If your Microsoft Teams workspace feels like a digital jumble – with important chats buried under threads, files that are impossible to find, and random channels popping up with no clear purpose – you’re not alone.
But here’s the real question: is Microsoft Teams disorganised, or is it just being used the wrong way?
Microsoft Teams is a powerful platform – but without proper setup and ongoing support, it can quickly spiral into chaos. In this blog, we’ll explore the common reasons your Teams environment might feel messy – and more importantly, how to fix it.
What is Microsoft Teams – and Why Do Businesses Rely on It?
Microsoft Teams is Microsoft’s all-in-one communication and collaboration hub within the Microsoft 365 for business ecosystem.
It brings together chat, video conferencing, file storage, and app integration – all in one place. For hybrid and remote teams in particular, it’s become the glue that holds daily operations together.
And the numbers don’t lie, with recent data revealing that Microsoft Teams has over 320 million daily users worldwide, holding 32.29% of the global video conferencing market share. But while adoption is booming, many businesses struggle to get the most from it.
Why Microsoft Teams Feels Messy
When it’s just left to grow – with everyone creating their own channels and tabs and uploading files without a naming convention – it can quickly become unwieldy. Some of the biggest culprits include:
- Too Many Channels (and Not Enough Structure)
Without guidelines, staff may create new channels for every project or department, leading to confusion and duplication. Conversations get spread across multiple locations, and team members aren’t sure where to go for updates. - Tabs Left Unused or Misused
Tabs are designed to give quick access to essential files, apps, or dashboards. But if they’re never updated, filled with unused apps, or simply ignored, they add clutter instead of value. - File Sprawl
Files get dropped into chats, uploaded into random folders, or saved locally – creating version control issues and making it difficult to find what you need later. Without proper file governance, Teams becomes a dumping ground.
How to Fix It: Bring Structure to Your Microsoft 365 Setup
Getting the most out of Microsoft Teams starts with putting the right foundations in place. Here’s how you can bring order to the chaos and transform Teams into a streamlined hub for communication and collaboration:
- Define Channel Naming Conventions
Without constant rules, Teams can quickly become cluttered with too many channels – some overlapping, some abandoned. Set clear naming conventions so channels are instantly recognisable. Limit who can create channels, and introduce a process for reviewing and archiving unused ones. This helps reduce noise and helps your team find what they need faster. - Review and Optimise Tabs
Each Teams channel should only display the tools and files that are genuinely useful to the team working in it. Too many tabs cause distraction, while unused ones add visual clutter. Audit your tabs regularly and remove those that aren’t being used. Integrate apps like Planner or OneNote if they’re part of your workflow – but avoid adding tools just for the sake of it. - Centralise File Management in SharePoint
One of the biggest causes of confusion in Teams is file sprawl – with documents scattered across chats, personal folders, and unsorted libraries. To solve this, centralise your file management using SharePoint, which powers file storage behind every Teams channel. Set up a clear folder structure, apply access permissions, and encourage your team to upload files to the right place. - Invest in Expert Microsoft 365 Support
Even with the right tools, many businesses struggle to configure Teams in a way that works for everyone. That’s where managed Microsoft 365 support can make all the difference – right from initial Microsoft 365 setup and migration to long-term consultancy and ongoing optimisation. Experts help ensure your Teams environment stays aligned with your business goals.
How Singularitee Can Help: Yorkshire’s Microsoft 365 Experts
At Singularitee, our managed Microsoft 365 services take the guesswork out of your Teams experience. Our Core and Core+ plans are designed specifically to support businesses across Yorkshire.
As part of your subscription, you gain access to:
- DocuLari Lite: A document management system built on SharePoint to help you store, organise, and manage company files efficiently within Teams.
- CyberLari Lite: Boost your Microsoft 365 security with advanced email and data protection.
- EndpointLari Lite: Ensure devices used to access Microsoft 365 are updated, maintained and secure.
- Microsoft 365 Business Premium Licence Included: Full access to productivity, collaboration, and Microsoft 365 security tools.
- Microsoft Defender for Office 365: Real-time defence against phishing, spam, and malware.
- Backup Lite: Peace of mind with external backup of your emails and documents, retained for 90 days.
- Remote IT Support: Direct access to trained Microsoft 365 experts whenever you need help.
Whether you’re planning a Microsoft 365 migration, struggling to manage your existing setup, or looking for long-term Microsoft 365 consultancy, we have the solutions to simplify your IT and empower your team.
Book Your Free IT Audit Today
Microsoft Teams is a powerful collaboration tool – but only when it’s used properly. If you’re experiencing disorganisation, it’s not a failure of the platform; it’s a sign that your setup needs expert attention.
With structured Microsoft 365 consultancy, streamlined Microsoft 365 setup, and proactive Microsoft 365 support, you can turn Teams into a driver of productivity.
Not sure if your Teams setup is helping or hindering productivity? Book your free IT audit, and we’ll review it for you.
