Law PSS Collaboration and Workflow Framework

This replaces the previous page about the O:Drive and Sharepoint/OneDrive

The Law Faculty has standardised how we use email, Teams, and SharePoint to support efficient, consistent ways of working and reduce duplication. 

All staff are expected to: 

  • Use the right channel for the purpose 
  • Avoid duplicating messages across multiple platforms 
  • Aim to ensure communications are clear, targeted, and actionable 
  • Use SharePoint as the primary source of information 
  • Manage their notification settings 

Which channel should I use? 

Email – formal communication 
Use for decisions, approvals, key announcements, newsletters, and messages requiring action or a clear record. 

Microsoft Teams – day-to-day communication 
Use for quick questions, discussions, and team collaboration. Not for storing important information.   

From September 2026, use Teams for committees (each team will be connected to its existing SharePoint Committee Hub site) 

SharePoint – ‘source of truth’ 
All policies, guidance, and key documents must be stored here. 
If collaborating in any way, always link to SharePoint rather than sending attachments. 
(NB SharePoint replaced the O: drive in January 2026.) 

Mailing lists – targeted updates 
@maillist lists should be used for regular updates to defined groups. Avoid creating new lists where existing ones can be used. 

A–Z directory – roles and responsibilities 
Use to identify who to contact and who is responsible for what. 

Reducing duplication 

To improve efficiency: 

  • Do not send the same message via multiple channels unless absolutely necessary 
  • Avoid maintaining parallel Teams groups and mailing lists 
  • Aim to simplify and consolidate where duplication or proliferation exists 
  • Be mindful of ownership – consult before changing something that is shared 

Standards for communication 

All messages should: 

  • Be clear and concise 
  • State what action (if any) is required 
  • Include who is responsible and deadlines 

Information Security 

  • The Faculty Information Security Officer is the Head of Administration, Charlotte Vinnicombe.  Please contact her if you think there may have been any data breach of any kind. 
  • Completing Information Security and Data Protection Training every 12 months is now mandatory for all staff 
  • Watch this recording to understand how the principles of Information Security and Data Protection training can be applied in your work. 

Ongoing improvement 

We will continue to refine internal communications by: 

  • Improving SharePoint access and management 
  • Promoting training 
  • Providing practical guidance on channel use 
  • Streamlining groups and lists 
  • Continuing to standardise use of channels and platforms 

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