This document summarizes a presentation on setting up and implementing a successful Microsoft Teams governance strategy. The presentation addresses key questions about governance strategy, including what it is, why it's important, and how to set one up. It recommends gathering requirements, finalizing requirements, and implementing requirements. It also discusses who is responsible for the governance strategy, including workshop participants, a steering committee, and administrators and departments. The presentation provides advice and resources for creating templates, managing membership, external access, and other collaboration and governance aspects.

1. 10TH ANNIVERSARY JUBILEE EDITION OF THE
EUROPEAN COLLABORATION SUMMIT
Setup and implement a
successful Microsoft Teams
governance strategy
Jasper Oosterveld
Microsoft MVP & Consultant

3. test

4. About me
• Consultant @ InSpark
• Microsoft MVP
• Amsterdam
• Married
• Father of Flora (9) and Elliott (5)

5. Who is excited for some Governance!

6. Microsoft Teams

7. Key features
Chat Meet Call Collaborate

8. Business value
Integration Productivity Secure

9. Worries from our customers
Explosion Management Secure & safe
collaboration
Adoption

10. Microsoft Teams Governance Strategy

11. Key questions
1. What is a Governance Strategy?
2. Why is a Governance Strategy important?
3. How do I setup a Governance Strategy?
4. Who is responsible for a Governance Strategy?

12. Question number one

13. What is a governance strategy?

14. Question number two

15. Why is a governance strategy important?
Adaptability IT workload Law &
regulations
Adoption &
change
management

16. Adaptability
Pandemic A.I. Mergers or
acquisitions

17. IT workload
Self-service Clear
guidelines
Role based
access

18. Adoption & change management
Guest access Owner Creation
process

19. Law & regulations
Classify &
protect
Retain &
delete

20. Question number three

21. How do you setup a governance strategy?
Gather
requirements
Finalize
requirements
Implement
requirements

22. Gather requirements
• Scope
• Collaboration with Microsoft Teams
• Microsoft Teams policy & settings
• SharePoint & OneDrive
• Processes & procedures
• Data security

23. Collaboration: Templates

24. Examples
• Projects
• Departments
• Customers
• Workgroup

25. My advice
• Start small with a maximum of three to four templates.

26. Collaboration: Naming convention

27. Examples
Team
• DEP HR
SharePoint URL
/teams/dep-private-hr
Team
• PRJ HR
SharePoint URL
/teams/dep-private-hr

28. Naming convention: Options
• Provisioning solution
• Manual
• Azure Active Directory (never used it)

29. Naming convention: Advantages
• Consistency
• Clarity
• Prevent duplication (provisioning)

30. Naming convention: Challenge
• The application of a naming convention, combined with
multiple templates, results in the deployment of provisioning
solution.

31. Naming convention: My advice
• Multiple templates? Always implement a naming convention.

32. Collaboration: Manage inactive teams

33. Manage inactive Teams: Options
• Usage reports (Microsoft Teams Administration Center).
• Expiration policy (Azure AD).
• External tools (For example: ShareGate Management).

34. Manage inactive Teams: Advantages
• Optimize storage space.
• Ensure data security.
• Improve IT workload.

35. Manage inactive Teams: Challenges
• Data Lifecycle Management.
• Employee ownership.
• Identifying inactive teams.

36. Manage inactive Teams: My advice
• Do you have or use ShareGate Migration? Start using ShareGate
Management.
• Turn on expiration policy with Azure AD for one year.
• Start defining your Data Lifecycle Management strategy.

37. Collaboration: External Access

38. Two types
1. Guest access
2. External sharing link

39. What is a guest?
An individual without a license from your Microsoft 365 tenant.

40. Manage Guest Access: Options
1. Access Review (Azure & Azure AD Premium 2).
2. Manual review by IT.
3. Manual review by the owner(s).
4. SharePoint Administration Center.

41. SharePoint Administration Center

42. Manage Guest Access: Options
1. Access Review (Azure & Azure AD Premium 2).
2. Manual review by IT.
3. Manual review by the owner(s).
4. SharePoint Administration Center.
5. External tool (ShareGate Management).

43. Manage External Sharing: Options
1. Manual review by the members & owners.
2. External tool (ShareGate Management).

44. Manage External Sharing

45. Guest Access: Advantages
• Efficient collaboration.
• Increase productivity.

46. Guest Access: Challenges
• Data security risk.
• Internal communication.
• Guests, with an account from your Microsoft 365 tenant, are
not technically considered a guest but an internal employee.

