6 April 2022: Teams10X Virtual Summit | Online event Implementing Microsoft Teams lifecycle governance to stop Team sprawl Microsoft Teams empowers users to collaborate. However without governance it is easy for organizations to create thousands of Teams sites with no clear ownership and no lifecycle. This uncontrolled growth can quickly turn into sprawl resulting in an IT admin headache to manage and lead to user confusion and dissatisfaction as they struggle to identify which is the correct team to use. This session will discuss best practices on how to implement Teams lifecycle management to manage your teams through the following stages: 1. Teams creation 2. Ongoing management 3. End of life

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TEAMS 10X
VIRTUAL SUMMIT
UNLEASH THE POWER OF TEAMS
APRIL 6 & 7

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Implementing Microsoft Teams lifecycle governance
to stop Team sprawl
MVP | UK
Principal Cloud Architect CloudWay
Nikki Chapple

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Nikki Chapple
Nikki.chapple@cloudway.com
linkedin.com/in/nikkichapple
@chapplenikki
Principal Cloud Architect CloudWay
• MVP Office Apps and Services
• Specializing in Microsoft 365 and Teams
governance and compliance
www.nikkichapple.com

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Agenda
1. When should we create a new Team?
2. Why do we have duplicate names?
3. Should we allow guest access?
4. Who can create Teams?
5. Are all these Teams really active?
6. When can we delete a Team?

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1. When should we create a new Team?

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Create your rule book
Purpose
Duration
Guests
Naming convention
Metadata
Security

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2. Why do we have duplicate Team names?

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Azure AD Group Naming Policy
Blocked words
Group naming
Prefix or suffix
Static text or User attributes

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3. Should we allow guest access?
Privacy
Private
Public
User selects
External access
Internal only
Allow guests
SharePoint site
sharing settings
Internal only
Existing guests
Existing & new
guests
Anyone
Azure Conditional
Access: Access
SharePoint site from
unmanaged devices
All
Web only
Block
Azure Conditional
Access:
Authentication
context (PREVIEW)
Enforce MFA
Terms of Use
App protection
MCAS block
download

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4. Who can create Teams?
Restricted
Open
User driven & governed

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Impact of limiting Team creation
App or service Experience
Outlook No option to create a group
Planner Add plan to an existing group
Project for the web Suggests using an existing group
SharePoint Still able to create a team site that is not connected to a group
Teams Create team from a group
Yammer No option to create a community

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User adoption
Owners accountability
Teams templates
Onboarding
Knowledge base
Continuous change
Reinforce

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Prosci® ADKAR® Model
© Prosci. All rights reserved

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User driven but governed
Request a
new Team
Create from
scratch or
template
Naming
standard with
duplicate
check
Sensitivity
labels
Multiple
owners
Approval

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Are teams active?
Do they have owners?
Are there duplicate team names?
Should they have guests?
5. Are all these Teams really active?

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Teams Usage report
Id DisplayName Privacy
Active
Users
Active
Channels Guests
Reply
Messages
Post
Messages
Meetings
Organized
Urgent
Messages Reactions Mentions
Channel
Messages LastActivity (UTC Time)
74820d28-b606-4677-
89d1-c1eafa2a6f43 Automation R&D Private 32 6 11 327 335 59 19 140 730 281 2022-04-05T08:16:43Z
4558126b-37ea-4644-
bced-eb106d6c8956 Client F-ID252343 Private 11 1 0 49 74 0 3 0 0 12 2022-04-01T15:16:42Z
dabb80b4-b4cd-45d3-
8ed5-fc2bee1ccf79 Team A Private 1 1 0 0 1 0 0 0 0 0 2022-01-15T23:04:29Z
9dde49ee-5459-4b5f-
a546-cdb47534483e IT Private 13 1 0 0 1 12 0 0 0 14 2022-03-03T11:58:48Z
00e8874d-7ab0-4357-
b402-110933c782ae Retail Private 32 9 3 327 335 59 19 140 730 281 2022-03-26T15:20:51Z
f8f746b6-b2c2-4f71-
8c56-d1266fe9475e Retail Private 15 1 0 0 0 0 0 0 0 0 2022-03-13T20:54:48Z
Benefits
• Active users
• Active Teams
• Volume of activity
• Last activity
Limitations
• Only shows active Teams in reporting period
• No owners
• No sensitivity labels
• Maximum last 90 days

