#Teams10X
10 Essentials for Effective
Teams Governance
Christian Buckley
@buckleyplanet

#Teams10X
SPONSORS

AvePoint.com
Lehi, Utah
Email: christian.buckley@avepoint.com
Blog: buckleyplanet.com
Twitter: @buckleyplanet
LinkedIn: /christianbuckley
YouTube: /c/CollabTalk
Some of my community activities:
• Weekly interviews with Microsoft MVPs (#MVPbuzzChat)
• Bi-monthly interviews on technology, business productivity,
and collaboration culture (#CollabTalk Podcast)
• Bi-monthly channel-related videos/blogs (#P2Pnow)
• Monthly tweetjams via Twitter (#CollabTalk)
• Bi-monthly deep dives into Microsoft technology with
MVPs, RDs and experts (#O365hours)
• Multiple posts each month with a panel of experts
answering community questions (#M365AMA)
Christian Buckley
Brand Alliance Director
AvePoint

Let’s get started!

How much has
changed about
how we work?

The New World of Work

Hybrid work: a durable trend
1Microsoft Work Trend Index: 2021 Annual Report 2The Great Reshuffle…
73%
of employees
want flexible
remote work
options to stay1
80%
of leaders say they plan
to make major changes
to their flexible work
policies1
67%
of employees want
more in-person work
or collaboration post-
pandemic1
41%
of employees say they
are considering other
roles or companies
coming out of the
pandemic2

What are the risks of not
adequately managing our data?

Source: iapp.org, IBM
Mo' Data, Mo' Problems
92% of security
data incidents are
unintentional
Data breaches are 95%
higher without security
automation
Average $3,533 per
employee
System glitches, human
error cost small orgs
$2.65M

©AvePoint, Inc. All rights reserved. Confidential and proprietary information of AvePoint, Inc.
Source: https://www.cloudwards.net/ransomware-statistics/
$283k
average cost of ransomware
downtime
average payment demand to get
data back
$178k
total ransom payments
projected to be paid to
cybercriminals by the end of
2020
$20B

What have we learned about
our work patterns and culture?

WHO you’re collaborating
with…
Send and
receive emails
Chats and
conversations
Share Files
Plan meetings
and events
Track tasks
Serendipitous
collision
How we work

What does teamwork
look like for you
today?
Bring Your
Own Devices
Need to involve a
growing Firstline
and remote
workforce
Hard to integrate
vendors and
contractors
Difficult to access
and share files
remotely
Challenging to access
conversations and
notes across platforms
or devices
Solutions
for mobile
workforce
Increased IT
support
workload
Lack of centralized
hub for information
Tools used inconsistently
across the organization
Increased on-
boarding time
Dispersed
resources
Shadow
IT creates
security
concerns
Delays in development
and implementation of
content and ideas
Unreliable
version control
Difficult to involve
outside contributors
Inefficient
co-authoring
and file
sharing
Disjointed
collaboration
and
file sharing

Intent and Purpose
Finding the “right fit”
One size does NOT fit all
Maturing needs
Iteration is key
People can self-monitor
Rate of change increases
People need a voice

Sprawl

Sprawl can be dangerous.
• It impacts productivity
• It opens you to security risks
• It can decrease business value

Actually…
Sprawl is also a sign of
adoption and engagement
…with sloppy governance.

What are the 10 essentials
for effective Teams governance?

Essential to Teams Governance
Prevention
Administration
Community Management
1
2
3

Prevention
1. Create a formal governance board

Providing oversight
• Have each stakeholder organization
represented
• Clearly define roles and responsibilities
• Be consistent in
• How often you meet
• What topics are to be discussed
• Decisions that need to be reviewed/made
Governance board

Prevention
1. Create a formal governance board
2. Promote a center of excellence

Share what you learn
• Drive innovation and improvement
• Be clear on what you are trying to achieve, and
a roadmap for your future plans
• Give people a voice
• Share what works / what doesn’t work
• Highlight best practices by business unit
and team
• Provide a single location for people to find
information on policies and procedures
Center of Excellence

