What is the Public/Private Messages report?
The Public/Private Messages report shows the split between public and private messages across the enterprise.
Private messages are by definition secured to a named receiver or are sent within a team marked ‘Private’, where messages are secured to members only. Note: this does not include Chat messages. SWOOP respects these security settings on its analytics dashboard. This report is only available at the Enterprise level.
How to use Public/Private Messages
It is common for a majority of teams to be marked ‘Private’ and a smaller number of teams set as open or public. It is essential teams are connected and knowledge is shared between teams. For the most part, this can be achieved through certain individuals being members of multiple teams. However, it is also good practice to have a certain number of teams declared public, so even those who are not members can benefit from the resources developed within them e.g. think of a team designing a new facility for use by all staff. Or a team working with a new technology of interest to multiple teams. Recent changes to the Teams user interface provide a closer integration with Yammer, and its typically more public groups. For those organisations using Yammer and Teams, Yammer would become the place for more open and public discussions.
A higher proportion of public messages means communication is more open and available to more users for participation. Try to analyse areas where private messages are more prevalent. Are there valid reasons for privacy?
Think about what is an appropriate Public/Private balance for your organisation. If you are, for example, a retail organisation where the majority of staff belong to store-based teams, you may want to consider how selected public teams can be used to bridge these teams. If you have a ‘Command of Teams’ structure, where knowledge sharing is achieved through the organisational hierarchy, than a higher proportion of private messages may be appropriate. Likewise, if you have a ‘Team of Teams’ structure with certain roles designed to operate across multiple teams.
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