to ensuring sensitive materials and related communications can only be shared or accessed by authorised individuals, whether or not they are part of the business. 

Keep collaboration on the right track 

Teams consolidates multiple applications, making it possible to view, discuss and collaborate effectively on work in one place. This speeds up progress on legal matters and delivers a competitive edge for the firm and their clients.  

In addition to the meetings, calls and chat, it brings planning and task management tools into a single hub. And, above all, it connects with the Microsoft Office 365 tools users recognise, from spreadsheets to email, meaning everyone knows how to use it. 

It’s easy to understand the appeal of having all these solutions in one place, as it saves time and improves efficiency. Teams makes meetings effective, removing confusion from collaboration and communication to help users make better-informed decisions. 

However, this surge in the popularity of Teams is not without its problems. Given the significant effort law firms have expended to comply with data protection demands, now is not the time to allow users to create any Team they see fit and start a free-for-all with sensitive content. 

As firms need to keep track of information and the status of every matter, it’s advisable they don’t allow everyone the freedom to use Teams without suitable controls and naming conventions relating to the management of the Teams channel and its lifecycle, all the way through to closure. 

Seeking external, specialist support to safely harness the power of Teams will provide the control law firms need to ensure their people are comfortable collaborating through the platform while also respecting necessary boundaries. Only then can firms really unlock the power of collaboration to create a service their clients will really value.