There is excellent guidance on how to migrate your environment the right way or how to configure Microsoft 365 to work well. However, not a lot of guidance on the mistakes made and how to find your way out of those situations. Understanding these things and how to manage Microsoft 365 services is a requirement for any IT Professional or leader working with Microsoft 365. Would you be surprised to know that there are many other things IT Professionals and leaders should know about Microsoft 365 but often don’t? Join AvePoint Brand Alliance Director & Microsoft MVP + RD, Christian Buckley, & 2toLead CTO and Microsoft MVP, Richard Harbridge, as they go beyond Microsoft 365 fundamentals for IT Professionals and leaders and dig into the top 5 critical mistakes that many IT Professionals seem to make when it comes to managing Microsoft 365 and what you can be done about to avoid them. In this webinar, Richard and Christian spoke about: How do organizations keep pace with Microsoft? How do organizations keep up with industry & organizational change?​ How should organizations best approach multi-tenant & multi-cloud?​ What are the top mistakes Microsoft 365 managers make?​ What tools should more Microsoft 365 managers leverage more?

1. The Biggest Microsoft 365
Management Mistakes
Richard Harbridge
2toLead Chief Technology
Officer & Microsoft MVP
and how to solve them
Christian Buckley
Brand Alliance Director &
Microsoft MVP + RD
Webinar
Thu., Apr. 14, 2022 11:00 AM (EST)

2. RICHARD
HARBRIDGE
My twitter is @RHarbridge, I’m super friendly & I am proud to work at 2toLead.
CTO & MVP | SPEAKER & AUTHOR | SUPER FRIENDLY

3. Question 1 How do organizations keep pace with Microsoft?
Question 2 How do organizations keep up with industry &
organizational change?
Question 3 How should organizations best approach multi-tenant &
multi-cloud?
Question 4
What are the top mistakes Microsoft 365 managers
make?
Question 5
What tools should Microsoft 365 managers leverage
more?

4. Question 1
How do organization’s keep
pace with Microsoft?

5. MICROSOFT 365 HAS A MESSAGE CENTER…
It’s important to understand what’s coming, what’s changing and how we should prepare.

6. MICROSOFT 365 HAS A ROADMAP…
It’s important to understand what’s coming, what’s changing and how we should prepare.

7. A summary of the initiatives planned over the next 24 months
Foster Collaboration, Connection
& Engagement
Improve Communication,
Navigation & Search
Migrate
& Modernize
Establish An
Effective Foundation
Facilitate Governance
& Responsibly Empower

8. ACTIVITY: PLAN YOUR TECHNOLOGY…
Sometimes you can direct what you want to put on your own radar. What might be landing
further out? How can we get there successfully?
Video
Conferencing
Intranet
Social
Intranet
Integrated Digital
Workplace
Integrated Voice
Conferencing
Surface Hubs In
Boardrooms
Holoportation
(HoloLens)

9. ACTIVITY: PLAN YOUR TECHNOLOGY…
What if we look at our own organizations technology radar?
Inspired by StepTwo’s Digital Workplace Radar

10. ACTIVITY: PLAN YOUR TECHNOLOGY…
Sometimes you can direct what you want to put on your own radar. What might be landing
further out? How can we get there successfully?
??? ???
???
???
Social Driven
Intranet
Integrated Digital
Workplace
Surface Hubs In
Boardrooms
AI Assisted Or Led
Contract Review
Self-Service Business
Intelligence
AI Assisted Or Led
Product Research

11. Answer 1
Many organization’s need to
update their Operating Model.

12. Question 2
How do organization’s keep up
with industry & organizational
change?

13. IT IS ALL ABOUT BUSINESS SATISFACTION…
Let’s dig into where IT is performing and under performing today based on satisfaction within
the org/enterprise. There is a mismatch between where we are and where we need to be.

14. IT IS ALL ABOUT BUSINESS SATISFACTION…
Let’s dig into where IT is performing and under performing today based on satisfaction within
the org/enterprise. There is a mismatch between where we are and where we need to be.

