EVENTS OFFICE 365 SPEAKER I AM SPEAKING AT EXPERTS LIVE NETHERLANDS 2022 Posted on July 20, 2022 After two years it is time for Experts Live Netherlands again! I am super happy to be selected as speaker. Below you can find the details of my session: Setup and implement a successful Microsoft Teams governance strategy Microsoft Teams enables organizations to stay connected and access shared content any time to learn, plan, and innovate—together. To guarantee a succesfull rollout and adoption of your Microsoft Teams implementation, it is crucial to setup and implement a Governance strategy. Jasper Oosterveld, Microsoft MVP & Modern Workplace Consultant, has vast experience with the implementation of Microsoft Teams governance strategies. During this session, he is going to share his hands-on approach, so after this session you are ready to setup and implement your own successful governance strategy for Microsoft Teams.

1. PRODUCTIVITY
Setup and implement a
successful Microsoft Teams
governance strategy
Jasper Oosterveld

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Jasper Oosterveld
• Modern Workplace
Consultant
• Microsoft MVP
• Focus on Compliance &
Governance.

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Power of Microsoft Teams
Chat Meetings Calling Apps &
workflows
Collaboration

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Business value
Increase
productivity
Compliant &
secure
Central &
integrated
work
experience
Accelerate
digital
transformation

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Customer worries
1. Teams' explosion
2. Duplication
3. Purpose unclear
4. Findability
5. External access & sharing
6. Being safe and compliant

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Importance of a governance
strategy
Why do you need a governance strategy?

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Four advantages
IT & Business Adoption Law & regulations M365 Groups

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Manage Microsoft 365 Groups (1)

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Manage Microsoft 365 Groups (2)

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Manage Microsoft 365 Groups (3)

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Three step model
Create and maintain a succesfull governance
strategy

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Three steps
1. Governance workshop with business &
IT
2. Define & finalize your governance
strategy
3. Implement your governance strategy

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Three steps
Workshop Define & finalize Implement

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Step 1: Governance
workshop
Topics & participants

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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

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Governance workshop: Participants
IT
• IT Manager
• IT Administrator
Business
• Chief Information Security Officer
• Communication
• HR
• Information Manager

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Steering Committee
A steering committee is established to
monitor the governance strategy of Microsoft
Teams.

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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.

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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.

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Collaboration with Microsoft
Teams
Define your collaboration requirements

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Templates

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Define your templates
• Projects
• Departments
• Customers

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Public versus Private
Intranet Collaboration
SharePoint
Communication
Site
Microsoft Teams

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My advice
• 3 or 4 templates

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Naming convention

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Naming convention
Name
HR
Type
Private
Team
DEP HR
SharePoint
/teams/dep-private-hr

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Advantage
• The purpose is clear.

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Options
1. Provisioning solution
2.Manual
3.Azure Active Directory

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Good to know
• Naming convention + templates =
provisioning

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My advice
• Improves awareness &
manageability.

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Inactive Teams

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Why?
• Content that should be officially
archived or deleted.
• Take up "space" in the Microsoft 365
tenant.
• Increases IT workload.

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Options
• Microsoft Teams Administration Center.
• Expiration policy with Azure AD.
• External tools (For example: ShareGate
& AvePoint).

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Advantages
• Reduce manual maintenance by IT.
• Employee responsibility &
empowerment.

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Challenges
• Prevent data loss.
• Owner awareness and sense of
responsibility.
• “End-of-life" strategy.

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My advice
• Expiration policy with Azure AD for one
year.
• Define & implement data lifecycle
management (retention).

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External access

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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.

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Options: External sharing link
• Everyone
• New & existing guests
• Existing guests
• Disabled.

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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).

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Advantages
1. Prevent "shadow-IT".
2.Providing efficient & modern
collaboration.

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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.

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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.

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Settings per team

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Privacy settings
• Public
• Private

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Channels & tabs
• Determining additional channels & tabs
per template.

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Membership actions & settings
• Available actions of the owners,
members and guests per collaboration
template.
• Available team settings of a
collaboration template.

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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.

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Creation process

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Creation process
Selfservice Provisioning

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Self-service or provisioning?
• Multiple templates
• Naming policy
• External access
• Privacy
• Sharing links
• Channels & tabs

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My advice
• Create a self-service provisioning
solution ;-)

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Microsoft Teams Policy &
Settings:
Manage Microsoft Teams settings, from the
Microsoft Teams Administration Center,
impacting all your rolled-out teams.

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Policies & settings
• Teams' policy (Private & Shared Channels).
• Template policies.
• Update policy.
• App policy.
• Meeting & live event policies.
• Messaging policies.

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Microsoft Teams settings
• Tagging.
• 3rd file storage.
• Guest access.

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Processes & Procedures:
Manage Microsoft Teams settings, from the
Microsoft Teams Administration Center,
impacting all your rolled-out teams.

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Topics
• Back-up & restore
• Employment
• User support
• New features & updates

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Step 2:
Finalize your strategy

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Finalize your governance
strategy
Get agreement Present Finalize

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Step 3:
Implement your strategy

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Implementation
Configure policies &
settings
Kick-off steering
committee
Governance
solution

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Conclusion:
Time to wrap things up!

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Final tips
• Microsoft Teams evolves, so should
your governance strategy!
• There is no right or wrong, it is your
governance strategy!

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Thank you for being here!

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15:30 – 16:20
Teams governance:
undressed. Case studies of
gross mistakes.
Edyta Gorzon

66. 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?

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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