Microsoft Teams

Microsoft Teams

Microsoft Teams is a cloud-based collaboration platform developed by Microsoft. It brings together various communication and work tools into one central application and enables real-time collaboration. Originally introduced as part of the Microsoft 365 suite, Microsoft Teams is now used worldwide by businesses, organizations, and especially by law firms to make daily work more efficient and flexible.

Definition and Purpose

Microsoft Teams is a platform for group and project work that unites functions such as chat, video conferencing, file storage and editing, and the integration of other applications in a shared environment. Its purpose is to foster internal collaboration, simplify the exchange of information, and digitize workflows.

Microsoft Teams aims to centralize communication and collaboration in one place, allowing teams to interact effectively regardless of their location. By organizing conversations, tasks, and documents centrally, work becomes more transparent, and coordination within a team is considerably simplified.

Role in Law Firm Work Organization

Typical Use Cases

Microsoft Teams is used in many ways within law firms and supports, among other things, the following areas:

• Project Work: Workgroups can organize themselves into so-called teams and channels, define specific workflows, and collaborate on tasks.
• Communication: In addition to one-on-one and group chats, Teams enables audio and video conferences for regular meetings, client or team discussions.
• File Management: Documents, contracts, or presentations can be centrally stored, collaboratively edited, and versioned.
• Information Exchange: Messages, announcements, and notes can be shared and discussed across the team.
• Integration of Other Applications: Calendars, to-do lists, and various applications from the Microsoft 365 portfolio can be seamlessly integrated to automate and simplify workflows.

Functions and Methods

• Teams and Channels: Structure different projects, clients, or areas of expertise within the law firm.
• Chats: Used for quick agreements, queries, or internal consultations.
• Meetings: Organize online meetings, deadline consultations, or further training sessions.
• File Sharing: Collaborative editing of documents in real time.
• Task Management: Support for delegation and tracking of tasks using integrable apps.

Framework Conditions and Standards

Technical Requirements

• Microsoft 365 License: A valid Microsoft 365 license is generally required to use Microsoft Teams.
• Internet Connection: As a cloud-based application, Teams requires a stable internet connection.
• Devices: Teams can be used on desktop computers, laptops, tablets, or smartphones. An app as well as a web version are available.
• Data Protection and Security: The application complies with common security standards. In law firms, particular attention must be paid to compliance and data protection (e.g., GDPR).

Organizational Processes

• Team Structures: The organization of teams and channels should be transparent and user-friendly to optimize the flow of information.
• Permissions: Access rights are managed centrally and can be individually adjusted to roles and tasks.
• Archiving: Old chats, files, and meetings can be archived to maintain clarity and comply with legal requirements.

Impact on Collaboration, Efficiency, and Communication

The introduction of Microsoft Teams into daily law firm operations fundamentally changes collaboration. Information is available centrally, work processes become more transparent, and routine tasks can often be automated or simplified. Communication is faster, misunderstandings can be reduced, and workflows are better coordinated. This leads to increased efficiency and opens up possibilities for flexible working—such as working from home or on the go.

Real-time communication and collaboration also reduce the need for email coordination and accelerate decision-making. New employees can quickly get up to speed using structured team channels and available materials.

Opportunities and Challenges in Practical Application

Opportunities

• Improved Teamwork: Collaborative editing of documents in real time and exchanges in the team channel strengthen cohesion.
• Transparency: Information and tasks are always viewable, increasing traceability.
• Flexibility: Remote collaboration and mobile use support flexible work arrangements.
• Innovation Potential: Integrating further digital services allows workflows to be modernized and continuously optimized.

Challenges

• Onboarding: Switching to a new platform requires initial training and a willingness to adapt working habits.
• Structuring: A clear team and channel structure is necessary to avoid information overload and lack of clarity.
• Data Protection: Compliance with legal requirements for handling sensitive data requires special attention and, where necessary, additional technical measures.

Practical Examples of Use in Day-to-Day Law Firm Work

• Preparation of a Client Meeting: A team creates schedules in its own channel, shares documents, and coordinates the agenda via chat messages or short video calls.
• Deadline Management: Tasks and appointments are entered in the integrated calendar function and can be viewed and edited by the entire team.
• Research Work: Information and sources are collected in the team channel, discussed together, and annotated with notes.
• Onboarding New Colleagues: Training materials, organizational information, and important initial tasks are centrally stored to facilitate a quick start.
• Remote Coordination: Regular team meetings are held virtually, and spontaneous questions are asked and answered in the chat.

Frequently Asked Questions about Microsoft Teams

What is the difference between a team and a channel? A team is a higher-level workgroup, such as a department or project team. A channel is a thematic or project-related sub-area within this team, where relevant conversations and materials are collected.Can external persons also participate in Teams meetings? Yes, with the appropriate invitation, clients or other external persons can also take part in individual meetings without having access to internal team data.How secure is the use of Microsoft Teams for confidential law firm information? Microsoft Teams meets high security and data protection requirements. For handling particularly sensitive data, it is advisable to coordinate with internal IT or the data protection officer in advance.Is special hardware required for Microsoft Teams? No, Microsoft Teams runs on common desktop computers, laptops, tablets, and smartphones. However, a microphone and camera are necessary for video conferences.How can I best familiarize myself with Microsoft Teams? Law firms often provide training materials or brief introductions. In addition, Microsoft offers official help pages and video tutorials for getting started.