15. Administrator
It’s difficult or time consuming
to update and maintain.
I can’t safely delegate any
management to end users.
I can’t enforce any guidelines
for how it should be used.
I don’t have a good way to
surface coaching or guidance.

16. Administrator
Enablement
Projects
Automate &
Manage
Pro-active
Optimization Services

17. Foundational Restructure
Flatten First
Security does matter and it’s
important you don’t lose security
fidelity, but even in a lift and shift
it’s important to ‘flatten’ and
optimize some security patterns to
embrace the M365 model (Teams,
Hubs, etc).
Establish a consolidated foundation from which to grow.
IT
Help
Desk
Intranet
HR
Benefits
Professional
Development
Recruiting
Facilities
Mail
Room
Knowledge
Management
Accounting
Operations
Finance
Payroll

18. Template Modern Targets
Start with modern templates that
provide consistent layouts and
configuration that are fit for purpose
with your needs and allow for
immediate reusability as your footprint
grows.
Many collections of content can be
migrated without pages or solutions
meaning modern sites, teams and
more improve the experience and
require less migration effort.
Establish a consolidated foundation from which to grow.
Foundational Restructure

19. Optimization
Services
While it’s tempting to front-load optimization into the migration pattern it is rarely the most
efficient approach. There are better tools to optimize in the cloud or modern environment.
Migration
Success
Content
Migration
Solution
Migration
(Light)
Restructuring
Envision &
Assess
Design
Implement
Adopt
Review
Migration
Project
Migration
Success
Content
Migration
Solution
Migration
(Foundational)
Restructuring

20. Question 2
How do organization’s keep up
with industry & organizational
change?

21. Answer 2
Optimization is an ongoing need
and that includes restructuring
and migration over time.

22. Question 3
How should organizations best
approach multi-tenant & multi-
cloud?

23. For any customers with under a million user objects – generally yes. However, the reality is that many organizations (and
administrators) manage multiple tenants due to mergers and acquisitions, administrative, configuration or regulatory reasons.

24. 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

25. ©AvePoint, Inc. All rights reserved. Confidential and proprietary information of AvePoint, Inc.
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

26. As you consolidate (where possible) you gain the benefit of a richly integrated suite of digital workplace or
digital employee experience tools. An experience that will continue to be further integrated over time.
Desired State
Often The Reality

27. Many organizations are surprised at how many ways they can integrate, enhance and enrich Microsoft 365
with data or connections with other systems via Microsoft Search, Power Platform, Teams, & More.

28. Question 3
How should organizations best
approach multi-tenant & multi-
cloud?

29. Answer 3
Don’t underestimate integration
and partners that can close the
gap.

30. Question 4
What are the top mistakes
Microsoft 365 managers make?

31. MANAGEMENT & GOVERNANCE APPROACH…
We can’t just jump to automation many organizations don’t have sufficient and effective
enablement. But you can accelerate a service of M365 in a targeted way faster than others.
Enablement
• Configuration
• Organizational Understanding
• Critical Risk Mitigation
• Roles & Responsibilities Identified
Managed
• Automation & Playbook Execution
• Monitoring & Ongoing Risk
Mitigation
• Roles & Responsibilities Managed
Optimized
• Distributed Management &
Automation
• Pro-Active Monitoring
• Roles & Responsibilities Optimized &
Pro-Actively Reviewed

