Growing teams often experience collaboration problems before they describe them as an IT issue. People say they cannot find the latest document, do not know which chat to use, miss actions after meetings or wait too long for access to the tools they need.
These are not always technology failures. They are usually a combination of unclear working practices, inconsistent ownership and tools that have been allowed to grow without simple guardrails.
The good news is that most of these problems can be improved without a large transformation programme.
Related: Microsoft 365 and Google Workspace: how to set the right support priorities →
Problem 1: Multiple versions of the same document
When documents move between email attachments, desktop folders and several shared locations, people lose confidence in what is current. The impact is not only wasted time. Teams can make decisions based on outdated information or repeat work that has already been completed.
A better approach is to define one working location for each team or process. Use clear names, avoid duplicate folders and make ownership visible. The goal is not perfect structure; it is predictable structure.
Both Microsoft 365 and Google Workspace can support this — the tool is not the deciding factor. The deciding factor is whether the team has agreed on a location and whether that agreement is maintained.
Problem 2: Meetings without a reliable follow-up process
Many organisations have more meetings than they need because decisions and actions are not recorded in one place. The same conversations return week after week, and people leave calls with different understandings of what was agreed.
Use a simple meeting pattern:
- agenda before the meeting
- notes and decisions in one location
- named actions with dates
- a clear place to review progress
This can be done in either Microsoft 365 or Google Workspace. The important part is consistency, not which tool is used.
Problem 3: Communication happening everywhere
Email, chat, text messages, personal notes and project tools can all be useful. Problems start when people do not know which channel is the official place for a conversation.
Set a few clear rules. For example: urgent operational issues go to a defined chat channel; customer decisions are stored in the customer workspace; formal approvals remain in the agreed system of record. Keep the rules practical and easy to remember. Three clear rules that people follow are worth more than a detailed policy that nobody reads.
Problem 4: Access requests depend on individual knowledge
When access is granted informally, new starters wait, managers chase updates and former staff may retain access longer than intended. This creates a poor experience and unnecessary security risk.
A simple role-based access model is a strong starting point. Identify the standard groups, services and permissions needed for common roles. Then create a joiner, mover and leaver checklist that managers and IT can follow consistently.
Consistent access processes are one of the most practical improvements a growing organisation can make. They reduce waiting time, reduce human error and reduce the risk of access being left in place after someone has left.
Problem 5: External sharing feels risky or uncontrolled
Businesses need to collaborate with outside parties. Blocking sharing completely can create workarounds, while allowing unrestricted sharing can create exposure.
The solution is a balanced model: define who can share externally, what approval is needed for sensitive information and how expiry or review should work. Provide users with a simple guide so secure sharing is the easiest option, not a hurdle.
In Microsoft 365 this means reviewing SharePoint and Entra ID external collaboration settings. In Google Workspace it means reviewing Drive sharing defaults and admin console rules. The starting point is understanding what the current configuration actually permits — which is often broader than expected.
Problem 6: People do not know what the platform can do
Some teams underuse tools because they have not seen practical examples. Others use advanced features inconsistently because no standard has been agreed.
Focus on scenarios, not product demonstrations. Show people how to co-author a proposal, find a decision, request access, share a folder safely or prepare for a meeting. These practical examples create confidence much faster than a long feature walkthrough.
Short guides, named champions within each team and a clear support route are often more effective than formal training that people forget within a fortnight.
A practical improvement sequence
Start with the top three pain points reported by users. Review the current process, agree the desired outcome and make one change at a time. Measure whether the change removes friction before moving to the next.
An improvement plan might look like this:
- Establish shared locations for important documents
- Define meeting notes and action tracking
- Standardise access requests
- Review external sharing settings
- Publish short user guidance
- Revisit the plan after users have had time to adopt new habits
This sequence keeps the work manageable and gives people time to build confidence rather than being asked to change everything at once. OTUSYN provides Microsoft 365 and Google Workspace support for growing UK organisations — including configuration, governance and the user adoption work that makes improvements stick.
Frequently asked questions
We have Microsoft 365 already — do we need more tools to fix these problems? In most cases, no. The problems described here are primarily process and habit issues, not tool gaps. Microsoft 365 already includes the features needed to address all six scenarios. The more valuable investment is usually a short review of how the platform is being used, followed by practical guidance for users — not new subscriptions.
Which of these problems should we prioritise? Start with the ones that create the most friction day to day. For most growing organisations, document confusion and inconsistent meeting follow-up cause the highest visible frustration. Access and sharing issues tend to matter most from a risk perspective. A short conversation with users often surfaces the priority quickly.
How long does it take to fix these issues? Most individual improvements can be made within days. Changing people’s habits takes longer — typically four to six weeks before new practices feel natural. The key is making one change at a time and communicating clearly about what is changing and why. A wholesale redesign of all working practices at once is rarely effective.
Can OTUSYN help assess our current collaboration setup? Yes. An IT Current-State Assessment from OTUSYN includes a review of how your Microsoft 365 or Google Workspace environment is configured, where the key gaps are, and what practical improvements will have the highest impact.
What is the link between collaboration and security? Closely connected. Inconsistent access processes, unreviewed external sharing permissions and accounts left active after someone leaves are all collaboration problems — and cybersecurity risks. Addressing collaboration governance and security posture at the same time is usually more efficient than treating them as separate workstreams.
If you would like a structured view of how your Microsoft 365 or Google Workspace environment is set up — where the gaps are and what the most practical improvements are — an IT Current-State Assessment from OTUSYN provides that picture with clear, prioritised recommendations.
If you already know you want ongoing support and configuration management for your collaboration platform, explore our Microsoft 365 and Google Workspace support service.
Book an assessment discussion Talk to our managed IT support team