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InSpark
MICROSOFT 365
Virtual MARATHON
May 27 & 28, 2020
36 hours / 2 days
MICROSOFT 365 VIRTUAL MARATHON
Microsoft Teams & Governance: A - Z
Jasper Oosterveld
Broughtto youby:
TheGlobalMicrosoft Community
M365VirtualMarathon.com| #M365VM
InSpark
MICROSOFT 365
Virtual MARATHON
May 27 & 28, 2020
36 hours / 2 days
Mark Your Calendars:
March 23-25, 2021
MGM Grand Resort
Las Vegas, Nevada, USA
M365Conf.com
#M365CONF
TheSharePoint Conferenceis nowTheMicrosoft 365 CollaborationConference
Broughtto youby:
TheGlobalMicrosoft Community
M365VirtualMarathon.com| #M365VM
InSpark
THANK YOU TO ALL OUR GENEROUS SPONSORS
InSpark
 Jasper Oosterveld
 Modern Workplace Consultant at InSpark
 Microsoft MVP
 Governance, Compliance & Microsoft Teams
 Amsterdam, the Netherlands
LET ME INTRODUCE MYSELF…
Broughtto youby:
TheGlobalMicrosoft Community
M365VirtualMarathon.com| #M365VM
InSpark
 Visit the Vendors Booth, Sessions and Watch the Videos
 Submit Your Answers to Enter the Raffle
 You need at least 5 correct answers then submit for a chance to win one of 3
(One in each Americas, APAC, EMEA)
ARE YOU READY FOR A RAFFLE?
WE ARE GIVING AWAY 3 OCULUS QUEST ALL IN ONE!
https://bit.ly/m365raffle
InSpark
A SUCCESFUL MICROSOFT TEAMS
GOVERNANCE
1. Governance workshop
2. Governance strategy
3. Governance implementation
InSpark
Welcome to Microsoft Teams
InSpark
Meetings Calling Files
Apps &
workflows
Chats
MICROSOFT TEAMS: HUB FOR COLLABORATION
InSpark
CHAT
Less e-
mail
Open &
informal
culture
Anywhere,
any device
InSpark
MEETINGS
Efficient
meetings
Increase
engagement
Reduce
travel
InSpark
FILES
Save time Smarter
collaboration
Share with
guests
InSpark
APPS & WORKFLOW
Integration
external
services
Streamline
business
processes
Save costs
InSpark
BUSINESS VALUE OF MICROSOFT TEAMS
Increase
productivity Compliant &
secure
Central &
integrated
work
experience
Accelerate
digital
transformation
InSpark
1. Teams explosion
2. Duplication
3. Purpose unclear
4. Findability
5. Complexity
6. Data leak
CUSTOMER WORRIES
InSpark
Increased IT maintenanceFailed user adoption
RESULTS IN:
InSpark
The importance of governance
InSpark
CONNECTING IT & BUSINESS
Broughtto youby:
TheGlobalMicrosoft Community
M365VirtualMarathon.com| #M365VM
InSpark
CONTRIBUTE TO A SUCCESFUL ADOPTION
Broughtto youby:
TheGlobalMicrosoft Community
M365VirtualMarathon.com| #M365VM
InSpark
INTEGRATION OF PROCEDURES, LAW & REGULATIONS
Broughtto youby:
TheGlobalMicrosoft Community
M365VirtualMarathon.com| #M365VM
InSpark
MANAGE MICROSOFT 365 GROUPS
Broughtto youby:
TheGlobalMicrosoft Community
M365VirtualMarathon.com| #M365VM
InSpark
Azure Active Directory
Microsoft 365 Groups
InSpark
WHERE DID MY TEAM GO!?!
InSpark
1. GOVERNANCE WORKSHOP
 Scope
 Vision & goals
 Steering committee
 Roles & responsibilities
 Microsoft Teams & related services workload
 Processes & procedures
 New features & updates
InSpark
MICROSOFT TEAMS WORKLOAD
 Collaboration formats
 Naming convention
 External access
 Expiration policy
 Privacy
 Back-up & restore
 Compliance
 Creation process
InSpark
 Departments
 Projects
 Cross-departments
 Customers
COLLABORATION TEMPLATES - EXAMPLES
InSpark
 Keep it simple & start small
COLLABORATION TEMPLATES - MY ADVICE
InSpark
 Automatically add a word & prefix and /or suffix with an AAD property (license: Azure AD P1).
