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Savings, security,
and stability:
How ShareGate benefits
everyone
Samuel Martineau
Solutions Architect @ ShareGate
 Business reality
 What is Microsoft 365 governance, and why is it
important?
 The hidden cost of ad-hoc management and poor
governance
 Who’s responsible for a governance strategy?
Agenda Live
Demo
Savings, security, and stability
Challenges of
managing Microsoft
365
Today’s reality
S e c t i o n 1
Savings, security, and stability
Savings, security, and stability
4
IT orgs who will
prioritize success based
off digital employee
experience*:
 5% of IT organizations in 2021
 50% of IT organizations by 2025
 Businesses’ rapid shift to remote and hybrid work
 Greater need to work and collaborate efficiently
 Desire to leverage Microsoft 365 licenses to their full
potential
 Microsoft’s approach to democratizing IT and self-serve
 Growing interest and investment in the employee
experience market
Business reality
What we’ve been seeing
*Source: CIO Magazine
Savings, security, and stability
Average # of teams created every
month.
That's 432 new teams ...every year!
36
Average # per employee
Imagine the time needed to collaborate
with every single employee in your org
to resolve?
1 +
1
Teams
created
External share
+ Inactive team
SHAREGATE CUSTOMER STAT
Challenges of
managing Microsoft
365
Challenges of managing
Microsoft 365
S e c t i o n 2
Savings, security, and stability
 The interconnected nature of Microsoft 365 means people
use more things! Your tenant grows continuously, and
content accumulates.
 Unmanaged sprawl makes its way into your tenant,
potentially hurting security and productivity—and adding to
your costs.
 IT can't solve this alone; users hold key insights. By working
together, IT and users can manage growth effectively,
mitigating risks.
Savings, security, and stability
Managing Microsoft
365 is challenging
Challenge #1: Sprawl
 Sharing content internally and externally is easier than ever in
Microsoft 365.
 While too many restrictions can hurt user adoption, excessive
access rights are equally undesirable.
 IT admins must find the right balance between security and
collaboration.
Savings, security, and stability
Managing Microsoft
365 is challenging
Challenge #2: Secure and safe collaboration
*Concentric, 2023 Data Risk Report
On average, each
organization has 802k
files at risk due to
oversharing
 Users might resort to unauthorized tools and apps
because they're more familiar, posing security and
compliance risks
 Underutilization of the Microsoft 365 suite causes missed
opportunities for efficiency
 Insufficient training can lead to frustration and low
adoption
Savings, security, and stability
Managing Microsoft
365 is challenging
Challenge #3: User adoption
What is Microsoft 365
governance?
What is Microsoft 365
governance and why is it
important?
S e c t i o n 3
Savings, security, and stability
What is Microsoft
365
governance?
Microsoft 365 governance is a set of clear rules and
guidelines for how people should use Microsoft 365.
It improves security, reduces risks, enhances
productivity, and makes managing content and data in
Microsoft 365 more efficient.
Savings, security, and stability
 Ownerless group and team policies
 Retention policies
 Custom provisioning templates
 Naming and tagging conventions
 Communication compliance policies
 Data classification scheme
 Channel policies in Microsoft Teams
 Group and team expiration policies
 Finding inactive workspaces
 Creating an archiving system
What are some policies and processes
for governing Microsoft 365?
Savings, security, and stability
Why do we need Microsoft 365 governance?
Savings, security, and stability
Improve security
& compliance
Boost productivity Mitigate risks
Manage
data efficiently
Adapt smoothly Stay in control
The hidden cost of an
ungoverned Microsoft 365
environment
The hidden costs of ad-
hoc management and
poor governance
S e c t i o n 4
Savings, security, and stability
Savings, security, and stability
23 minutes
Time it takes for a worker to refocus
after an interruption
69 days
Days lost every year by every employee on
administrative tasks
Industry research on
employee productivity
Source: The cost of interrupted work, University of California-Irvine. Multi-national research study via Itchronicles.com
Savings, security, and stability
IT Lost Productivity
 Escalating ticket queues
 Manual monitoring
 Internal development and maintenance of DIY solutions
$34.5k
End User Lost
Productivity
 Search purgatory
 Using the wrong space
 Workspace creation and customizations
$200k
$
Total lost productivity
each year
You can give up to 80% back
to the business with a fully
automated management
solution
234,500
Business Impacts:
16
500 licensed users
1 2 3
 Unauthorized access
 Data theft
 Ransomware
 Unauthorized or accidental
sharing of sensitive data
 Accidental deletion of data
 Intentional harm by
employees
 Failure to adhere to data
protection regulations
 Loss of business partnerships
 Damage to company
reputation
Savings, security, and stability
Data breaches Insider threats Non-compliance
74% of all data breaches were caused by human error in 2022.
