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PRODUCTIVITY
Setup and implement a
successful Microsoft Teams
governance strategy
Jasper Oosterveld
PRODUCTIVITY
Jasper Oosterveld
• Modern Workplace
Consultant
• Microsoft MVP
• Focus on Compliance &
Governance.
PRODUCTIVITY
Power of Microsoft Teams
Chat Meetings Calling Apps &
workflows
Collaboration
PRODUCTIVITY
Business value
Increase
productivity
Compliant &
secure
Central &
integrated
work
experience
Accelerate
digital
transformation
PRODUCTIVITY
Customer worries
1. Teams' explosion
2. Duplication
3. Purpose unclear
4. Findability
5. External access & sharing
6. Being safe and compliant
PRODUCTIVITY
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Importance of a governance
strategy
Why do you need a governance strategy?
PRODUCTIVITY
Four advantages
IT & Business Adoption Law & regulations M365 Groups
PRODUCTIVITY
Manage Microsoft 365 Groups (1)
PRODUCTIVITY
Manage Microsoft 365 Groups (2)
PRODUCTIVITY
Manage Microsoft 365 Groups (3)
PRODUCTIVITY
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Three step model
Create and maintain a succesfull governance
strategy
PRODUCTIVITY
Three steps
1. Governance workshop with business &
IT
2. Define & finalize your governance
strategy
3. Implement your governance strategy
PRODUCTIVITY
Three steps
Workshop Define & finalize Implement
PRODUCTIVITY
PRODUCTIVITY
Step 1: Governance
workshop
Topics & participants
PRODUCTIVITY
Governance workshop: Topics
1. Steering committee
2. Roles & responsibilities
3. Collaboration with Microsoft Teams
4. Microsoft Teams policy & settings
5. SharePoint Team Site & OneDrive
6. Processes & procedures
7. Security & compliance
PRODUCTIVITY
Governance workshop: Participants
IT
• IT Manager
• IT Administrator
Business
• Chief Information Security Officer
• Communication
• HR
• Information Manager
PRODUCTIVITY
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Steering Committee
A steering committee is established to
monitor the governance strategy of Microsoft
Teams.
PRODUCTIVITY
Tasks
• Review business requests.
• Reviewing the Microsoft 365 roadmap &
updates.
• Discuss external factors and potential impact
on the Microsoft Teams implementation.
• Update your Governance strategy.
PRODUCTIVITY
Recommendations
• Maximum of 7 members.
• Members are stakeholders from the organization
(and one delegate from the system integrator).
• Chief Information Security Officer.
• Decision-making authority.
• At least one meeting per quarter.
PRODUCTIVITY
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Collaboration with Microsoft
Teams
Define your collaboration requirements
PRODUCTIVITY
PRODUCTIVITY
Templates
PRODUCTIVITY
Define your templates
• Projects
• Departments
• Customers
PRODUCTIVITY
Public versus Private
Intranet Collaboration
SharePoint
Communication
Site
Microsoft Teams
PRODUCTIVITY
My advice
• 3 or 4 templates
PRODUCTIVITY
PRODUCTIVITY
Naming convention
PRODUCTIVITY
Naming convention
Name
HR
Type
Private
Team
DEP HR
SharePoint
/teams/dep-private-hr
PRODUCTIVITY
Advantage
• The purpose is clear.
PRODUCTIVITY
Options
1. Provisioning solution
2.Manual
3.Azure Active Directory
PRODUCTIVITY
Good to know
• Naming convention + templates =
provisioning
PRODUCTIVITY
My advice
• Improves awareness &
manageability.
PRODUCTIVITY
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Inactive Teams
PRODUCTIVITY
Why?
• Content that should be officially
archived or deleted.
• Take up "space" in the Microsoft 365
tenant.
• Increases IT workload.
PRODUCTIVITY
Options
• Microsoft Teams Administration Center.
• Expiration policy with Azure AD.
• External tools (For example: ShareGate
& AvePoint).
