The person who organizes a Teams meeting has become more and more important over the last few months. Many recent improvements are available for the organizer only.
Yes, so what?
Indeed, many meetings can be done without the organizer being present. Our team’s daily call, for instance.
But it can be an issue for situations where you need special things and the organizer does not plan to attend the meeting, e.g. a secretary who plans meetings for the manager or other people in the team, or our Convention Bureau who organizes webinars as a service for our education institute.
In case you want to see who has attended a meeting, for instance, the organizer needs to be there to download the report. Also, the much awaited break-out room functionality can only be used by the organizer!
Unfortunately, the organizer role is not transferable, which also means that when the organizer of a recurring meeting changes roles, the meeting has to be cancelled and set up anew, especially if the audience of the meeting changes. While this has long since been the case for all meetings, with everyone meeting remotely with Teams it has become more visible. There’s a User Voice item to have the ability to transfer this role to someone else.
Awareness is key!
There’s not much we can do about it right now, except making everyone aware, that you need to think who will setup the meeting, especially the larger and more important events.
Microsoft has published a list of roles and responsibilities, but that is currently not complete. So I have created my own roles mapping for you to use. I will keep this updated as “who can do what” is important! (Please feel free to download for re-use)
Of course, options are not only depending on role, but also on the app used. Microsoft has an extensive overview for that.
But wait, there’s more:
During the creation of the list I found another variable:
- Is the participant from your organization or not?
- If not, do they have a Microsoft 365 account or not?
OK, so that’s my homework for next time! 😉
Update November 22, 2020: I have posted my findings about this, and updated the roles mapping!
Title inspired by “The importance of being Earnest” by Oscar Wilde.
I have once played the role of Lady Bracknell! 😁