*Verizon, 2023 Data Breach Investigations Report
* Statista Frequency of successful cyberattacks launched against organizations worldwide 2022
Potential risks
45% of SMBs experienced between 1 and 5 security breaches per year
Who’s responsible for a
governance strategy?
Who’s responsible for a
governance strategy?
S e c t i o n 5
Savings, security, and stability
Steering committee
 Comprises key stakeholders
 Represents various departments
 Assigns roles and responsibilities
 Evaluates objectives
 Defines policies and guidelines for
how M365 should be used
Administrators and
departments
 Have defined responsibilities
 Each executes the strategy within their respective
areas of responsibilities
Savings, security, and stability
Who’s responsible for a
governance strategy?
Savings, security, and stability
IT
 IT Manager
 Microsoft 365 Administrator
Business staff
 Chief Information Security Officer (CISO)
 Communication Officer
 Human Resources Specialist
 Information Manager
Participants within a steering
committee generally involve...
Solutions
S e c t i o n 6
Savings, security, and stability
PowerShell scripts Power Automate Enterprise mobility &
security services
Purview & Labels Microsoft 365 admin
centers
Microsoft 365 tools
Savings, security, and stability
Automated third-party tools
for Microsoft 365
 Frictionless workspace
provisioning templates
 Permissions management in
SharePoint and Teams
 Automated governance
 Centralized and actionable
monitoring and reporting
 Content management
Get up and running
quickly
Easy to use Guided by M365 management
best practices
85% reduction
in manual tasks
Savings, security, and stability
Getting started
1. User feedback and needs
2. Risks
3. Business needs, servicing goals, and objectives
4. Current challenges
5. Policies and compliance
6. Roles and responsibilities
7. User training and communication
8. Adoption strategies
9. Measurement and metrics
Savings, security, and stability
25
25
Live Demo
Microsoft 365.
The way it should be.

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Savings, Security, and Stability with ShareGate Governance

  • 1. Savings, security, and stability: How ShareGate benefits everyone Samuel Martineau Solutions Architect @ ShareGate
  • 2.  Business reality  What is Microsoft 365 governance, and why is it important?  The hidden cost of ad-hoc management and poor governance  Who’s responsible for a governance strategy? Agenda Live Demo Savings, security, and stability
  • 3. Challenges of managing Microsoft 365 Today’s reality S e c t i o n 1 Savings, security, and stability
  • 4. Savings, security, and stability 4 IT orgs who will prioritize success based off digital employee experience*:  5% of IT organizations in 2021  50% of IT organizations by 2025  Businesses’ rapid shift to remote and hybrid work  Greater need to work and collaborate efficiently  Desire to leverage Microsoft 365 licenses to their full potential  Microsoft’s approach to democratizing IT and self-serve  Growing interest and investment in the employee experience market Business reality What we’ve been seeing *Source: CIO Magazine
  • 5. Savings, security, and stability Average # of teams created every month. That's 432 new teams ...every year! 36 Average # per employee Imagine the time needed to collaborate with every single employee in your org to resolve? 1 + 1 Teams created External share + Inactive team SHAREGATE CUSTOMER STAT
  • 6. Challenges of managing Microsoft 365 Challenges of managing Microsoft 365 S e c t i o n 2 Savings, security, and stability
  • 7.  The interconnected nature of Microsoft 365 means people use more things! Your tenant grows continuously, and content accumulates.  Unmanaged sprawl makes its way into your tenant, potentially hurting security and productivity—and adding to your costs.  IT can't solve this alone; users hold key insights. By working together, IT and users can manage growth effectively, mitigating risks. Savings, security, and stability Managing Microsoft 365 is challenging Challenge #1: Sprawl
  • 8.  Sharing content internally and externally is easier than ever in Microsoft 365.  While too many restrictions can hurt user adoption, excessive access rights are equally undesirable.  IT admins must find the right balance between security and collaboration. Savings, security, and stability Managing Microsoft 365 is challenging Challenge #2: Secure and safe collaboration *Concentric, 2023 Data Risk Report On average, each organization has 802k files at risk due to oversharing