32. MANAGEMENT & GOVERNANCE APPROACH…
What follows is a visual breakdown of the key activities/topics for certain workloads. This is very
different per customer depending on the org technology landscape.
SharePoint
Responsible
Enablement
Provisioning
Collection Lifecycle
Management
Monitoring
Security (External
Sharing)
Adoption &
Excellence
Content Lifecycle
Management
Content Protection
Customization &
Apps
Teams
Responsible
Enablement
Provisioning
Team Lifecycle
Management
Monitoring
Security (External
Sharing)
Adoption &
Excellence
Content Lifecycle
Management
Content Protection
Customization &
Apps
Yammer
Responsible
Enablement
Provisioning
Community Lifecycle
Management
Monitoring
Security (External
Sharing)
Adoption &
Excellence
Content Lifecycle
Management
Content Protection
Customization &
Apps
OneDrive
Responsible
Enablement
OneDrive Lifecycle
Management
Monitoring
Security (External
Sharing)
Adoption &
Excellence
Content Lifecycle
Management
Content Protection
Exchange
Responsible
Enablement
Mailbox Lifecycle
Management
Monitoring
Security
Adoption &
Excellence
Content Lifecycle
Management
Content Protection
Customization &
Apps
Stream
Responsible
Enablement
Channel Provisioning
Channel Lifecycle
Management
Monitoring
Security
Adoption &
Excellence
Content Lifecycle
Management
Content Protection
MyAnalytics
Responsible
Enablement
Adoption &
Excellence
Search
Responsible
Enablement
Provisioning Of
Answers
Answers Lifecycle
Management
Monitoring
Adoption &
Excellence
Customizations &
Connectors
Power Apps
Responsible
Enablement
Environment
Provisioning
Environment
Lifecycle
Management
Monitoring
Security
(DLP/Connectors)
Adoption &
Excellence
Power App Lifecycle
Management
Data Protection
Customizations
Power
Automate
Responsible
Enablement
Environment
Provisioning
Environment
Lifecycle
Management
Monitoring
Security
(DLP/Connectors)
Adoption &
Excellence
Power Automate
Lifecycle
Management
Data Protection
Customizations
Power BI
Responsible
Enablement
Workspace& App
Provisioning
Workspace& App
Lifecycle
Management
Monitoring
Security (Layered)
Adoption &
Excellence
Data Lifecycle
Management
Data Protection
(Layered)
Customization
Power
Virtual
Agents
Responsible
Enablement
Environment
Provisioning
Environment
Lifecycle
Management
Monitoring
Security (Layered)
Adoption &
Excellence
Agent & Data
Lifecycle
Management
Agent & Data
Protection (Layered)
Customization
Microsoft
Forms
Responsible
Enablement
Adoption &
Excellence

33. MANAGEMENT & GOVERNANCE APPROACH…
What follows is a visual breakdown of the key activities/topics for certain workloads. This is very
different per customer depending on the org technology landscape.
SharePoint
Responsible
Enablement
Provisioning
Collection Lifecycle
Management
Monitoring
Security (External
Sharing)
Adoption &
Excellence
Content Lifecycle
Management
Content Protection
Customization &
Apps
Teams
Responsible
Enablement
Provisioning
Team Lifecycle
Management
Monitoring
Security (External
Sharing)
Adoption &
Excellence
Content Lifecycle
Management
Content Protection
Customization &
Apps
Yammer
Responsible
Enablement
Provisioning
Community Lifecycle
Management
Monitoring
Security (External
Sharing)
Adoption &
Excellence
Content Lifecycle
Management
Content Protection
Customization &
Apps
OneDrive
Responsible
Enablement
OneDrive Lifecycle
Management
Monitoring
Security (External
Sharing)
Adoption &
Excellence
Content Lifecycle
Management
Content Protection
Exchange
Responsible
Enablement
Mailbox Lifecycle
Management
Monitoring
Security
Adoption &
Excellence
Content Lifecycle
Management
Content Protection
Customization &
Apps
Stream
Responsible
Enablement
Channel Provisioning
Channel Lifecycle
Management
Monitoring
Security
Adoption &
Excellence
Content Lifecycle
Management
Content Protection
MyAnalytics
Responsible
Enablement
Adoption &
Excellence
Search
Responsible
Enablement
Provisioning Of
Answers
Answers Lifecycle
Management
Monitoring
Adoption &
Excellence
Customizations &
Connectors
Power Apps
Responsible
Enablement
Environment
Provisioning
Environment
Lifecycle
Management
Monitoring
Security
(DLP/Connectors)
Adoption &
Excellence
Power App Lifecycle
Management
Data Protection
Customizations
Power
Automate
Responsible
Enablement
Environment
Provisioning
Environment
Lifecycle
Management
Monitoring
Security
(DLP/Connectors)
Adoption &
Excellence
Power Automate
Lifecycle
Management
Data Protection
Customizations
Power BI
Responsible
Enablement
Workspace& App
Provisioning
Workspace& App
Lifecycle
Management
Monitoring
Security (Layered)
Adoption &
Excellence
Data Lifecycle
Management
Data Protection
(Layered)
Customization
Power
Virtual
Agents
Responsible
Enablement
Environment
Provisioning
Environment
Lifecycle
Management
Monitoring
Security (Layered)
Adoption &
Excellence
Agent & Data
Lifecycle
Management
Agent & Data
Protection (Layered)
Customization
Microsoft
Forms
Responsible
Enablement
Adoption &
Excellence
Determine Your Phase 1 Teams Rollout Related?

