The Importance of Digital Cleanup:
As companies expand and develop, they tend to accumulate a significant amount of digital clutter. This includes unnecessary files, applications, photos, and videos that occupy valuable storage space and contribute to carbon emissions. To get rid of this digital trash and reduce our carbon footprint, it is crucial to occasionally clean up our digital clutter. And what better way to do so than on Digital Clean Up Day, an annual event that provides an excellent opportunity to declutter?
Digital cleaning refers to the process of organizing and decluttering digital files and devices, which helps reduce electronic waste and energy consumption, contributing to more sustainable use of resources.
The impact of the Digital Workplace can be positive on CO2 emissions if used correctly, for example, by reducing paper usage, minimizing travel, and consolidating all work-related activities in one place. However, if not used with proper guidelines, such as cleaning up unused storage, it can have adverse effects, leading to additional infrastructure and increased carbon footprint. As a company, Powell Software recognizes the significance of this topic and aims to actively engage in promoting sustainable practices in the digital workplace.
The platform that is widely used for collaboration is Microsoft Teams. However, as companies grow and more & more teams are created, there can be very quickly a build-up of unnecessary information within these teams, such as outdated and inactive files and documents. This can result in an overwhelming amount of data that is not being used but still takes up valuable storage space.
Managing and keeping track of all these teams and their associated files and documents can be challenging. However, it’s vital for companies to regularly clean up their Microsoft Teams environment to ensure that valuable resources are not being wasted.
By cleaning up inactive teams and deleting or archiving unnecessary files, businesses can free up valuable storage space, streamline their Teams’ environment, and improve productivity.
Fortunately, Powell Software provides an easy way to tidy up Microsoft Teams spaces using Powell Governance. It allows businesses to manage their Teams environment efficiently, enhancing productivity and reducing clutter.
How can Powell Governance help with the cleanup of Microsoft Teams spaces?
Powell Governance enables users to actively participate in the enforcement of Microsoft Teams governance rules by offering customized and effective scenarios that assist them in cleaning up their environment. Powell Governance provides three distinct methods for users to achieve this:
- Employee Driven: through the Powell Governance User Dashboard by notifying team owners about teams that require attention. This ensures that team owners are always aware of any issues that need their attention and allows them to take immediate action.
- IT-Admin Driven: Through the Admin Dashboard, providing additional tools for cleaning up inactive teams. The Reports page identifies teams that have been inactive for a prolonged period, allowing administrators to archive them simultaneously using the massive archiving feature.
- Bot-Driven: Through the Powell Governance Bot, which further streamlines the process by automating notifications for inactive teams. This functionality enables administrators to set up bot notifications that inform team owners of inactive teams and encourages them to archive or delete them.
Employee Driven: clean up from the User Dashboard (for Team owners)
Marc owns several teams in his Microsoft Teams environment. As an owner of multiple teams, Marc knows how important it is to keep his environment clean and compliant with governance rules. However, with so many teams to manage, tracking which teams are non-compliant or unused can be challenging.
Thankfully, Marc has Powell Governance to assist him. With the Powell Governance user dashboard, Marc has an overview of all his teams, making it easy to identify any potential issues. If any of the teams that Marc is an owner of do not comply with the governance rules configured in the team’s templates, Powell Governance will alert him on the user dashboard with an info point displayed on team cards.
Marc can quickly go to the team edition view to determine the governance issues present for the team with an info point. In the governance rules list, he discovers that the team has expired, but all other governance rules are being followed.
Thanks to Powell Governance, Marc can easily clean his environment with non-compliant or unused teams without the need for intervention from the Powell Governance administrator.
He can extend the expiration delay or archive the team directly from the team edition mode on the dashboard, making it simple and hassle-free to maintain a clean and compliant Teams environment.
Using the expiration delay feature provided by Powell Governance, team owners can easily clean up their Microsoft Teams environment by directly identifying and archiving expired teams from the user dashboard.
IT Admin Driven: Clean up from Admin Center (For Powell Governance Administrators)
Powell Governance archive feature makes managing unused teams with essential files and documents easy. Additionally, Powell Governance provide an amazing massive archiving capability. Powell Governance administrator can archive multiple teams simultaneously with just one click and quickly and efficiently clean unused and inactive teams. The massive archive feature saves admins time and eliminates the hassle of tedious, time-consuming archiving tasks.
As a Powell Governance administrator, Linda recognizes that her Teams space desperately needs a cleanup. With too many teams in her environment, finding inactive teams that require archiving is daunting.
However, Linda has Powell Governance to help her out. She goes to the Powell Governance Reports page in the Administration Center, where she accesses the Inactive Teams Reports section. Here, she finds a comprehensive list of all the inactive teams.
With the click of a button, Linda selects all the teams that have been inactive since last year, and using the massive archive feature, she can archive them simultaneously. Her Teams space is transformed into a clean and organized workspace in seconds.
Linda can streamline her workflow and achieve greater productivity thanks to Powell Governance. By eliminating the clutter of inactive teams, she can focus on the tasks that matter without the distraction of unnecessary digital noise.
Bot Driven: Automate Cleanup
A Powell Governance administrator, Linda understands the importance of keeping Teams environments clean and tidy. She knows it’s essential to ensure that team owners actively manage their inactive and unused teams to achieve this goal.
Linda takes advantage of Powell Governance’ Bot page in the administration centre to make this process easier for team owners. Here, Linda activates bot alerts for inactive teams, ensuring that team owners receive notifications for expired or inactive teams in their Powell Governance Dashboard.
With this simple but effective approach, Linda empowers team owners to clean up their Teams’ environment, reducing clutter and improving overall governance. Linda ensures that teams remain active and relevant by prompting team owners to take action and either archive or delete inactive teams.
As a result, team owners can stay on top of their Teams’ environment without needing constant oversight from administrators. And with Powell Governance’s user-friendly interface and helpful bot alerts, the process of cleaning up Teams has never been easier.
Powell Governance, your go-to solution for digital clutter
In today’s business world, digital clutter is a growing problem, particularly in Microsoft Teams. Fortunately, Powell Governance offers an easy solution to declutter Teams environment by providing three methods: Employee, IT Admin, and Bot Driven.
With Powell Governance, users can effortlessly clean up non-compliant or unused teams, freeing up valuable storage space, streamlining their Teams environment, and improving productivity. It is an excellent solution for organizations looking to reduce their carbon footprint and promote efficiency by effortlessly decluttering their Microsoft Teams environments.
If you’re struggling with digital clutter in Microsoft Teams and want to streamline your workspace, try Powell Governance today. With three distinct decluttering methods and the ability to archive multiple teams simultaneously, Powell Governance can help you reclaim valuable storage space and boost productivity. Ask for a demo to know more!