Administration
3. Consolidate your data

Why Consolidate?
In a 2020 industry report, companies on average use 137 SaaS apps
Overall SaaS spend
is up by 50%
compared to 2018
Cost
IT can’t keep up with
maintenance and
adoption of SaaS
services
Maintenance
Risks and threats are
increasing due to
SaaS vulnerabilities
especially free apps
Security

Dark Data
The Problem
What
is this?
What you
need to keep…
What you
use… Current
project files
Current
reference docs
Previous
project files
Client
records
Employee
records

Administration
3. Consolidate your data
4. Manage the content lifecycle

Manage your content lifecycle
• How do we define and use
• Teams
• Channels
• Permissions
• What are our security and compliance policies
and procedures around content?
• What are our retention policies?
What is our content lifecycle?

Solution: Use your data
to create intelligent
security policies and
actionable insights
Aggregate & add context
so your data tells a story
Data
Anonymous links
External users
Members
Audit Data
Security and
compliance labels
Individual Service
Centers (e.g. Teams)
show users &
members. No ability to
display at-risk or
shadow users!
De-centralized
Audit logs in E3.
Actionable insights
requires E5 Insider
Threats!
Sensitivity is indexed
in E3, but Labels
requires MIP (E5!)
It can be difficult to
aggregate reports, know
who has access to what,
resulting in restrictive
security policies

Your responsibility for backup
• Loss of data due to departing employees and
deactivated accounts
• Loss of data due to malicious insiders /
hacktivists deleting content
• Loss of data due to malware / ransomware
• Recovery from prolonged outages
• Long-term accidental deletion coverage with
selective rollback
Customer Responsibility
• Loss of service due to hardware or
infrastructure failure
• Loss of service due to natural disaster or data
center outage
• Loss of service due to natural disaster or data
center outage
• Short-term administrative error with soft-delete
for Groups, Mailboxes or services-lead rollback
Microsoft Protection

Does your
provider
cover you?
The Forrester New Wave™:
SaaS Application Data
Protection, Q4 2021
https://reprints2.forrester.com/#/a
ssets/2/1644/RES176558/report

Administration
3. Consolidate your data
4. Manage the content lifecycle
5. Establish provisioning processes

Automate the provisioning process
• Create a front-door process
• Provide templates
• Institute naming conventions
• Standardize your approvals workflow
• Manage storage locations
Set provisioning standards

Administration
3. Consolidate your data
4. Manage the content lifecycle
5. Establish provisioning processes
6. Secure external collaboration

“Who has access”… Sharing is easy!
Sharing buttons in Office Apps: anonymous & unique permissions
Teams 1-1 chats: stored in OneDrive with unique permissions
Private Channels: Get their own site, unique permissions

Administration
3. Consolidate your data
4. Manage the content lifecycle
5. Establish provisioning processes
6. Secure external collaboration
7. Automate repeatable processes

Automate with Power Platform
• Consider deploying the Power Platform CoE
• Think about / plan for automation
• Who can create solutions?
• How will you review?
• What are your architectural standards?
• How will you manage the solution lifecycle?
Where can we automate?

Community Management
8. Focus on adoption and engagement
9. Have a communication plan
10. Create a culture of change management

Adoption
Communication
Change Management

Some other helpful resources

Check out these Microsoft resources
• Plan for governance to transform teamwork with Microsoft 365
https://adoption.microsoft.com/en-us/microsoft-365/teamwork-governance/
• Governance quick start for Microsoft Teams
https://learn.microsoft.com/en-us/MicrosoftTeams/teams-adoption-governance-quick-start
• Plan for governance in Teams
https://learn.microsoft.com/en-us/microsoftteams/plan-teams-governance
• Guest access in Microsoft Teams
https://learn.microsoft.com/en-us/microsoftteams/guest-access
• Microsoft Power Platform Center of Excellence (CoE) Starter Kit
https://learn.microsoft.com/en-us/power-platform/guidance/coe/starter-kit

©AvePoint, Inc. All rights reserved. Confidential and proprietary information of AvePoint, Inc.
avepoint.com/ebook/consolidating-cloud-service

©AvePoint, Inc. All rights reserved. Confidential and proprietary information of AvePoint, Inc.
avepoint.com/ebook/how-why-backup-office-365

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