(This is first in a series of blogs dealing with Microsoft Teams)[cite: 1]

In 2026, Microsoft Teams owns between a third and 40% of global video conferencing and collaboration market, competing closely with Zoom (which commands 55%)[cite: 1]. It has over 320 million users worldwide, and, not coincidentally, it is used by over 90% of Fortune 100 companies[cite: 1].

The paragraph above, while accurate, also illustrates one of primary issues with Teams, or should I say Microsoft branding[cite: 1]. Teams is really not a video conferencing app (though it does it well), and Zoom is not really its competitor[cite: 1].

What is MS Teams?

Basically, Microsoft is trying to repeat with Teams what it did with Outlook back in late 1990s, i.e. redefine everyday workflow[cite: 1]. Outlook did it by unifying personal information management and communications, via merging email with calendars, contact lists, task management, and notes into a single application[cite: 1]. Moreover, Outlook’s interface and features provided a template for generations of global professionals on how to manage their digital lives, making those skills highly transferable across businesses[cite: 1]. Teams tries to do something similar by aiming to be a comprehensive workspace and collaboration hub that integrates document management, collaboration, task delegation, and both Microsoft’s and third-party apps into a single app/ecosystem[cite: 1]. Mid-2020s brough AI integration as well[cite: 1].

Now, Microsoft in 1990s and Microsoft in 2020s are not the same companies, but that does not mean that they are not on to something; the need for such a hub is definite, and Microsoft demonstrated its business acumen by making Teams development its #1 priority project[cite: 1].

Frustrating?

Millions of users find Microsoft Teams frustrating due to its bloated size, lethargic performance, and messy and constantly-changing interface[cite: 1]. However, I think the primary issue is that Teams is simply misunderstood[cite: 1]:

• It Is Not an Out-Of-The-Box Solution: Microsoft describes Teams as a ‘customizable ecosystem.’[cite: 1] I prefer to use an image of a garden, that requires setup and constant maintenance to be truly effective[cite: 1]. We frequently find new client’s Teams containers populated with teams named ‘July 20, 2023 Meeting,’ no channels, and a user’s OneDrive being used in lieu of a Sharepoint[cite: 1]. That is the rough equivalent of throwing random seeds all over the garden[cite: 1].
• The Interface Is Not Intuitive: Navigating complex permission settings and an overwhelming number of features frustrates users who just want a straightforward messaging experience[cite: 1]. Furthermore, the line between Chats (which are supposed to be ad-hoc and on-the-fly) and Channels (which are supposed to be more formal) is often blurry, which causes confusion, making it difficult to locate past files or conversations[cite: 1].
• Less-Than-Stellar Users Experience: The software is often sluggish, lagging behind inputs[cite: 1]. Frequent crashes and unexpected sign-outs disrupt my workflow and necessitate constant sign-ins[cite: 1]. Although Teams promises integration with the rest of the Microsoft 365 suite, this integration often feels clunky, leading to confusion and productivity loss[cite: 1]. A multitude of different Teams clients does not help either[cite: 1].
• Subpar Call Quality: audio and video call quality has been inconsistent, with frequent drops and buffering, even on very fast Internet circuits[cite: 1].

And I can keep going[cite: 1].

Having said all of that, MS Teams is here to stay, benefitting from corporate bundling (like Outlook did thirty years ago) and the fact that it does consolidate fragmented business utilities—chat, video conferencing, file collaboration, and app integration—into a single digital workspace[cite: 1]. By natively connecting with Microsoft 365, it eliminates the constant switching between separate apps like Slack, Zoom, and Dropbox[cite: 1].

What to do?

I will share a detailed discussion of a reference Microsoft Teams deployment in a later and more technical blog, but here are a couple of simple pointers[cite: 1]:

Setting up proper Microsoft Teams infrastructure is crucial because it transforms the platform from a video conferencing solution into a centralized, secure digital hub[cite: 1]. A well-architected infrastructure (‘well-tended garden’) reduces information clutter, automates repetitive workflows, and safeguards sensitive company data while scaling effectively[cite: 1].

Key benefits of intentional MS Teams infrastructure include[cite: 1]:

• Streamlined Collaboration: Teams compartmentalize work into structured channels, bringing together persistent chats, meetings, and shared documents in a single workspace[cite: 1].
• Automated Ecosystems: Every team automatically connects to a dedicated Microsoft 365 Group and SharePoint site[cite: 1]. This ensures seamless file storage, calendars, and automated workflows without app switching[cite: 1].
• Controlled Access: Defining clear team permissions allows for granular access control, and makes possible separation of department-wide resources from restricted, project-based work[cite: 1].
• Reduced “Tool Sprawl”: By utilizing built-in apps, teams can manage tasks and data natively rather than relying on unapproved third-party solutions[cite: 1].