 Connect to a provisioning solution.
 Leave it up to the employee.
 None.
NAMING CONVENTION - OPTIONS
InSpark
 Microsoft Teams: PROJ – Mobile Portal
 SharePoint URL: /teams/proj-mobileportal (provisioning only)
NAMING CONVENTION - EXAMPLE
InSpark
NAMING CONVENTION – ADVANTAGES & CHALLENGES
Advantages
 Improves the findability of a team in Microsoft Teams.
Challenges
 Automatic naming policy requires up-to-date AAD.
 Automatic naming policy doesn’t work with multiple collaboration templates.
 Employees will forget to apply the naming policy with a self-service scenario.
 Naming policy for multiple collaboration templates result in a provisioning solution.
InSpark
NAMING CONVENTION – MY ADVICE
 Only apply when its necessary.
 For example: A local municipality / district shares its Office 365 tenant with other municipalities /
districts . They apply a naming convention so its clear where a team belongs to.
InSpark
 Allow for all teams.
 Allow for a selection of teams.
 Disable for all teams.
 Decide with sensitivity label (preview).
EXTERNAL ACCESS - OPTIONS
InSpark
EXTERNAL ACCESS – ADVANTAGES & CHALLENGES
Advantages
 Reduce shadow IT.
 Efficient collaboration.
Challenges
 Data classification is crucial.
 Increased responsibility for the owners.
InSpark
 Turn on for all teams.
 Apply a periodic review with Azure Access Reviews (license: Azure AD P2) or own solution.
 Apply social control.
 Educate the teams owners.
 Start with data classification.
EXTERNAL ACCESS – MY ADVICE
InSpark
 All teams
 Selection of teams
 None
License: Azure AD P1
EXPIRATION POLICY - OPTIONS
InSpark
 Team members views, edits, downloads, moves, shares, or uploads a file.
 Team members opens a channel in the team.
EXPIRATION POLICY - ACTIVITY CHECK
InSpark
EXPIRATION POLICY - ADVANTAGES & CHALLENGES
Advantages
 Keep your Office 365 tenant clean.
 Reduce maintenance for IT.
Challenges
 Rely on Microsoft default backup & restore (gone=gone).
 Increased responsibility for the owners.
 Retention policies need to be clear.
InSpark
 Turn on for one year.
 Apply retention policies to prevent unwanted data loss.
EXTERNAL ACCESS – MY ADVICE
InSpark
 Private
 Public
 Org-wide
PRIVACY - OPTIONS
InSpark
 Open by default
 Be aware: Owners can change the privacy setting.
EXTERNAL ACCESS - MY ADVICE
InSpark
 Teams are stored for 30 days in a recycle bin.
 Channels are stored for 30 days in a recycle bin.
 Content is stored for 93 days in a recycle bin (SharePoint).
 Videos are stored for 30 days in a recycle bin (Stream).
Be aware:
 Planner doesn’t have a recycle bin.
BACKUP & RESTORE - OPTIONS
InSpark
 Review default options and match with regulations & internal agreements.
 3rd party vendors (for example: AvePoint) offer backup solutions.
 Apply retention rules to prevent deletion of chat and / or content.
BACKUP & RESTORE – MY ADVICE
InSpark
 Privacy: Public or Private
 Guest access: Allowed or blocked
 Unmanaged devices: Block or limit access to SharePoint content from devices that aren't hybrid AD
joined or compliant in Intune.
 Be aware: Label doesn’t apply to the content.
SENSITIVITY LABELS – OPTIONS (PREVIEW)
InSpark
SENSITIVITY LABELS - EXAMPLE
InSpark
SENSITIVITY LABELS - EXAMPLE
InSpark
 Don’t apply preview features in a production tenant.