This article provides a practical overview of Microsoft Teams in everyday law firm work and shows how modern working methods and organization are supported by digital tools.

Frequently Asked Questions

What data protection requirements must be observed when using Microsoft Teams in companies?

When using Microsoft Teams, the requirements of the General Data Protection Regulation (GDPR) and, where applicable, the Federal Data Protection Act (BDSG) must be observed. Companies must carry out a data protection impact assessment pursuant to Art. 35 GDPR in advance, especially if sensitive data is processed or systematic monitoring takes place. The selection of the service provider must be carefully documented and justified; a data processing agreement in accordance with Art. 28 GDPR must be concluded with Microsoft. Furthermore, it is important to consider where data is transferred: As Microsoft partly uses servers outside the EU, especially in the USA, the regulations on international data transfers—particularly standard contractual clauses and additional safeguards—must be observed. In addition, transparency obligations must be fulfilled, i.e., employees must be fully informed about the purpose and nature of data use. The configuration of Teams should be as data-efficient as possible, e.g., by deactivating unnecessary functions and restricting recordings.

Are Microsoft Teams meetings allowed to be recorded and what are the legal requirements for this?

Recordings of Teams meetings are particularly critical from a data protection perspective. Under German law, especially Section 201 of the German Criminal Code (StGB), unauthorized recording of non-publicly spoken words is a criminal offense. Therefore, Teams meetings may only be recorded if all participants are expressly informed in advance and actively consent. It is recommended that consent be obtained in writing or via the appropriate logged action in the system. The data-processing entity must ensure that recordings are treated confidentially, securely stored, and kept only as long as needed. A clear deletion policy must also be established, and it must be precisely documented who has access to the recordings. Separate consent is also required for sharing or publishing recordings.

What information obligations exist towards employees when using Microsoft Teams?

Companies are legally obliged to inform their employees transparently about the use of Microsoft Teams. In accordance with Art. 13 and 14 GDPR, this includes information on the purpose of data processing, the legal basis, the categories of processed data, the duration of storage, any recipients or external service providers (such as Microsoft), as well as information on data subjects’ rights (e.g., access, deletion, restriction, objection). Further details on potential third-country transfers (especially to the USA) and the safeguards implemented (e.g., encryption, EU Standard Contractual Clauses) must be provided. This information should be provided in a data protection policy or through individual briefing and must be accessible to employees at all times.

What co-determination rights does the works council have regarding the use of Microsoft Teams?

Under Section 87 (1) no. 6 of the Works Constitution Act (BetrVG), the works council has a co-determination right when introducing and applying technical devices that are capable of monitoring employee behavior or performance. Since Microsoft Teams offers extensive functions for logging and evaluating activities (e.g., presence status, communication logs), the employer must inform the works council at an early stage and conclude a works agreement before Teams is implemented. This agreement should detail what data is collected, how it is used, how long it is stored, and strictly limit access to evaluations. Without effective participation of the works council, the use of Teams is unlawful.

What requirements apply to IT security when using Microsoft Teams?

When using Microsoft Teams, the requirements of Art. 32 GDPR must be met, which stipulate the implementation of appropriate technical and organizational measures (TOMs) to protect personal data. This includes, in particular, access controls, encryption of data both in transit and at rest, regular updates and security patches, multi-factor authentication, and regular security checks such as penetration tests or other audit measures. In addition, employees must be sensitized to security risks through binding IT policies and training. Companies must ensure that unauthorized persons do not gain access to sensitive meeting content or documents, and should configure the scope of the services provided to meet needs (e.g., guest access only with strong access restrictions).

What special regulations apply to the use of Microsoft Teams in the public sector?

In the public sector, the use of Microsoft Teams is subject to special legal requirements, such as the Federal Data Protection Act (BDSG), state data protection laws, and specific provisions regarding commissioned data processing and international data transfer. Public authorities must conduct a particularly thorough review of compliance with data protection requirements and ensure information security before use. This often includes the obligation to carry out a data protection impact assessment and to obtain approval from the competent data protection supervisory authority. Stricter requirements also apply to the selection and control of service providers as well as to documentation and proof of the data protection measures taken.

What is the legal situation regarding the storage and deletion of personal data in Microsoft Teams?

Personal data processed via Microsoft Teams may only be stored as long as necessary for the respective processing purpose, according to the principles of the GDPR (Art. 5 (1) (e) GDPR). Companies are obliged to set deletion periods and routines and to ensure technically that data is deleted after the purpose has ended or at the request of the data subject. It should be noted that data may be stored on servers outside the EU; therefore, the deletion process must be transparently documented and clearly regulated with Microsoft as the processor. A register of processing activities under Art. 30 GDPR must be maintained to monitor data flows and the lifecycle of personal data.