The way companies communicate and collaborate has changed drastically in recent years. We’re living in a world where nearly 30% of companies are embracing the hybrid model for work, while over 12% allow staff members to work entirely from home.
As a result, traditional communication strategies have given way to hefty investments in collaboration platforms, like Microsoft Teams. With these tools, companies can synchronize team members wherever they are, empowering rapid knowledge sharing and innovation.
With 280 million monthly users, Teams has proven to be a powerful tool for boosting employee productivity. There’s only one problem. Companies investing in Teams as an all-in-one UCaaS solution need to ensure they’re adhering to compliance guidelines.
So, how do organizations make Teams voice compliant?
How to Enhance Microsoft Teams Compliance
Teams is an exceptionally powerful tool for collaboration, ideal for connecting employees through the cloud. Microsoft has even taken steps to protect users on the platform. For instance, specialist Teams instances are available for government and educational groups.
Teams offers its own zero-trust authentication solutions, as well as archiving and recording tools, sensitivity labels, MFA solutions, and even access controls.
Sometimes, more is needed. Automated transcripts collected from Teams could be inaccurate or incomplete, collecting and storing data from numerous channels is often complex, and Microsoft’s recording solutions don’t offer comprehensive coverage outside of the audio-conferencing landscape.
Companies governed by strict regulations and standards need a more comprehensive system for voice compliance within Teams, or they could risk huge fines, data loss, and reputational damage.
How to Make Teams Voice Compliant
The best way to ensure compliance within Microsoft Teams is to invest in the right technology. While Microsoft has compliance incorporated into Teams, it does integrate with market-leading vendors to help users break through compliance barriers.
With the right solution, companies can improve their archiving and eDiscovery efforts, reduce risk, and even save time and money. So, what do companies need to look for in a solution?
1. Comprehensive Content Capture
First, and most importantly, businesses need a compliance tool capable of integrating fully with Microsoft Teams, to capture all forms of communication data across the landscape. This means ensuring you can capture conversations and context from 1:1 and group channels, messages, video conversations, audio calls, and more.
A comprehensive toolkit will make it easy to collect all forms of information securely, from GIFs and files to images and emojis, providing a comprehensive record for compliance purposes. What’s more, the right tools will allow users to review conversations in context with fully threaded messages.
What’s more, with integrations to other Microsoft solutions, such as SharePoint, the right toolkit can help to improve visibility across your entire ecosystem.
2. Extensive Analysis
The best tools for ensuring voice compliance with Microsoft Teams can do more than simply capture audio calls and conversations. Leading tools, such as the Microsoft Teams integration from Theta Lake, leverage state-of-the-art technology for advanced analysis.
Using Natural Language Processing and Deep Learning algorithms, these solutions can detect compliance risks and issues in audio, documents, and video, almost in real-time. With the right analysis tools, companies can rapidly find instances of potential issues, automatically detect confidential data during conversations, and track risky behavior.
This can even empower companies to implement better strategies for preserving security and stay one step ahead of impending compliance issues.
3. Monitoring and Supervision
Companies leveraging the latest AI and automation capabilities in the compliance world can also help businesses with enhanced supervision of Teams calls. Supervision tools can empower companies to monitor conversations, redact sensitive information, and even guide employees in real-time.
Automated supervision solutions increase the efficiency of reviews in the communication landscape. Plus, some solutions even come with advanced “workflow” templates, that help to streamline the compliance workflow. These templates make it simple to implement compliance standards in real-time and manage the huge amounts of content generated in collaboration tools.
With the right solutions, business leaders can ensure every conversation happening on Teams is carefully monitored, and supervised, without investing in additional personnel.
4. Comprehensive Archiving Solutions
Collecting data and monitoring conversations are just two pieces of the puzzle when it comes to ensuring Microsoft Teams voice compliance. Business leaders also need to ensure they’re storing the information they need in a way that aligns with regulatory guidelines.
While Microsoft has its own retention policy options, an advanced integration can take a company’s compliance to the next level.
With the right integration, companies can apply legal holds to specific content, using a secure WORM compliant archive. They can leverage SOC2 Type 2 certified storage solutions, specifically designed for collaboration content archiving. Plus, you’ll be able to take advantage of a comprehensive solution for viewing, managing, and searching through all of the content you collect.
5. Employee Empowerment
While many aspects of improving voice compliance in Microsoft Teams can be automated and enhanced with the right technology, your employees still play an important role. To ensure end-to-end compliance in the modern landscape, businesses need to account for human error, and provide the right training and resources to their team members.
Internal training policies and standards can be extremely useful. However, a compliant call management solution integrated with Microsoft Teams can offer extra ways to empower your team members. For instance, you may be able to deliver real-time end-user compliant coaching to your team members, taking advantage of enterprise risk alerts and reporting tools.
Achieving Voice Compliance with Microsoft Teams
There’s no doubt that tools like Microsoft Teams have become essential to the productivity and continued performance of today’s distributed teams. However, as communication technologies have evolved, compliance guidelines and regulations have begun to transform too. Failure to adhere to these new guidelines puts companies at risk of legal, financial, and reputational issues.
While Microsoft has some tools in place to help businesses boost compliance on Teams, the best way to ensure end-to-end success is with a comprehensive compliance integration. The right compliance toolkit will help you to archive, retain, collect, and analyze data from every conversation.
Don’t take risks with Teams compliance.
Dan Nadir, Chief Product Officer of Theta Lake, says, “We’re proud to be the only certified solution for Microsoft Teams Compliance Recording for both voice and video.
As enterprises begin to adopt UC-enabled voice systems like Microsoft Teams, it’s important to adopt compliance solutions that work seamlessly with those UC and collaboration investments without complexity, helping to unleash productivity while adhering to compliance obligations.”
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