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TeamsNation 2022 - Governance for Microsoft Teams - A to Z.pptx

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Thinking about Governance doesn't get many people excited. That said, defining and implementing Governance is the key to a successful rollout and adoption of Microsoft Teams. Jasper Oosterveld, Microsoft MVP & Modern Workplace Consultant, is taking a hands-on approach around Governance for Microsoft Teams. You can expect real world advise around a variety of topics: naming convention, external access, expiration policy, information protection and the creation process. After this session you are ready to go back and build your own successful Governance for Microsoft Teams.

Thinking about Governance doesn't get many people excited. That said, defining and implementing Governance is the key to a successful rollout and adoption of Microsoft Teams. Jasper Oosterveld, Microsoft MVP & Modern Workplace Consultant, is taking a hands-on approach around Governance for Microsoft Teams. You can expect real world advise around a variety of topics: naming convention, external access, expiration policy, information protection and the creation process. After this session you are ready to go back and build your own successful Governance for Microsoft Teams.

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TeamsNation 2022 - Governance for Microsoft Teams - A to Z.pptx

  1. 1. #TeamsNation Sponsored by Microsoft Teams Microsoft Tech Community Governance for Microsoft Teams: A to Z Jasper Oosterveld - Microsoft MVP & Modern Workplace Consultant
  2. 2. About me • Modern Workplace Consultant at InSpark • Microsoft MVP • Governance, Compliance & Microsoft Teams • Amsterdam, the Netherlands
  3. 3. #TeamsNation Microsoft Teams Brief overview
  4. 4. Hub for collaboration & communication Microsoft Teams Chat Meetings Calling Collaboration Apps & workflows
  5. 5. Business value Microsoft Teams Increase productivity Compliant & secure Central & integrated work experience Accelerate digital transformation
  6. 6. 1. Explosion of teams 2. Duplication 3. Purpose unclear 4. Findability 5. Complexity 6. Data leak Customer worries Microsoft Teams
  7. 7. Not addressed? Customer worries
  8. 8. #TeamsNation Governance strategy Let’s discuss the importance of a governance strategy
  9. 9. 1. Connecting IT & Business 2. Contribute to a successful adoption & change management 3. Integration of procedures, law & regulations 4. Manage Microsoft 365 Groups Why do you need a governance strategy? Governance strategy
  10. 10. Azure Active Directory & M365 Groups Manage Microsoft 365 Groups
  11. 11. Membership & Microsoft 365 services Manage Microsoft 365 Groups
  12. 12. Microsoft Teams & Microsoft 365 Groups Manage Microsoft 365 Groups
  13. 13. #TeamsNation Three step model Road towards a succesfull governance strategy
  14. 14. 1. Governance workshop with business & IT 2. Define & finalize your governance strategy 3. Implement your governance strategy Three step model Road to a successful governance strategy
  15. 15. #TeamsNation Step 1 Our first step towards a succesfull governance strategy
  16. 16. 1. Vision & goals 2. Steering committee 3. Roles & responsibilities 4. Collaboration with Microsoft Teams 5. Microsoft Teams policy & settings 6. Processes & procedures 7. Security & Compliance Topics Step 1: Governance workshop
  17. 17. #TeamsNation Collaboration with Microsoft Teams Discuss the governance requirements
  18. 18. For example: • Projects • Departments • Customers Define your templates Collaboration templates
  19. 19. Public versus Private Collaboration templates Intranet Collaboration SharePoint Communication Site Microsoft Teams Public Private
  20. 20. Step 2: Decide on a naming convention per template (optional) Naming convention Name • HR Type • Private Team • DEP HR SharePoint • /teams/dep-private-hr Department Name • Project Sustainability 2022 Type • Private Team • PRJ Sustainability 2022 SharePoint • /teams/prj-private-sustainability Project
  21. 21. Advantages • Easier to find (public) teams through the Microsoft Teams application. • The purpose of the team is clear. Challenge • The application of a naming convention, combined with multiple templates, results in the deployment of provisioning solution. Advantages & challenges Naming convention
  22. 22. Why? • Inactive teams can contain content that should be officially archived or deleted. • Inactive teams take up "space" in the Microsoft 365 tenant. • A long list of inactive teams increases IT's workload around managing. To monitor, and act, on inactive teams. Inactive teams
  23. 23. • Microsoft Teams Administration Center. • Expiration policy with Azure AD. Managing inactive teams Inactive teams