  • 9.  Users might resort to unauthorized tools and apps because they're more familiar, posing security and compliance risks  Underutilization of the Microsoft 365 suite causes missed opportunities for efficiency  Insufficient training can lead to frustration and low adoption Savings, security, and stability Managing Microsoft 365 is challenging Challenge #3: User adoption
  • 10. What is Microsoft 365 governance? What is Microsoft 365 governance and why is it important? S e c t i o n 3 Savings, security, and stability
  • 11. What is Microsoft 365 governance? Microsoft 365 governance is a set of clear rules and guidelines for how people should use Microsoft 365. It improves security, reduces risks, enhances productivity, and makes managing content and data in Microsoft 365 more efficient. Savings, security, and stability
  • 12.  Ownerless group and team policies  Retention policies  Custom provisioning templates  Naming and tagging conventions  Communication compliance policies  Data classification scheme  Channel policies in Microsoft Teams  Group and team expiration policies  Finding inactive workspaces  Creating an archiving system What are some policies and processes for governing Microsoft 365? Savings, security, and stability
  • 13. Why do we need Microsoft 365 governance? Savings, security, and stability Improve security & compliance Boost productivity Mitigate risks Manage data efficiently Adapt smoothly Stay in control
  • 14. The hidden cost of an ungoverned Microsoft 365 environment The hidden costs of ad- hoc management and poor governance S e c t i o n 4 Savings, security, and stability
  • 15. Savings, security, and stability 23 minutes Time it takes for a worker to refocus after an interruption 69 days Days lost every year by every employee on administrative tasks Industry research on employee productivity Source: The cost of interrupted work, University of California-Irvine. Multi-national research study via Itchronicles.com
  • 16. Savings, security, and stability IT Lost Productivity  Escalating ticket queues  Manual monitoring  Internal development and maintenance of DIY solutions $34.5k End User Lost Productivity  Search purgatory  Using the wrong space  Workspace creation and customizations $200k $ Total lost productivity each year You can give up to 80% back to the business with a fully automated management solution 234,500 Business Impacts: 16 500 licensed users
  • 17. 1 2 3  Unauthorized access  Data theft  Ransomware  Unauthorized or accidental sharing of sensitive data  Accidental deletion of data  Intentional harm by employees  Failure to adhere to data protection regulations  Loss of business partnerships  Damage to company reputation Savings, security, and stability Data breaches Insider threats Non-compliance 74% of all data breaches were caused by human error in 2022. *Verizon, 2023 Data Breach Investigations Report * Statista Frequency of successful cyberattacks launched against organizations worldwide 2022 Potential risks 45% of SMBs experienced between 1 and 5 security breaches per year
  • 18. Who’s responsible for a governance strategy? Who’s responsible for a governance strategy? S e c t i o n 5 Savings, security, and stability
  • 19. Steering committee  Comprises key stakeholders  Represents various departments  Assigns roles and responsibilities  Evaluates objectives  Defines policies and guidelines for how M365 should be used Administrators and departments  Have defined responsibilities  Each executes the strategy within their respective areas of responsibilities Savings, security, and stability Who’s responsible for a governance strategy?
  • 20. Savings, security, and stability IT  IT Manager  Microsoft 365 Administrator Business staff  Chief Information Security Officer (CISO)  Communication Officer  Human Resources Specialist  Information Manager Participants within a steering committee generally involve...
  • 21. Solutions S e c t i o n 6 Savings, security, and stability
  • 22. PowerShell scripts Power Automate Enterprise mobility & security services Purview & Labels Microsoft 365 admin centers Microsoft 365 tools Savings, security, and stability
  • 23. Automated third-party tools for Microsoft 365  Frictionless workspace provisioning templates  Permissions management in SharePoint and Teams  Automated governance  Centralized and actionable monitoring and reporting  Content management Get up and running quickly Easy to use Guided by M365 management best practices 85% reduction in manual tasks Savings, security, and stability
  • 24. Getting started 1. User feedback and needs 2. Risks 3. Business needs, servicing goals, and objectives 4. Current challenges 5. Policies and compliance 6. Roles and responsibilities 7. User training and communication 8. Adoption strategies 9. Measurement and metrics Savings, security, and stability
  • 26. Microsoft 365. The way it should be.