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Manage Teams list
Name
Standard
Channels
Private
Channels
Team
MembersOwnersGuests Privacy Status Description Classification Groups Id
Expiration
Date
Mark 8 Project
Team 5 0 18 3 0 Private Archived Mark 8 Project Team 0a2….
Retail 2 2 0 2 0 Private Active Retail 00e8..
Digital Initiative
Public Relations 1 0 19 0 0 Private Active
Digital Initiative
Public Relations 10ab….
Positives
• All Teams
• Ownerless teams
• Expiration date
• Is archived
Limitations
• No sensitivity labels

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SharePoint site usage
Benefits
•File activity volumes
•Last activity date
•Sensitivity label
•External sharing
Limitations
•Is site name the same as team name?
"Site
name"
Channel
sites Hub
Last activity
(UTC) Date created
Storage
used (%)
Files viewed
or edited
Page
views
Page
visits Files Sensitivity
External
sharing Segments
123-123 1 site
10/19/2021
5:00:00 PM
5/25/2021
4:03:59 PM 0 0 0 0 6 External On
A team 3 sites
5/24/2021
12:32:39 PM 0 0 0 0 0 External On
B Team
5/24/2021
12:00:37 PM 0 0 0 0 0 External On
C Team
10/31/2021
5:00:00 PM
5/24/2021
12:12:56 PM 0 0 0 0 1 Internal Off
D Team
5/24/2021
12:16:58 PM 0 0 0 0 0 Internal Off

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Available but
fragmented
• Last active date
• Activity levels
• No of users
• No of guests
• Sensitivity label
• External sharing
Not available
• Business owner
• Team purpose
• Required duration
Problems with
Standard
reporting in
Microsoft 365

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7. When we delete a Team?
Expiring
Archiving
Deletion
Retention

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Microsoft 365 Group Expiration flow
Ifgroup is not renewed it expires.
Expiration will delete your Team
including chats and files

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Expiration policies end user communications

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Deletion

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Archiving
• Freeze activity
Chat and optional Site become read only
Owner can still edit Teams
Discoverable in search

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Retention policies
Teams chats
Teams channel
messages
Teams private
channel messages
SharePoint sites
Microsoft 365
Groups

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Retention Scopes
• Users
• Groups
Static scope
• User
• Locations
• Departments
• Sites
• Name
• Refinable string
• Group
• Name
• Custom attributes
Dynamic scope

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Conclusion

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Teams sprawl occurs because
No rule book
No
accountability
No
monitoring
No lifecycle
management

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Must balance the
needs of users &
security

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Use standard functionality
Creation
Teams templates
Naming conventions
Sensitivity labels
Lifecycle
management
Expiration policies
Retention policies
Archiving
Reporting
Teams Admin center
SharePoint admin
center
End user can see usage
in their Teams

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Low code: Govern Teams creation
Request a
new Team
Create from
scratch or
template
Naming
standard
with
duplicate
check
Sensitivity
labels
Multiple
owners
Approval Track status

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Develop: Govern
Teams lifecycle
with Microsoft
graph

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Buy: Team lifecycle governance solution
Empowered
users
Self service
creation
Templates
Metadata
End of life
management
Reporting
and insights
Fully
supported
Development
roadmap

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REMEMBER
Microsoft Teams
governance is not
a project, it’s a
lifestyle
Start small and
grow

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Case Study
Case study

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A Company
Global organization with
multiple operating companies
25K plus users
Digital strategy: Consolidate to
Microsoft 365 & Teams

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Start - no governance or standardization
27,000
Groups &
Teams
+400
Teams
monthly
250 TB
SPO full

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Groups and Teams governance
implemented
6 months 🔁
Renewal
period
2 +⬆️
Team
owners
50%⬇️
Reduction
in Teams

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Any Questions?
• Scan to read my blog

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SPONSORS

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Thank You