34. MANAGEMENT & GOVERNANCE APPROACH…
What follows is a visual breakdown of the key activities/topics for certain workloads. This is very
different per customer depending on the org technology landscape.
SharePoint
Responsible
Enablement
Provisioning
Collection Lifecycle
Management
Monitoring
Security (External
Sharing)
Adoption &
Excellence
Content Lifecycle
Management
Content Protection
Customization &
Apps
Teams
Responsible
Enablement
Provisioning
Team Lifecycle
Management
Monitoring
Security (External
Sharing)
Adoption &
Excellence
Content Lifecycle
Management
Content Protection
Customization &
Apps
Yammer
Responsible
Enablement
Provisioning
Community Lifecycle
Management
Monitoring
Security (External
Sharing)
Adoption &
Excellence
Content Lifecycle
Management
Content Protection
Customization &
Apps
OneDrive
Responsible
Enablement
OneDrive Lifecycle
Management
Monitoring
Security (External
Sharing)
Adoption &
Excellence
Content Lifecycle
Management
Content Protection
Exchange
Responsible
Enablement
Mailbox Lifecycle
Management
Monitoring
Security
Adoption &
Excellence
Content Lifecycle
Management
Content Protection
Customization &
Apps
Stream
Responsible
Enablement
Channel Provisioning
Channel Lifecycle
Management
Monitoring
Security
Adoption &
Excellence
Content Lifecycle
Management
Content Protection
MyAnalytics
Responsible
Enablement
Adoption &
Excellence
Search
Responsible
Enablement
Provisioning Of
Answers
Answers Lifecycle
Management
Monitoring
Adoption &
Excellence
Customizations &
Connectors
Power Apps
Responsible
Enablement
Environment
Provisioning
Environment
Lifecycle
Management
Monitoring
Security
(DLP/Connectors)
Adoption &
Excellence
Power App Lifecycle
Management
Data Protection
Customizations
Power
Automate
Responsible
Enablement
Environment
Provisioning
Environment
Lifecycle
Management
Monitoring
Security
(DLP/Connectors)
Adoption &
Excellence
Power Automate
Lifecycle
Management
Data Protection
Customizations
Power BI
Responsible
Enablement
Workspace& App
Provisioning
Workspace& App
Lifecycle
Management
Monitoring
Security (Layered)
Adoption &
Excellence
Data Lifecycle
Management
Data Protection
(Layered)
Customization
Power
Virtual
Agents
Responsible
Enablement
Environment
Provisioning
Environment
Lifecycle
Management
Monitoring
Security (Layered)
Adoption &
Excellence
Agent & Data
Lifecycle
Management
Agent & Data
Protection (Layered)
Customization
Microsoft
Forms
Responsible
Enablement
Adoption &
Excellence
Phase 1? Teams Rollout Related? Phase 2?

