Channels help organize communication within Team Chat so conversations stay focused, efficient, and accessible to the right users. Establishing clear expectations around how channels are created and managed will improve team coordination and reduce unnecessary noise.

Creating and Structuring Channels

Channels are intended for ongoing communication around a specific topic, team, or workflow. Before creating a new channel, consider whether an existing channel can serve the same purpose to avoid duplication.

When creating a channel, you will define:

• A clear, descriptive name that reflects its purpose
• An optional description to guide appropriate use
• Whether the channel is public (any authorized user can join) or private (invite only)
• In general, use public channels for broad operational topics and private channels for more limited, role-specific communication.

Public vs Private Channels

Choosing the correct channel type is important for both organization and appropriate information sharing.

• Public channels are best for general communication that does not involve patient-specific details and may be relevant across teams
• Private channels are intended for more controlled communication and should be used when discussing patient-related information or sensitive operational topics

Patient-related references and chart navigation should be limited to private channels or direct messages with authorized users.

Managing Channel Membership

Channels should include only users who need to participate in that conversation. Keeping membership intentional helps maintain clarity and supports appropriate access to information.

When managing users:

• Add only those directly involved in the topic or workflow
• Remove users when their involvement is no longer necessary
• Periodically review channel membership for accuracy

When to Use Channels vs Direct Messages

Channels are best suited for conversations that:

• Involve multiple team members
• Require ongoing discussion or updates
• Benefit from shared visibility across a group

Direct messages are more appropriate for:

• One-on-one communication
• Small, focused conversations
• Situations where broader visibility is not needed

Using the appropriate format helps keep communication organized and easier to follow.

Channel Lifecycle and Organization

Over time, channels may become inactive or irrelevant. Maintaining a clean structure improves usability.

Consider archiving channels when:

• A project or workflow has concluded
• The channel is no longer actively used
• The topic has been replaced by a new structure
• Archiving removes the channel from active use while preserving its content for reference and potential audit needs.

Governance Best Practices

Establishing simple guidelines for channel use will help your team stay aligned:

• Create channels with a clear purpose and avoid duplication
• Use public channels for general communication and private channels for restricted topics
• Limit channel membership to relevant participants
• Regularly review and clean up inactive channels
• Be mindful that channel changes and activity may be logged