 Once in GA: Combine with self-service team creation.
 Define & implement data classification in a separate project.
SENSITIVITY LABELS – MY ADVICE
InSpark
 Prevent the sharing of sensitive information in chat. For example: Social security number.
 Prevent the (external) sharing of documents containing sensitive information.
 Be aware: You need an Office 365 E5 license for DLP & chat.
DLP – OPTIONS
InSpark
DLP - EXAMPLE
InSpark
DLP - EXAMPLE
InSpark
 Match regulations and internal procedures with the usage of Microsoft Teams.
 Test! Test! Test!
 Educate & inform your employees.
 Define & implement in a separate project.
DLP - MY ADVICE
InSpark
 Retain content or chat for X period.
 Retain & delete content or chat for X period.
 Delete content or chat for X period.
 Be aware: Retention for chat isn’t supported for private channels.
RETENTION - OPTIONS
InSpark
 Match regulations and internal procedures with the usage of Microsoft Teams.
 Test! Test! Test!
 Educate & inform your employees.
 Define & implement in a separate project.
RETENTION - MY ADVICE
InSpark
 Self-service for all employees via the Microsoft Teams application.
 Self-service for a selection of employees via the Microsoft Teams application.
 Controlled & approved process with a provisioning solution for all employees.
CREATION PROCESS - OPTIONS
InSpark
Self-service of provisioning is determined by the following requirements:
 Collaboration formats.
 Collaboration formats with unique naming policies.
 Collaboration formats with strict external access policies.
 Collaboration formats with different expiration policies.
CREATION PROCESS - MY ADVICE
InSpark
 Policies: Discover private teams & create private channels
 Message policies: modify messages, fun factor & read receipts.
 Apps: Allow, specify or block Microsoft & 3rd party apps.
 Settings: Tagging & 3rd party file storage.
MICROSOFT TEAMS - SETTINGS
InSpark
2: GOVERNANCE STRATEGY
 Get an agreement on all the topics.
 Add these into a document.
 Present findings.
 Finalize your governance strategy.
InSpark
3: GOVERNANCE IMPLEMENTATION
 Configure your Microsoft Teams settings.
 Implement a governance solution (for example: ShareGate Apricot or AvePoint
Cloud Governance for Office 365).
InSpark
CONSIDER DONATING TO THE FOLLOWING CHARITY RELIEF FUNDS:
UNITED WAY: HTTPS://GIVE.UWKC.ORG/M365VM
INTERNATIONAL MEDICAL CORPS: HTTPS://BIT.LY/MEDICALCORPSFUND
10% OF FUNDS FROMSPONSORS GOTO SUPPORT COMMUNITY RELIEF.
FOR MORE INFORMATION WRITE TOINFO@M365VIRTUALMARATHON.COM
InSpark
MICROSOFT 365
Virtual MARATHON
May 27 & 28, 2020
36 hours / 2 days
THANK YOU FOR JOINING US!
DO YOU HAVE ANY QUESTIONS?
Speaker feedback
https://bit.ly/M365VMSpeakerFeedback
Event feedback
https://bit.ly/M365VMFeedback
InSpark
MICROSOFT 365
Virtual MARATHON
May 27 & 28, 2020
36 hours / 2 days
THANK YOU FOR JOINING US!
DO YOU HAVE ANY QUESTIONS?