35. MANAGEMENT & GOVERNANCE APPROACH…
What follows is a visual breakdown of the key activities/topics for certain workloads. This is very
different per customer depending on the org technology landscape.
SharePoint
Responsible
Enablement
Provisioning
Collection Lifecycle
Management
Monitoring
Security (External
Sharing)
Adoption &
Excellence
Content Lifecycle
Management
Content Protection
Customization &
Apps
Teams
Responsible Enablement
Provisioning
Team Lifecycle
Management
Monitoring
Security (External
Sharing)
Adoption &
Excellence
Content Lifecycle
Management
Content Protection
Customization &
Apps
Yammer
Responsible
Enablement
Provisioning
Community Lifecycle
Management
Monitoring
Security (External
Sharing)
Adoption &
Excellence
Content Lifecycle
Management
Content Protection
Customization &
Apps
OneDrive
Responsible
Enablement
OneDrive Lifecycle
Management
Monitoring
Security (External
Sharing)
Adoption &
Excellence
Content Lifecycle
Management
Content Protection
Exchange
Responsible
Enablement
Mailbox Lifecycle
Management
Monitoring
Security
Adoption &
Excellence
Content Lifecycle
Management
Content Protection
Customization &
Apps
Stream
Responsible
Enablement
Channel Provisioning
Channel Lifecycle
Management
Monitoring
Security
Adoption &
Excellence
Content Lifecycle
Management
Content Protection
MyAnalytics
Responsible
Enablement
Adoption &
Excellence
Search
Responsible
Enablement
Provisioning Of
Answers
Answers Lifecycle
Management
Monitoring
Adoption &
Excellence
Customizations &
Connectors
Power Apps
Responsible
Enablement
Environment
Provisioning
Environment
Lifecycle
Management
Monitoring
Security
(DLP/Connectors)
Adoption &
Excellence
Power App Lifecycle
Management
Data Protection
Customizations
Power
Automate
Responsible
Enablement
Environment
Provisioning
Environment
Lifecycle
Management
Monitoring
Security
(DLP/Connectors)
Adoption &
Excellence
Power Automate
Lifecycle
Management
Data Protection
Customizations
Power BI
Responsible
Enablement
Workspace& App
Provisioning
Workspace& App
Lifecycle
Management
Monitoring
Security (Layered)
Adoption &
Excellence
Data Lifecycle
Management
Data Protection
(Layered)
Customization
Power
Virtual
Agents
Responsible
Enablement
Environment
Provisioning
Environment
Lifecycle
Management
Monitoring
Security (Layered)
Adoption &
Excellence
Agent & Data
Lifecycle
Management
Agent & Data
Protection (Layered)
Customization
Microsoft
Forms
Responsible
Enablement
Adoption &
Excellence
Phase 1? Partially Tackled In Rollout Phase 2?
3rd Party AUTOMATION?

36. STOP WITH THE BALANCING ACT ANALOGY…
Consider the example most people use when referencing Governance. The wild west or super
locked down. The reality is that governance (and most approaches) are more nuanced.
Projects
Tasks
Communities
Practices

37. ©AvePoint, Inc. All rights reserved. Confidential and proprietary information of AvePoint, Inc.
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

38. Question 4
What are the top mistakes
Microsoft 365 managers make?

39. Answer 4
1. Proper Enablement Matters
2. Governance Never Ends
3. Understand Your Responsibilities
4. Get Help & Don’t Do It Alone

40. Question 5
What tools should Microsoft 365
managers leverage more?

41. PROBLEM: CONTENT GROWS OVER TIME…
The modern digital workplace and Intranet has a continually increasing number
of digital spaces or ‘sites’ where content is stored and shared.

