Kari’s Tip #128: Cut the Clutter: How to Know If You Need a Team, a Channel… or Just a Folder?
Collaborative Cloud Strategy & Training for Microsoft 365
One of the things I’m doing a ton of lately is helping organizations clean up and rethink how they’re using Microsoft Teams, SharePoint, and OneDrive. Most companies rolled these tools out quickly—or piecemeal—and now things feel scattered, inconsistent, and a little overwhelming for users.
That’s where cloud strategy comes in.
I help bridge the gap between IT and everyday users by creating a clear, simple structure for where files should live, how Teams should be organized, and how permissions should work behind the scenes. When people understand why something should be a Team versus a channel versus a folder, things suddenly get easier… and a lot less messy.
I’m also putting the finishing touches on a course that walks through these same principles step-by-step, so everyone can feel confident navigating Microsoft 365.
Here are a few of the best practices I always teach:
⭐ Have fewer Teams.
More Teams ≠ more organized.
When you end up with 20+ Teams, it becomes confusing and frustrating for everyone. People don’t know where to post, where to save files, or which Team actually matters. A smaller, cleaner set of Teams makes it so much easier for people to adopt a new structure.
⭐ Use channels intentionally.
Channels should represent meaningful workstreams—not every random topic someone thinks of. Too many channels can feel just as overwhelming as too many Teams.
⭐ Avoid deep, nested folder structures.
If you’re clicking down 4… 5… 6 layers of folders, something’s wrong. Microsoft 365 is built for shallow, shared, easy-to-navigate spaces.
⭐ Let permissions guide your structure.
If the group of people is different, you probably need a different Team or channel. Folders should not be used to break permissions—they’re for organizing content, not limiting access.
⭐ Keep it simple.
The best cloud architecture is the one your users can open on a Monday morning and instantly understand.
🙋♀️ Want a Little More Help? I’ve Got You.
If you’re reading through these tips and thinking, “Oh wow… we could use some help with this,” you’re not alone. This is exactly what I’ve been doing for a lot of companies lately—stepping in as that missing link between IT and everyday users.
IT teams usually know the tech side well, but they don't always have capacity or they need help translating the policies to the user, user's need help setting up these structures, and training that makes Microsoft 365 actually work for the users. That’s where I come in. I help IT define clear guidelines and best practices, and then I translate all of that into real-world training that users understand and can stick with.
So if you—or your company—want support designing your cloud structure, cleaning up existing Teams and SharePoint sites, or rolling out training that people will actually use, just reach out. I’d love to help you get everything running smoothly and make Microsoft 365 feel simple again. Reach Out!