PRODUCTIVITY
Advantages
• Reduce manual maintenance by IT.
• Employee responsibility &
empowerment.
PRODUCTIVITY
Challenges
• Prevent data loss.
• Owner awareness and sense of
responsibility.
• “End-of-life" strategy.
PRODUCTIVITY
My advice
• Expiration policy with Azure AD for one
year.
• Define & implement data lifecycle
management (retention).
PRODUCTIVITY
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External access
PRODUCTIVITY
Options: Add guestss
• Allow for all teams.
• Allow for a selection of teams.
• Allow and give the responsibility to the
owners.
• Disable for all teams.
PRODUCTIVITY
Options: External sharing link
• Everyone
• New & existing guests
• Existing guests
• Disabled.
PRODUCTIVITY
Monitor and manage external
access
1. Azure Access Review (Azure AD
Premium 2).
2.Manual review in Azure AD by IT.
3.External tools (For example: ShareGate
& AvePoint).
PRODUCTIVITY
Advantages
1. Prevent "shadow-IT".
2.Providing efficient & modern
collaboration.
PRODUCTIVITY
Challenges
• 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.
PRODUCTIVITY
My advice
• Turn on for all external targeted
templates.
• Apply a periodic review process of
guests.
• Educate your team owners.
• Start with an information protection
implementation.
PRODUCTIVITY
PRODUCTIVITY
Settings per team
PRODUCTIVITY
Privacy settings
• Public
• Private
PRODUCTIVITY
Channels & tabs
• Determining additional channels & tabs
per template.
PRODUCTIVITY
Membership actions & settings
• Available actions of the owners,
members and guests per collaboration
template.
• Available team settings of a
collaboration template.
PRODUCTIVITY
My advice
• Try to stay with the default when possible.
• 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.
PRODUCTIVITY
PRODUCTIVITY
Creation process
PRODUCTIVITY
Creation process
Selfservice Provisioning
PRODUCTIVITY
Self-service or provisioning?
• Multiple templates
• Naming policy
• External access
• Privacy
• Sharing links
• Channels & tabs
PRODUCTIVITY
My advice
• Create a self-service provisioning
solution ;-)
PRODUCTIVITY
PRODUCTIVITY
Microsoft Teams Policy &
Settings:
Manage Microsoft Teams settings, from the
Microsoft Teams Administration Center,
impacting all your rolled-out teams.
PRODUCTIVITY
Policies & settings
• Teams' policy (Private & Shared Channels).
• Template policies.
• Update policy.
• App policy.
• Meeting & live event policies.
• Messaging policies.
PRODUCTIVITY
Microsoft Teams settings
• Tagging.
• 3rd file storage.
• Guest access.
PRODUCTIVITY
PRODUCTIVITY
Processes & Procedures:
Manage Microsoft Teams settings, from the
Microsoft Teams Administration Center,
impacting all your rolled-out teams.
PRODUCTIVITY
Topics
• Back-up & restore
• Employment
• User support
• New features & updates
PRODUCTIVITY
PRODUCTIVITY
Step 2:
Finalize your strategy
PRODUCTIVITY
Finalize your governance
strategy
Get agreement Present Finalize
PRODUCTIVITY
PRODUCTIVITY
Step 3:
Implement your strategy
PRODUCTIVITY
Implementation
Configure policies &
settings
Kick-off steering
committee
Governance
solution
PRODUCTIVITY
PRODUCTIVITY
Conclusion:
Time to wrap things up!
PRODUCTIVITY
Final tips
• Microsoft Teams evolves, so should
your governance strategy!
• There is no right or wrong, it is your
governance strategy!
PRODUCTIVITY
Thank you for being here!
PRODUCTIVITY
15:30 – 16:20
Teams governance:
undressed. Case studies of
gross mistakes.
Edyta Gorzon
PRODUCTIVITY
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?
PRODUCTIVITY
Resources (2)
• 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

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