42. WHY DO WE NEED TO MANAGE SPRAWL?
What are the common issues that come with unmanaged sprawl of Microsoft Teams,
SharePoint Sites, or even Yammer Communities? www.M365Sprawl.com
Ineffective
Naming
Unclear Purpose Or
Workspace Focus
Unclear Official vs
Unofficial
Cannot Differentiate
At A Glance
Inappropriate Name
Usage
Owners
Missing
Orphaned
Teams/Sites
Unmanaged
Teams/Sites
Sponsor vs Owner
Challenge
Private Channels
(Don’t Require
Owner)
Redundant
Teams/Sites
Decreased User
Confidence
Inconsistent
Workspaces
Increased
Operational Load
Increased Costs To
Support
Data Loss
Risks
Limited Ability To
Target Labels For
Information
Protection
Limited Ability To
Determine Risk
Limited Ability To
Pro-actively Mitigate
Risks
Limited Permission
Review & Increased
Chances Of Over
Sharing
Loss Of
Control
Often Unmanaged
Use Of Apps (Cannot
Target)
Unmanaged
Integration
Limited Ability To
Target Labels For
Retention
No Clear Escalation If
Owner Missing Or
Unresponsive
Slower
Team/Site
Start
Not Tailored Or Fit To
Purpose
Inconsistent
Design/Layout Leads
To Relearning
Hesitation To
Optimize Created
Spaces
Technically
Challenging
Navigation
Productivity
Costs
Challenging For New
Users To Ramp
Hard To Find
Workspaces
Uncertain Who
Owns A Workspace
Reliance On Others
To Link
Training &
Adoption
Challenges
When To Use What
Challenges
No Consistency
Makes It Harder To
Train
Unmanaged
Workspaces Cannot
Be Targeted With
Guidance
Difficulty Identifying
Champions & Pro-
actively Targeting
Champions

43. M365Sprawl.com

44. SOLUTION: METADATA DURING CREATION
Why is asking a few extra questions on provisioning so important? What value does this extra
metadata provide once we have it for reference?
Workspace
(Site/Team)
Metadata
Enables Default
Metadata
Empowers Effective
Labelling
Targeted Content
Protection
Targeted Retention
Management
Differentiate
Templates
Faster Adoption
Improved
Productivity
Consistency
Manage More
Effectively
Target Support
Improve Lifecycle
Management
Reduce Redundancy
& Empower
Discovery
Sample Metadata Questions:
• What is the purpose or business reason for
this workspace?
• What division does this relate to?
• What department does this relate to?
• What product does this relate to?
• What customer does this relate to?
• What project does this relate to?
• Will this workspace contain highly
confidential information?
• Who is the business sponsor for this
workspace?
• What should the visibility of this workspace
be? Should it be shown in the directory?

45. SOLUTION: DIRECTORY EXPERIENCES!
Since the registry or master list of sites, teams, and communities will now exist it is well worth
presenting to users in effective navigation experiences. Easiest way to show value of metadata.

46. Configure and plan for additional workspace metadata to assist users in navigating and exploring their digital
workspaces. AvePoint has both a provisioning framework and integrated experiences for navigating
workspaces.

47. Question 5
What tools should Microsoft 365
managers leverage more?

48. Answer 5
Surprisingly many don’t automate
as much as they could. The goal is
pro-active servicing which can’t
happen if IT cost of ownership
keeps increasing.

49. M365Intranets.com
M365Sprawl.com
M365Campaigns.com
Explore 800+ Pages of
Free Expert Guidance…
M365Metrics.com
M365Resources.com
SharePointMigrations.com

51. Thank You
Let’s connect and find ways to do more and work together.
CTO & MICROSOFT MVP | SPEAKER & AUTHOR | SUPER FRIENDLY
RICHARD HARBRIDGE
Message me on LinkedIn or Email Richard@2toLead.com
200+ Awesome Presentations at:
400+ Pages of Whitepapers at:
M365Intranets.com M365Resources.com
M365Metrics.com Office365Campaigns.com
SharePointMigrations.com M365Sprawl.com
Slideshare.Net/RHarbridge
2toLead.com/whitepapers

52. Thank you!