Editor's Notes

  1. (for example: in 2021, Microsoft Teams had 145M users, a 26% increase since October 2020)
  2. As more users and teams collaborate, create, and store content, the volume of data within Microsoft 365 can grow exponentially. It’s easy for users unfamiliar with Microsoft 365 to provision resources accidentally—resulting in confusion, lack of governance, and guests having access to things they shouldn’t. Unmanaged sprawl can pose several challenges:    Data security risks: If data is scattered across different locations without proper monitoring and control, it becomes more challenging to secure. And if data isn’t properly secured, the likelihood of data breaches increases.  Storage cost increases: Uncontrolled data sprawl can also lead to an increase in data storage costs. When data is proliferating across multiple locations without proper management, there’s a higher likelihood of duplicate data or data that is no longer necessary but still being stored locally.  Productivity issues: When your tenant is full of irrelevant data, it can negatively impact your search functioning, so end users will either waste time trying to find the data they need, or they’ll create more duplicate data.      Good to know:  ·         Organizations are adding 200 Petabytes of new content to SharePoint every month. (Source: https://www.microsoft.com/en-us/microsoft-365/blog/2023/05/02/welcome-to-the-new-era-of-sharepoint-and-onedrive-in-microsoft-365/)  ·         More than 2 billion new documents are added to M365 on an average workday. (Source: https://techcommunity.microsoft.com/t5/microsoft-syntex-blog/microsoft-recognized-as-a-leader-in-forrester-wave-for-content/ba-p/3798091)  ·         Microsoft has also made it easier for users to create SharePoint sites (with Copilot). With this creative explosion that's sure to follow—when tons of sites and content start to flood your Microsoft 365 tenant—IT will have a hard time trying to control all this content manually.
  3. Collaboration in Microsoft 365 presents several challenges:    ·         Data leakage: Unauthorized sharing or accidental exposure of sensitive information can occur during collaboration.   ·         External sharing and guest access: Managing external sharing or guest access, ensuring only the right people have access to the information they need.  ·         Insider threats: Employees with legitimate access to M365 can inadvertently or maliciously misuse data.  ·         Shadow IT: Users might resort to unofficial or unapproved collaboration tools to get work done, potentially exposing sensitive data.   ·         End-user training: Users play a significant role in maintaining secure collaboration. Regular training and awareness programs are vital to educate users about best practices, security risks, and how to collaborate securely within M365.    The risk and cost of a data breach can be significant, encompassing not only the potential loss of sensitive information but also the expenses associated with regulatory fines, legal actions, and reputation damage.    We now live in a world where remote working and the hybrid model of working are no longer new solutions to new problems: they’re here to stay. With digital spaces and online collaboration becoming the norm, organizations need to ensure a smooth and positive employee experience. Therefore, finding the right balance between security and productivity is key.
  4. The business impact of low user adoption: 1. Many users may not be familiar with the full range of features and capabilities offered by Microsoft 365, which can lead to underutilization. You’re paying for tools and services that aren’t being used. 2. Your end users are more likely to be less productive and make mistakes that can impact your Microsoft 365 environment’s organization and security when they don’t know how to properly use the tools available to them. 3. Your end users opt for unauthorized tools and apps, because they’re more familiar. This means that your data is at risk since your security policies aren’t in place for this shadow IT.    
  5. Microsoft 365 governance means having rules, policies, roles, processes, and procedures around using the suite. It helps keep everything secure and organized while making sure people can work together smoothly.    When we follow a good governance strategy, we make things safer from hackers and keep sensitive information protected. It also helps us work faster and better by showing us the best ways to use Microsoft 365 tools. Plus, it makes it easier for the IT team to manage everything, so they can focus on other important tasks.    Having good governance also means we follow the rules related to data protection and privacy. By doing this, we avoid getting into trouble and show that we take these things seriously.    With the right approach, we can prevent problems before they happen and save money by using Microsoft 365 more efficiently. And by helping people understand and adapt to any changes in the tools, everyone can use them more effectively.
  6. Improve security & compliance Protect against threats and data breaches Better compliance with regulations Enhance security of sensitive data Safe collaboration Boost productivity Improve teamwork and communication Ensure effective use of Microsoft 365 Empower users to manage things securely Make managing, finding, and consuming content in M365 more efficient Mitigate risks Identify potential risks related to data, access, and compliance Monitor and report to improve visibility Act on issues before they escalate Manage data efficiently Reduce sprawl and clutter Improve searchability Ensure data and information are current, useful, and accurate over time Adapt Smoothly Ensure remote and hybrid work security Enforce a governance plan in the event of a merger or acquisition Prepare for an AI-powered M365 environment Stay in control Clear rules for guest access Only the right people can access and share data A clear process to create new resources (i.e., SharePoint sites, Teams, Microsoft 365 groups) Clarify owner roles and responsibilities
  7. Risks Users creating excess content  Cluttered environment IT staff bogged down by mundane tasks and end-user requests to move and find content  Inconsistently monitored or unmonitored environment Costs Increased storage costs  Decreased productivity for end users and IT team Increased support to end users Organization derailed by a security breach Strained bandwidth on teams 