  24. 24. • Automated removal of inactive collaborations after the expiration of X number of days. • Activity check, and automatic renewal, within Microsoft Teams & SharePoint. • Owners responsible for renewing teams. • Removed teams transferred to 30 days recycle bin. Expiration policy with Azure AD Inactive teams
  25. 25. • Microsoft Teams Administration Center. • Expiration policy with Azure AD. • External tools (For example: ShareGate & AvePoint). Managing inactive teams Inactive teams
  26. 26. • Automated cleaning of your Microsoft 365 tenant. • Reduce manual maintenance by IT. • Give employees more responsibility & empowerment. Advantages of managing inactive teams Inactive teams
  27. 27. • Retention policies are necessary to prevent unwanted data loss. • Awareness and sense of responsibility of employees with the role as owners. • “End-of-life" strategy of a template around membership, content and archiving. Challenges of managing inactive teams Inactive teams
  28. 28. 1. Access to teams 2. Sharing links Define the level of external access while collaborating in Microsoft Teams External access
  29. 29. 1. Azure Access Review (Azure AD Premium 2). 2. Custom solution with Azure Logic Apps & Azure Functions. 3. Manual review in Azure AD by IT. Monitor and manage external access External access
  30. 30. • Preventing "shadow-IT". • Providing efficient & modern collaboration. Advantages of enabling external access External access
  31. 31. • Data classification is critical. • Increased responsibility for owners. • Guests, with an account from your Microsoft 365 tenant, are not technically considered a guest but an internal employee. Challenges of enabling external access External access
  32. 32. • Public • Private Determining the privacy setting of the templates Privacy settings
  33. 33. For example: • Private channel in project templates. • Shared channel for department templates. Determining additional channels & tabs per template Channels & tabs
  34. 34. Defining actions by role (owners, members & guests) per template Membership actions & settings
  35. 35. Defining settings per template Membership actions & settings
  36. 36. Options 1. Self-service: Creating a team via the Microsoft Teams application by all or a selection of employees. 2. Provisioning: Requesting, reviewing and automatically creating a team via a form by all or a selection of employees. To define the application, review & creation process of a new team Request, approval and creation process
  37. 37. • Teams' policy (Private & Shared Channels). • Template policies. • Update policy. • App policy. • Meeting & live event policies. • Messaging policies. Define and configure your tenant policies Microsoft Teams policies & settings
  38. 38. • Tagging. • 3rd file storage. • Guest access. Define and configure your tenant policies & settings Microsoft Teams settings
  39. 39. • Multi Factor Authentication (MFA) • Mobile Device Management (MDM) • Conditional Access (CA) Recommended security features Security & compliance
  40. 40. • Information Protection (sensitivity labels) • Data Loss Prevention (DLP) • Information Governance (Retention labels & policies) Recommended compliance features Security & compliance
  41. 41. #TeamsNation Step 2 Our second step towards a succesfull governance strategy
  42. 42. • Get an agreement on all the governance topics. • Present the governance strategy. • Finalize your governance strategy. • Onwards to the final step! Finalize your Microsoft Teams governance strategy Step 2
  43. 43. #TeamsNation Step 3 Our final step!
  44. 44. • Configure your Microsoft Teams policies & settings. • Implement a governance solution (for example: ShareGate Apricot, AvePoint or ProvisionPoint). • Start with your first steering committee meeting. Implementation of your Microsoft Teams governance strategy Step 3
  45. 45. #TeamsNation Conclusion Resources & contact details
  46. 46. • Microsoft Teams evolves, so should your governance strategy! • There is no right or wrong, it is your governance strategy! Final tips Governance
  47. 47. • Plan for governance in Teams • Microsoft Teams Templates • Microsoft 365 Groups and Microsoft Teams • Microsoft 365 groups naming policy • Microsoft 365 group expiration policy • Manage guest access in Microsoft 365 groups • What are Azure AD access reviews? Resources (1) Conclusion
  48. 48. • Groups Governance Toolkit Part 5-External Guests • Overview of teams and channels in Microsoft Teams • Team owner, member, and guest capabilities in Teams • Manage teams in the Microsoft Teams admin center • About admin roles • Microsoft 365 compliance documentation | Microsoft Docs Resources (2) Conclusion
  49. 49. How to contact me! Contact details • @jasoosterveld • https://www.linkedin.com/in/jasperoosterveld • www.jasperoosterveld.com
  50. 50. Rate my session & Calls to Action Rate this session https://teamsnation.rocks/ feedback Attend more sessions and join our keynotes at 19.00 CET Show your love on social using #TeamsNation and @TeamsNation 1 2 3

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