47. Guest Access: My advice
• Enable guest invites for external collaboration templates.
• Enable guest sharing for internal collaboration templates.
• Apply a periodic guest review process.
• Educate your team owners.
• Enable Microsoft Purview Information Protection & Data Loss
Prevention.

48. Collaboration: Manage Membership
Minimal number of two owners per team

49. Two owners: Advantages
• Balanced workload.
• Enhanced security.

50. Two owners: Challenges
• Communication.
• Security risk.

51. Collaboration: Manage Membership
Minimal number of two owners per team
Managing ownerless teams

52. Microsoft 365 Administration Center

53. Manage Ownerless Teams: Options
• Ownerless Groups & active members (Microsoft 365
Administration Center).
• E-mail contact ownerless groups (Azure AD).
• Manually by IT.

54. Manage Ownerless Teams: Advantages
• Reduce IT workload.
• Consistency.

55. Manage Ownerless Teams: Challenges
• Training & education.
• Finding new owners.

56. Manage Ownerless Teams: My advice
• Monitor ownerless groups.
• Delegate to active members.

57. Collaboration: Actions & settings per team

58. Actions & Settings: Options
• Messaging policy (Teams Administration Center).
• Per team (Microsoft Teams).

59. Actions & Settings: My advice
• Give guests the ability to edit or delete their own messages.
• Give only owners, for larger teams, the option to mention the
team and channels.
• Create tags, for larger teams, to notify a selection of people.

60. Collaboration: Privacy per team

61. Privacy: Options
• Public
• Private
• Org-wide

62. Privacy: My advice
• Open-by-default is preferred but check internal processes and
regulations.

63. Collaboration: Channels & tabs

64. Channels & tabs: Options
• Teams Templates.
• Provisioning solution.

65. Channels & tabs: My advice
• Leave it up to your employees.

66. Collaboration: Other requirements

67. Other requirements: Options
• SharePoint homepage & navigation.
• Document versioning.
• Site quota.
• E-mail address & GAL.

68. Other requirements: My advice
• Hide e-mail addresses in GAL.
• Other options: stay with default.

69. Collaboration: Creation process

70. Creation process: Options
• Self-service via Microsoft Teams Application.
• Provisioning solution

71. Creation process: My advice
• Start with provisioning.

72. Collaboration: Tenant settings & policies

73. Tenant Settings: Options
• Teams Settings (tagging & files).
• Teams Policies (private & shared channels).
• Update policies.
• App permission & setup policies.
• Meetings.
• Messaging.

74. Tenant Settings: My advice
• Implement according internal policies & requirements.
• Stay with default when possible.

75. Collaboration: Processes & procedures

76. Options (Teams Admin Center)
1. Back-up & restore
2. Employment process
3. Employee support
4. New features & updates

77. Collaboration: Finalize & implement

78. Finalize
1. Get an agreement on all the governance topics.
2. Finalize your governance strategy.
3. Onwards to the final step!

79. Implement
1. Configure your Microsoft Teams, SharePoint & OneDrive
settings and policies.
2. Schedule a kick-off with the steering committee.
3. Implement one or more governance solution(s). For
example, a provisioning solution.

80. Question number four

81. Who is responsible for a governance
strategy?
Workshop
participants
Steering
committee
Administrators
&
departments

82. Workshop
• IT Manager
• Microsoft 365 Administrator(s)
• Chief Information Security Officer (CISO)
• Communication officer
• Human resource worker
• Information manager(s)

83. Steering committee: Tasks
• Review business requests with impact on the Microsoft Teams
implementation.
• Reviewing the Microsoft 365 roadmap & updates.
• Discuss external factors and potential impact on the Microsoft
Teams implementation.
• Update the Governance strategy.

84. Steering committee: My advice
• 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.

85. Administrators (examples)
• Global administrator
• Microsoft Teams Administrator
• SharePoint Administrator
• User Administrator
• License Administrator
• Service Administrator
• Helpdesk Administrator
• Message Center Reader
• Compliance Administrator

86. Departments (examples)
Department Responsibilities
ICT Provide support.
HR Manage the employment process.
Compliance Safeguard data security regulations.
Communication Maintain communications in the Intranet Portal.

87. Conclusion & resources

88. Last words of wisdom ;-)
• Microsoft Teams evolves, so should your governance strategy!
• There is no right or wrong, it is your governance strategy!

90. Thanks for being here!

91. THANK YOU ♥
Questions?
https://www.linkedin.com/in/jasperoosterveld/

92. Resources (1)
• 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?

93. Resources (2)
• 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
• ShareGate Management

94. Resources (3)
• Manage Teams with policies
• Microsoft Teams Public Preview
• SharePoint Sharing Settings
• Overview of dynamic membership for teams