SharePoint Team Sites
While Teams provides an excellent collaboration space for an organization’s employees, some of the more complex workflows must still be managed through SharePoint. Teams has the ability to provide the interface for the approval, review, etc; however, the physical file storage will happen in SharePoint. Communicating team accomplishments or news must also be done in SharePoint currently. Team sites connected to a Hub allow for content to float up to an organizational-level.
SharePoint provides its own integration with the various new applications in the Office 365 platform. Again, with the new Modern sites, there are many Web Parts that have been created to view documents, tasks from Planner, Group Calendars and more. SharePoint also provides a permissions framework for securing particular documents, even within a team.
Team Governance in SharePoint
As mentioned earlier, each time a Team is formed, a new Team Site is created in SharePoint. As the Teams application grows in popularity within your organization, governance is going to be increasingly important. How do you navigate the various team sites? If an employee belongs to multiple teams, how do they see a roll-up in SharePoint? The answer is SharePoint Hub sites.
One important factor to keep in mind when creating teams is that the Group Id used for the Team will become the URL used in the site collection. So a Group Id of “email@example.com” will become “/sites/accounting”. While coming up with the appropriate Group Id, be sure not to use a URL that would be better suited for, say a department page.
Rather than using “firstname.lastname@example.org”, incorporate the word “team” so that the URLs are easily identifiable and the Office 365 Groups are easily found within the Admin Center. So for example, the following would be best for a team Group Id.
Hub sites allow an administrator to connect multiple Team or Communication sites to a single site. Even though all sites connected to the hub are in parallel, the Hub site will act as the top-level site. Hub sites can easily be configured and changed in the new Modern SharePoint experience. With all of your organization’s Team sites connected to a Hub, navigation and content roll-up will happen automatically.
Once the Hub site is established, a page can be added to roll-up all Team sites using the Sites Web Part. This will provide the dynamic navigation and highlight any recent activity on each site. Simply edit the web part and select the desired sites from the “Sites associated with this hub” section.