  8. ROI: Improved IT productivity Improved business productivity  Enhanced security and compliance Reduced clutter and storage costs  Better communication and collaboration Business continuity
  9. Microsoft MVP Jasper Oosterveld advises the following regarding a steering committee: Maximum of 7 members. Members are stakeholders from the organization (and one delegate from the system integrator). Presence of the Chief Information Security Officer (CISO). Decision-making authority within the organization. At least one meeting per quarter. Examples of departments and their responsibilities (high-level): ICT = Provide support HR = Manage the employee process Compliance = Safeguard data security regulations Communication = Maintain communications in the Intranet Portal (Source: https://www.slideshare.net/sharepointjasper/ecs-2023-setup-and-implement-a-successful-microsoft-teams-governance-strategypptx)
  10. Microsoft’s tools offer best practices, but come with costs—time, skilled labor, advanced licensing, and continuous oversight.    PowerShell scripts are commands written in a scripting language and a configuration management framework. They can achieve simple automations such as scheduling a report, but they don’t offer full automation. In addition, they’re time-consuming to build.    Power Automate is a Microsoft platform. It helps skilled IT professionals automate workflows and processes between apps. It requires advanced skills, considerable time and testing, as well as ongoing maintenance.    Enterprise mobility & security services (EMS) helps organizations manage and secure mobile devices, apps, and data. Available with Business Premium, E3 and E5 licenses, with more options and power available at the E5 level.    Purview is a family of data, governance, risk, and compliance solutions. Labels, in the context of Microsoft 365 and Azure Information Protection, are used to classify and protect data based on sensitivity levels. They help enforce data protection policies and control access to sensitive information. Setting up and managing Purview and labels can be complex, especially for organizations with large and diverse data environments. IT pros may require additional training and expertise to handle these tools effectively.    Microsoft admin centers are where administrators go to configure settings, take remediation actions such as assigning owners to ownerless teams, and manage the way business users collaborate in their organization. Microsoft admin centers are numerous and inflexible, making them time-consuming with limited functionality.
  11. Third-party tools like ShareGate automate your Microsoft 365 management to help you regain and maintain hands-free control of SharePoint and Teams.  Features and benefits: Keep up with Microsoft with a simple but powerful tool that helps your team focus on best practices.  Start to distribute work to end users with the end-user app–they know what they need, you provide the guardrails.  Get instant visibility to your SharePoint and Teams environment with immediately actionable issues.  Automate and simplify tasks for your team freeing them from mundane tasks and long ticket queues. Automate collaboration with end users and then put the information into action. All hands free!  Frictionless provisioning to guide and empower end users.  Focus energy on what matters most. Build your policies quickly, automate them with a flip of a switch, and get back to your value-add projects. 
  12. Here are some next steps that your IT team might want to consider when developing a Microsoft 365 governance plan with stakeholders: User feedback and needs: Conduct user surveys or interviews to gather feedback about the current M365 environment. Identify pain points, user preferences, and suggestions for improvements. Analyze usage patterns and user behavior to understand their needs and preferences. Risks: Identify potential security and compliance risks related to M365 usage. Assess the impact of data breaches, unauthorized access, and other cybersecurity threats. Analyze previous incidents or breaches and derive lessons for strengthening governance. Business needs, servicing goals, and objectives: Collaborate with business stakeholders to understand their specific needs and objectives. Align M365 services and features with the organization's strategic goals. Define service-level agreements (SLAs) for support, uptime, and responsiveness. Current challenges: Identify current obstacles and challenges faced by different departments or teams. Address issues related to adoption, user resistance, or technical limitations. Consider change management strategies to overcome resistance to new processes. Policies and compliance: Develop policies for data retention, sharing, and access control within M365 applications. Ensure alignment with industry regulations (e.g., GDPR, HIPAA) and internal compliance standards. Regularly audit and monitor data access and usage to maintain compliance. Roles and Responsibilities: Clearly define the roles and responsibilities of IT personnel, administrators, and end users. Establish governance roles, such as owners for specific M365 components (e.g., SharePoint, Teams). Assign accountability for security, compliance, and overall system management. End-user training and communication: Develop a communication plan to keep stakeholders informed about changes and updates. Establish regular meetings or updates to discuss governance progress and address concerns. Provide training resources and workshops to educate users about best practices. Adoption strategies: Develop strategies to promote M365 adoption among different user groups. Identify champions or advocates within departments to promote the benefits of M365 tools. Implement gamification or recognition programs to incentivize active usage. Measurement and Metrics: Define key performance indicators (KPIs) to track the success of the governance plan. Monitor adoption rates, user satisfaction, security incidents, and compliance adherence. Use data-driven insights to refine the governance plan and make informed decisions. Remember that a successful Microsoft 365 governance plan is a dynamic process that evolves based on the changing needs of your organization and the technology landscape. Regular reviews and updates are essential to ensure the plan remains effective and aligned with your organization's goals.