Looking for an easy Microsoft Teams deployment guide? We’ve got you covered.

You’ve done your research and decided that Microsoft Teams is the perfect solution for your company’s communication, collaboration, and productivity. Now, all you need to do is figure out how you’re going to navigate the implementation and onboarding process.

The good news? Setting up Microsoft Teams is pretty straightforward – we’ve done it ourselves. However, you do need a plan in place for how you’re going to implement features, assign licenses, and ensure business-wide adoption. Here are our top tips for success.

For a more comprehensive guide to Microsoft Teams, see our latest article.

Microsoft Teams Deployment Guide: Step-by-Step Advice

The first piece of advice we’d give anyone using this Microsoft Teams deployment guide is this: plan thoroughly. There’s more to making the most of Microsoft Teams than just purchasing licenses and getting your team members to install a client on their device.

Before you do anything else, familiarize yourself with:

  • Microsoft Teams architecture, features, pricing plans, and licenses
  • The regulatory and compliance requirements you’ll need to adhere to when using teams
  • Your employees and the specific features and capabilities they’ll need
  • Your network requirements, and any needs for specific hardware

Microsoft has its own handy “Teams Advisor” tool that can help you with the initial stages of your rollout – and it can even assist you in defining implementation plans.

Once you’ve done your research, and developed the “framework” for your plan:

1.      Build Your Microsoft Teams Deployment Team

At the start of this Microsoft Teams deployment guide, we mentioned that actually implementing Teams into your workplace is pretty straightforward. However, while anyone can purchase and access MS Teams, configuring the platform to suit your specific needs can be complex.

Before you start experimenting with features and licenses, ask yourself who will be part of your deployment team. Are you going to be handling everything in-house or leveraging the services of a Microsoft Teams implementation partner?

If you’re planning on an advanced deployment and want to access things like Direct Routing, Operator Connect, or custom integrations, working with a partner may be the better option. You could also consider taking a hybrid approach, handling some set-up processes in-house, and delegating other tasks (like setting up security settings and advanced apps) to a third party.

2.      Define Your Initial Goals

Next, figure out your priorities for Microsoft Teams deployment. What are the first things you really want to accomplish when introducing this platform to your business? Are you focused on improving collaboration between remote and hybrid team members? Do you want to migrate away from a legacy phone system, and enable cloud communications?

Are you trying to align your UCaaS and contact center environments and synchronize your customer-facing and back-office teams? Understanding your initial goals will help you to define which features and systems you need to set up first.

For instance, if your main focus is on improving employee productivity and collaboration, you might implement chat systems and channels, conferencing tools, and even AI solutions like Microsoft Copilot, before you start experimenting with things like Direct Routing.

You may have a few initial goals to consider, so arrange them into a list based on priority and set timelines for reaching each target. For instance, you might decide you want to set up all of your channels and audio conferencing systems in the first week and implement your phone system within the first month.

3.      Configure Your Teams, Channels and Chats

Teams, channels, and chats are the heart of Microsoft Teams. Chat is how your employees collaborate asynchronously or in real-time, share files, and stay up to date. Your “Teams” help you to organize your workplace, while your channels allow you to segment users into specific groups.

Microsoft has its own recommendations for those in search of a Microsoft Teams deployment guide for Teams, chats, and channels, but some of the main things to think about include:

  • Team ownership and administration: What kind of roles should each person in your organization have? Who should be a Team owner, an admin, or just a team member?
  • Settings and policies: How long should messages be retained and saved in chats and channels? Who should be able to create new channels or chats when necessary?
  • Access and security: Do you need to enable guest access to chats and channels, and what permissions should guests have? How will you manage security and compliance with information barriers, retention policies, sensitivity labels, and Purview features?

4.      Prepare Meeting and Phone Settings

Once you have Teams, chats, and channels configured, the next thing to think about is meetings and conferencing features. Once again, you’ll need to set policies for your meetings. Identify which organization-wide settings should be applied to meetings (outlining who should be able to join meetings and record or archive conference information).

Determine whether you want to enable video interoperability with third-party meeting platforms like Zoom and whether you need to implement solutions for dial-in meetings. Like with Teams, Channels, and Chats, you can also set up compliance and security policies for meetings, leveraging things like policy-based recording and retention policies.

After considering your meeting and conferencing needs, consider your phone system options. If you want to use Microsoft Teams for calling, you can choose between Microsoft’s own calling plans, Direct Routing, or Operator Connect. If you’re not sure which option is right for you, check out our guide to Microsoft Operator Connect vs Direct Routing.

5.      Implement Advanced Features and Integrations

Next, consider the additional “advanced” features you’ll need within Microsoft Teams. For instance, do you want to connect your collaboration platform to Microsoft Places to enable AI-powered workforce coordination and desk booking capabilities?

Are you going to be giving users Microsoft Teams Premium licenses for access to more advanced personalization options in meetings? Do you want to unlock the benefits of artificial intelligence with a Microsoft 365 Copilot subscription?

Are you considering using agents in Teams? Here is our guide to AI agents and how to use them.

This is also a good time to start thinking about third-party apps and integrations you might want to use with Microsoft Teams. For instance, you could connect your client to the tools you use for workforce management and engagement, CRM tools, project management apps, and more.

6.      Organize a Pilot Launch

In its own Microsoft Teams deployment guide, Microsoft recommends conducting a “pilot rollout” before giving your full organization access to the platform. A pilot launch can allow a handful of users to test out the core features of Teams and discover any potential adoption or implementation issues in advance.

Microsoft suggests using your pilot test team to experiment with features in stages, starting with chat and channels, then meetings and webinars, then conferencing and cloud voice. Realistically, though, it’s up to you how you introduce Teams to your initial testers. Just make sure you’re gathering plenty of feedback to guide your future rollout.

7.      Onboard and Train Team Members

Finally, once your pilot launch is complete, you can begin inviting other users throughout your organization to download the Teams client and start exploring the features themselves. During this stage, it’s worth making sure you have plenty of training and onboarding materials available to support your employees.

Microsoft has its own fantastic selection of training resources here. You can find guides on everything to Microsoft Teams administration, security and compliance, video conferencing, and even using AI. If you’re working with a Microsoft Teams implementation partner, they may also be able to offer access to customized training resources for different groups.

Remember, training your teams to use Microsoft Teams effectively should be an ongoing process. As Teams’ features and capabilities evolve, you upgrade your system with more capabilities, introduce new training initiatives, and continue gathering staff feedback.

Microsoft Teams Deployment Guide: Finishing Thoughts

Deploying Microsoft Teams for your business doesn’t have to be as complex as it seems. However, it’s important to remember that the work doesn’t stop once everyone has access to the proper licenses and features. You’ll still need to update and maintain the Teams platform consistently.

Ensure you have dedicated admins in your business responsible for installing updates, attending to feedback and support tickets, and implementing new features.

Need more help deciding whether Microsoft Teams is right for your business? Find our complete guide to Microsoft Teams and its benefits here.

 



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