The 3-Space Decision Framework
Where do I save this file? OneDrive, Teams, or SharePoint — the question everyone asks, and the one that causes the most mess when answered incorrectly.
The problem
- Duplicate files scattered everywhere
- No clear “official” version
- Files saved with the wrong permissions
- Teams not knowing where content lives
Most people guess. The 3-Space Decision Framework removes the guesswork.
The three spaces
OneDrive — Your personal workspace
- Personal drafts and work in progress
- Files not ready to share
- Your own templates and notes
Key rule: If it’s yours and not official yet, it lives in OneDrive.
SharePoint — Your team’s knowledge hub
- Official documents and templates
- Content that needs structure and governance
- Files shared across teams or departments
Key rule: If it’s team content that needs structure, it lives in SharePoint.
Teams — Active collaboration
- Files being worked on right now
- Meeting notes and agendas
- Documents discussed in context
Key rule: If it’s active collaboration, it lives in Teams.
Use this decision every time
- Is this personal or shared?
- If shared, is it active collaboration or structured storage?
- Will its status change later?
Draft → collaborate → archive. Files should move as their purpose changes.
Quick reference
| Scenario | Where it lives | Why |
|---|---|---|
| Personal draft | OneDrive | Not ready to share |
| Active team project | Teams | Collaboration in context |
| Official policy | SharePoint | Structured, long-term storage |
Pro tip: Don’t be afraid to move files. One clean move beats ten duplicates.
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