Microsoft Teams Etiquette

1 Head Office: First Floor, Switch House, Northern Perimeter Road, Bootle, Merseyside L30 7 PTFor more information about NHS Informatics Merseyside, say hello to us online:t 0151 296 7888 w @nhsimerseysideTeams ChatMicrosoft TeamsEtiquette2 ContentsEvery day Etiquette .. 2 Acceptable use of Teams . 3 General .. 6 Chat .. 8 Channels ..10 Private Channels ..12 Private Chats ..13 Files ..14 Meeting and calls ..15 Who to contact for help? .162 For many users, MS Teams is a more consolidated way of working with other Team members compared to working with separate tools like email, file shares and phones.

2 It combines the features of Skype (chat and conferencing), SharePoint and OneDrive (file sharing and collaboration), OneNote (note-taking), Planner (everyday project management), Stream (video sharing), plus in-app tabs that bring other tools like MailChimp and more in one place. Access to all of this is available directly in the app. No jumping between windows, logins, or screens to access all your team s guide covers some everyday Etiquette for using MS Teams . Following these guidelines should ensure you and your colleagues have a better Teams experience by keeping things clean, organised and day EtiquetteJoe Bloggs3 Acceptable use of MS TeamsAll staff using MS Teams must adhere to the Acceptable Use Security Standard relevant to your Trust.

3 Acceptable Use Guidance can be found by clicking on the Get Started icon in Teams or links below. To view the guidance for your Trust/CCG, click on Get Started Select MS Teams Guidance and click on the Acceptable Use Guidance relevant to your & S&FCCG IGMS Teams Acceptable Use PolicyMersey Care IGMS Teams Acceptable Use GuidanceLCCG IGMS Teams Acceptable Use Policy4 Acceptable use of TeamsMS Teams Security InformationWhen access to information is authorised, it is important that confidentiality and integrity of the information is upheld, and to observe adequate protection of information according to organisation policies as well as legal statutory requirements.

4 Digital Champions and team owners must ensure that Teams created for Trust/CCG purposes should be deleted by the owner when the related project or programme has been completed. Inactive Teams will be automatically deleted after 6 months of inactivity and completely unrecoverable from the recycle bin after another 30 days following their deletion. At that time, all data contained within the Team will be lost and cannot be recovered by NHS Informatics Merseyside or Microsoft . Documents shared via MS Teams that need to be kept after the project has ended must be saved in the relevant shared folder on the Trust s servers.

5 Documents must be held according to the Trust s record retention periods. All Teams created by staff should use a name that clearly identifies the use or purpose of the Team and must not include anything inappropriate, offensive or hateful words, or any code words that represent these things. MS Team sites are provided for use in relation to Trust/CCG activity to support discussions, projects, collaboration and communication. MS Team sites are provided to include members from across the organisation and external organisations.

6 When creating Teams for use with external organisations, the group must be marked as Public. MS Teams is an Office 365 cloud service and therefore information contained within the Trust/CCG sites is stored in Microsoft Data Centres that meet UK and EU data protection and security standards. Chat-based collaboration is a useful tool when there is regular interaction and works best when there are multiple voices represented within the Chat5 Staff guidance for using MS TeamsIt is important that staff recognise that MS Teams is a Trust/CCG provided service and therefore staff must adhere to the guidance below or risk disciplinary action.

7 Usage may differ to the way you engage with external collaborative or social media sites designed for personal use. Please adhere to the following: Be transparentUse your own name and photograph within your Office 365 profile. It is important that members are clear about who they are interacting safeMS Teams is designed to support secure networks, therefore, do not over disclose personal information and protect yourself against identity data you shareIf Personal Identifiable Information is to be shared in a Team, the Team owner is responsible for managing the members of that Team.

8 Safeguarding all the data you post to appropriate membersAll MS Team channels and discussions are visible to all members of the MS Team site. Private messaging is available to send direct messages to selected professionalBe polite and treat team members with respect. It is important that this is maintained throughout and even in instances when opinions differ. Be clear and avoid using ambiguous language which may be open to it relevantMake sure you clearly understand the purpose of your MS Teams site. Stay on topic and avoid sharing irrelevant content as this may frustrate other members.

9 Stop the spam!Safeguard all dataMS Teams provides a file storage location for files posted within conversations and channels. This provides a time limited repository and should not be used as a substitute for personal storage such as One Drive, staff personal drives or departmental files storage. The Trust/CCG and Microsoft cannot guarantee data previously saved to this location can be restored after the site is awareWhen sharing images and videos - ensure that the sharing of images and videos does not breach image rights and copyrights. Seek permission from anyone included in personal photographs prior to sharing informationDo not share information outside of your private Teams - information shared within your private Team is for use by the Team members only and should not be shared outside without appropriate permission.

10 No confidential, personal or sensitive information should be shared outside of your private guidance for using MS TeamsBe alertIn most instances, there is no need to share confidential, personal or sensitive information via MS Teams and this should be discouraged within the MS Teams site. Where there is a need to share confidential information, this should be labelled as Confidential and appropriate permissions should have been sought from the data owner prior to sharing. The purpose of sharing the data should be transparent to the group and there should be a clear time frame set to ensure that this data is removed as soon as it is no longer needed.