Role Summary
Structure, standardize, and operationalize Microsoft Teams as the primary collaboration and project coordination platform across the organization.
Design and implement a scalable Teams architecture including and not limited to project-wise team structures, channel hierarchies, task tracking systems, document management protocols, reporting formats, and communication governance aligned with interior fit-out workflows.
This is not an IT support role. This is a systems structuring and workflow alignment role.
Engagement Details
· Mode: Freelance / Consultant
· Duration : 3 Months
· Reporting To: Principal Partner
· Stakeholders: Design Director, Project Managers, Sr Project Leader, Admin/IT
Key Responsibilities
· Audit current Teams setup and identify structural gaps
· Create standardized Team and channel architecture
· Set up project-specific Teams aligned to execution workflows
· Implement task tracking using Planner / To-Do
· Establish document management and version control systems
· Create reporting formats and dashboards
· Define communication protocols and governance rules
· Align Teams with real project lifecycle stages
· Train teams and drive adoption
· Continuously optimize system based on usage
Required Skills & Competencies
· Advanced Microsoft Teams proficiency
· Strong workflow and systems design capability
· Experience with Planner, SharePoint, OneDrive integrations
· Strong documentation and SOP writing ability
· Ability to translate operational workflows into digital systems
· Stakeholder coordination and training capability
Mandatory Requirements
· Proven experience setting up or restructuring Microsoft Teams environments
· Experience working in multi-team / project-driven organizations
· Demonstrable system structuring capability (not just usage)
Nice to Have
· Experience in interior design / construction / design-build firms
· Exposure to project management tools (MS Project, Asana, etc.)
· Understanding of document control systems.
Contract Deliverables
The engagement will be evaluated against the following deliverables:
1. Teams Architecture Framework
· Standard naming conventions
· Team hierarchy structure (Project / Function-based)
· Channel classification system
· Scalable template for future projects
2. Project Team Setup (Active Projects)
· All active projects structured within Teams
· Channels mapped to:
o Design
o Execution
o Procurement
o Client Communication
· Uniform structure across projects
3. Task Management System
· Planner / task boards created for each project
· Tasks mapped to project milestones
· Ownership and deadlines defined
· Status tracking framework implemented
4. Document Management System
· Folder structure aligned to project lifecycle
· Naming conventions implemented
· Version control system defined
· Duplication reduced/eliminated
5. Reporting & Dashboard System
· Weekly progress reporting format
· Project-level dashboards
· Milestone tracking visibility
· Leadership-level summary view
6. Communication Governance SOP
· Channel vs chat usage guidelines
· Escalation pathways
· Meeting structure formats
· Communication discipline framework
7. Training & Adoption
· Training sessions conducted across teams
· User manuals / SOP documents created
· Adoption tracking across departments
8. Final Handover Documentation
· Complete Teams structure blueprint
· SOP documentation
· Templates for:
o Projects
o Tasks
o Reporting
· Transition guide for internal teams
FINAL NOTE – IMPORTANT
This role requires:
· Systems thinking, not just tool familiarity
· Workflow understanding, not just configuration
· Execution discipline, not theoretical knowledge
Candidates must demonstrate actual implementation experience, not just usage.
Pay: From ₹80,000.00 per month
Ability to commute/relocate:
- Bengaluru, Karnataka: Reliably commute or planning to relocate before starting work (Required)
Experience:
- Microsoft Teams: 5 years (Required)
- SOP Creation: 2 years (Required)
Location:
- Bengaluru, Karnataka (Preferred)
Shift availability:
Work Location: In person
