MyCouncilWorks

Teams – Roles and Responsibilities

Within Microsoft Teams there are three user roles; Owners, Members and Guests

Team Owners can add and remove members, add guests if permitted, change team settings and handle administrative tasks. There should be multiple owners in any team.

Members are the people in the team. They can view and usually upload and change files. They also do the usual sorts of collaboration that the team owners have permitted.

Guests are people from outside of the Council who are invited to join the team. The ability to add guest users to Team sites has been restricted as a security measure but this will not affect those sites with existing guest access.

The Role of the Team Owner

As a Team Owner you will need to manage your Teams on a day to day basis. This involves:

• Being aware of your information governance responsibilities as this will help the Council to meet its responsibilities under GDPR.
• Agreement with your team and line manager of the business need and purpose for your new Team
• Reviewing and updating settings to make sure they match the business need.
• Keeping up to date with any new functionality released in Teams.
• Being active and engaging with your Team users to help them understand the app
• Actively managing Team members on a need only basis, if members aren’t contributing, you should consider if they should remain a member of your Team.
• Becoming a M365 Teams Champion to help drive adoption of Teams and to help maximise use of technology.
• Deciding when the Team is no longer required and can be deleted.

Team Member are expected to:

• Read and follow the ICT Acceptable Use Policy
• Familiarise yourself with the Teams training resources
• Speak with the Team owner about what it should and should not be used for and what your role is.
• Not copy large quantities of data from your shared drives. Only use what you need at the time.
• Not to download important and completed work back onto the relevant folder on the shared drive or SharePoint for long term storage and management.
• Take responsibility for management of your data – ICT may not be able to help you if you lose data unless Possible link to Records Management page ?- check with Fiona A
• Use Council email to document and communicate important decisions and information. Teams chats and channels are great for discussion but aren’t so good for keeping track of what was finally agreed.
• Make sure you know exactly what you are sharing, and with whom (especially external guest users), and that it is in line with the purposes of your Team and in accordance to the Councils governance requirements.