How Project Teams Use Microsoft Teams and Confluence
The Office of IT Planning and Communication stores all finalized project documentation, such as meeting minutes, recordings and approved content, in Confluence, where information can be organized and easily referenced across teams. For documents that require real-time collaboration and active editing, Microsoft Teams is used as the primary workspace before final versions are published or linked in Confluence.
Section Overview:
Using Confluence for Project Documentation
Confluence is the central repository for all finalized and reference project documentation. It provides a structured, accessible, and version-controlled environment for storing and organizing key materials.
In Confluence, you will find:
Finalized meeting minutes
Meeting recordings
Project decisions and summary notes
Process documentation
Reference materials shared by the PMO
Confluence serves as the single source of truth for finalized documents and long-term reference materials.
How to Use Confluence
Team members should use Confluence to:
Access finalized project information shared by the PMO
Refer to official meeting records and documented decisions
Review process documentation relevant to the project
Locate links to finalized documents that originated in Microsoft Teams
For drafts or in-progress work, continue collaborating in Microsoft Teams. Once a document is finalized, the PMO or a designated team member will store or link the approved version in Confluence for future reference.
How to Request Confluence Access
If you don’t currently have access to Confluence:
Navigate to the Technology Self Service Portal. You may need to log in to access the request types.
Click the dropdown menu and select Other Services.
Locate the Jira Access Request card.
Follow the prompts and provide the required information.
Under Please advise what product(s) individuals need access granted/removed, be sure to select the Confluence Only option.
Important: Gaining access to Confluence does not automatically provide access to specific project spaces. Please contact your Project Manager to be added to the appropriate space(s) for your project.
Microsoft Teams for Project Collaboration
Upon project initiation, a dedicated Microsoft Teams workspace is provisioned for the project team. The assigned project manager will automatically grant you access to the workspace as part of the provisioning process.
This workspace serves as the primary collaboration hub for the duration of the project, enabling real-time communication, document sharing, and active co-authoring.
If you are working on a draft or in-progress document, continue collaborating within Microsoft Teams to leverage its version control and instant feedback capabilities. This approach ensures that working files remain accessible and editable to all relevant stakeholders without impacting finalized documentation.
Once a document is reviewed and finalized, the Project Management Office (PMO) or a designated team member will store or link the approved version in Confluence. This ensures that the final project documentation is centrally archived, easily accessible for future reference, and aligned with organizational knowledge management practices.
Questions?
If you’re unsure how to navigate MS Teams or Confluence, or need help getting access to a project space, reach out to your Project Manager or the IT Planning Office for assistance.