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Teams - Assign Roles and Co-Host a Teams Event Tutorial

Organize Teams events by assigning four roles: organizer, co organizer, presenter, and participant. The organizer initiates and defines the framework, assigns co organizers or presenters, and retains ultimate responsibility. Co organizers assist, manage access, and help run the session. Presenters speak, share content, and focus on their part without full configuration access. Participants view content and use allowed interactions. The script guides matching roles to duties before and during the event, and how to evaluate the distribution.

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Parteger

Available in Microsoft365

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several people can intervene.

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however,

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not all of them need the same permissions.

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A clear distribution of roles makes it possible to better prepare the event,

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facilitate its animation,

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and prevent one person from having unnecessary rights.

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In this tutorial,

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you'll learn how to recognize the different roles,

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understand their responsibilities,

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compare their permissions.

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And then determine a breakdown that's right for your organization.

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A team's event is based on 4 main roles

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the organizer,

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the co-organizer,

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the presenter,

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and the participant.

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Each role corresponds to a different level of responsibility before

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and during the event.

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The options available may vary depending on the type

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of event in the policies set by your organization.

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Let's start with the organizer.

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This is the person who initiated the event.

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It retains primary responsibility for this

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and defines its general framework.

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It configures access,

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interactions

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in the experience offered to the public.

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He also designates the people who will accompany him

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as co-organizers or presenters.

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The organizer role remains associated with the person who created the event.

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It cannot be transferred to another person.

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The organizer therefore remains the point of reference for important decisions

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and for the distribution of responsibilities.

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However,

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the organizer is not obliged to carry out all operations alone.

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It can rely on one or more co-organizers.

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The co-organizer participates in the preparation

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and supervision of the event.

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It has many management capabilities and can help the organizer

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control the smooth running of the session.

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They can also speak,

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use their camera,

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and share content.

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However,

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the co-organizer does not completely replace the organizer.

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Some key event information as well as role

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assignments remain under the control of the organizer.

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This distinction

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ensures that only one person retains the ultimate responsibility for the event.

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The third role is that of presenter.

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Unlike the organizer and co-organizer,

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the presenter mainly intervenes during the event.

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His role is to speak,

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use his camera,

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and share the content intended for the public.

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The presenter does not need access to the entire configuration.

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This allows them to focus on their

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intervention without changing the general parameters,

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the audience or the organization of the event

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in an assembly,

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the organizer can also allow certain co-organizers

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or presenters to control the production tools.

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These people can then manage the elements that are released to the public

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without changing their primary role.

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A person may therefore be allowed to

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present without necessarily controlling the dissemination.

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The participant represents the audience of the event.

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They view the content that is broadcast and

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use only the interactions authorized by the organizer.

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Depending on the configuration chosen,

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they can access the conversation,

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reactions,

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polls,

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or questions and answers.

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The participant does not control the configuration

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or production of the event.

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They also can't freely share content like a presenter.

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If a person needs to speak on screen or present a document,

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their role must be adapted before they speak

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to distinguish these four roles,

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look at their main function.

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The organizer runs the event.

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The co-organizer supports him in his management.

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The presenter carries the content.

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The participant attends the event and uses the interactions made available to him.

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You can also compare roles according to two time periods.

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Before the event,

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the organizer and co-organizer

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focus on preparation.

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During the event,

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they supervise its progress

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while the presenters speak to the audience.

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The participants,

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on the other hand,

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receive the content and interact within the intended limits.

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Now apply this distinction to every responsibility.

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A person in charge of the main decisions must remain an organizer.

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A person who accompanies the preparation and supervision

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can become a co-organizer.

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A person who is only responsible for speaking

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or sharing content

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must be a presenter.

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The other people retain the role of participant.

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The objective is not to give the

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highest level of authorization to each participant.

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It consists of assigning to each person

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only the capacities necessary for his mission.

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This approach reduces the risk of unintended changes

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and makes the organization more readable for the entire team.

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To analyze your distribution,

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separate responsibilities into 4 categories

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preparing the event,

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presenting the content,

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controlling the production,

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and attending the session.

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Then associate each responsibility with a person

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in the corresponding role.

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Finally,

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evaluate your organization

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with a few questions.

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Is a person clearly responsible

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for the main decisions?

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Does the organizer have a relay to help supervise the event?

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Does each person who is called upon to speak have the role of presenter?

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Has the control of production been entrusted only to the people who really need it?

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If each responsibility has a clearly identified person responsible,

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and if no one person has unnecessary rights,

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your distribution is consistent.

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Now you can build a simple organization around your event.

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The organizer retains general responsibility.

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The co-organizer provides a second level of supervision.

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The presenters take charge of the various interventions.

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The people authorized to control the production

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manage the elements visible to the public.

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Participants finally benefit from the experience

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and interactions available.

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You can now recognize the roles in a team's event,

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understand their responsibilities,

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compare their permissions,

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choose the right role for each mission,

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and assess the consistency of your organization.

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This distribution allows you to prepare a clearer,

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more secure,

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and more effective

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collective animation.

Mandarine AI: WHAT YOU SHOULD KNOW

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