How do you and your organization manage the content?

I thought it could be interesting to write an article about how we treat our corporate or business content when we work, and when I say content, I mean all the documents, excels, presentations, templates, etc...

Let’s start with the basics, how many different content categories or types do we have in our organization?

From my point of view, I understand that we can categorize content based on its ownership in:

• Personal
• Team
• Corporate

In other words

PERSONAL

Historically, this type of content has been placed on our local hard drive or on a network drive, usually called a U drive (User drive), a classic.

This content should be the least used, and should be used sporadically, the typical location when downloading files that you are likely to use to do your work.

It is a content that you can work by yourself or share with someone. it could usually be the origin of other content, like TEAM or CORPORATE content

TEAM

TEAM content is that content that works with a group of internal and/or external collaborators to achieve one or several final deliverables that will later become part of other content.

This TEAM content is very changeable for the duration of the collaboration, it is alive and must be accessible to all its members, and perhaps only its members.

CORPORATE

The last content, the CORPORATE, is the one that I consume and that has been generated from work groups or through TEAM content. It is the content that is more static and will be consumed by all users of the company and will be mainly public.

How could this be reflected in Office 365?

Well, there is no magic formula because you have to look at the different use cases within each organization, but this is a good starting point.

As a first premise in all new cloud solutions and as new patterns of behavior with content... We no longer send the content, but invite internal o externally to consume the content, whatever the solution may be.

Having said that...

OneDrive for Business

There is not much to discover about #OnedriveforBusiness, is there?

It is the hard drive in the cloud for each employee of an organization that has Office365.

Perfect for backup of all the local content of the laptop or PC. There should never be local content that was not connected to the cloud!!!!

We can share internally and externally, control permissions, access, work together... all the main content management features that Office365 offers us in other solutions such as Teams or SharePoint.

Microsoft Teams

#MicrosoftTeams allows us to bring content and conversations together, that is, content with communication between people and teams.

Perfect for managing projects with a finite horizon, limited end date.

The good use of this solution allows the reduction of the use of email by up to 80% internally.

Microsoft SharePoint Online

#MicrosoftSharePoint, I started working with version 2001!!!! OMG!!!

It continues to maintain a robust content or document management core, with great features such as taxonomy, content types, document sets or the super powerful search tool.

It is also a good start on which to build a Modern Intranet for communication and corporate content. And with a correct evolution, it allows you to create and orchestrate your #DigitalWorkplace, connected to your digital ecosystem.

And finally

I hope you liked my thoughts on the types of content in the company.

Have you identified this type of content in your organization? Have you already defined which solution within Office365 stores each type of information?

Stay Tunned