Find me on Twitter: @jasoosterveld
Broughtto youby:
TheGlobalMicrosoft Community
M365VirtualMarathon.com| #M365VM

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M365 Virtual Marathon - Microsoft Teams Governance

  • 1. InSpark MICROSOFT 365 Virtual MARATHON May 27 & 28, 2020 36 hours / 2 days MICROSOFT 365 VIRTUAL MARATHON Microsoft Teams & Governance: A - Z Jasper Oosterveld Broughtto youby: TheGlobalMicrosoft Community M365VirtualMarathon.com| #M365VM
  • 2. InSpark MICROSOFT 365 Virtual MARATHON May 27 & 28, 2020 36 hours / 2 days Mark Your Calendars: March 23-25, 2021 MGM Grand Resort Las Vegas, Nevada, USA M365Conf.com #M365CONF TheSharePoint Conferenceis nowTheMicrosoft 365 CollaborationConference Broughtto youby: TheGlobalMicrosoft Community M365VirtualMarathon.com| #M365VM
  • 3. InSpark THANK YOU TO ALL OUR GENEROUS SPONSORS
  • 4. InSpark  Jasper Oosterveld  Modern Workplace Consultant at InSpark  Microsoft MVP  Governance, Compliance & Microsoft Teams  Amsterdam, the Netherlands LET ME INTRODUCE MYSELF… Broughtto youby: TheGlobalMicrosoft Community M365VirtualMarathon.com| #M365VM
  • 5. InSpark  Visit the Vendors Booth, Sessions and Watch the Videos  Submit Your Answers to Enter the Raffle  You need at least 5 correct answers then submit for a chance to win one of 3 (One in each Americas, APAC, EMEA) ARE YOU READY FOR A RAFFLE? WE ARE GIVING AWAY 3 OCULUS QUEST ALL IN ONE! https://bit.ly/m365raffle
  • 6. InSpark A SUCCESFUL MICROSOFT TEAMS GOVERNANCE 1. Governance workshop 2. Governance strategy 3. Governance implementation
  • 8. InSpark Meetings Calling Files Apps & workflows Chats MICROSOFT TEAMS: HUB FOR COLLABORATION
  • 13. InSpark BUSINESS VALUE OF MICROSOFT TEAMS Increase productivity Compliant & secure Central & integrated work experience Accelerate digital transformation
  • 14. InSpark 1. Teams explosion 2. Duplication 3. Purpose unclear 4. Findability 5. Complexity 6. Data leak CUSTOMER WORRIES
  • 15. InSpark Increased IT maintenanceFailed user adoption RESULTS IN:
  • 17. InSpark CONNECTING IT & BUSINESS Broughtto youby: TheGlobalMicrosoft Community M365VirtualMarathon.com| #M365VM
  • 18. InSpark CONTRIBUTE TO A SUCCESFUL ADOPTION Broughtto youby: TheGlobalMicrosoft Community M365VirtualMarathon.com| #M365VM
  • 19. InSpark INTEGRATION OF PROCEDURES, LAW & REGULATIONS Broughtto youby: TheGlobalMicrosoft Community M365VirtualMarathon.com| #M365VM
  • 20. InSpark MANAGE MICROSOFT 365 GROUPS Broughtto youby: TheGlobalMicrosoft Community M365VirtualMarathon.com| #M365VM
  • 22. InSpark WHERE DID MY TEAM GO!?!
  • 23. InSpark 1. GOVERNANCE WORKSHOP  Scope  Vision & goals  Steering committee  Roles & responsibilities  Microsoft Teams & related services workload  Processes & procedures  New features & updates
  • 24. InSpark MICROSOFT TEAMS WORKLOAD  Collaboration formats  Naming convention  External access  Expiration policy  Privacy  Back-up & restore  Compliance  Creation process
  • 25. InSpark  Departments  Projects  Cross-departments  Customers COLLABORATION TEMPLATES - EXAMPLES
  • 26. InSpark  Keep it simple & start small COLLABORATION TEMPLATES - MY ADVICE
  • 27. InSpark  Automatically add a word & prefix and /or suffix with an AAD property (license: Azure AD P1).  Connect to a provisioning solution.  Leave it up to the employee.  None. NAMING CONVENTION - OPTIONS
  • 28. InSpark  Microsoft Teams: PROJ – Mobile Portal  SharePoint URL: /teams/proj-mobileportal (provisioning only) NAMING CONVENTION - EXAMPLE
  • 29. InSpark NAMING CONVENTION – ADVANTAGES & CHALLENGES Advantages  Improves the findability of a team in Microsoft Teams. Challenges  Automatic naming policy requires up-to-date AAD.  Automatic naming policy doesn’t work with multiple collaboration templates.  Employees will forget to apply the naming policy with a self-service scenario.  Naming policy for multiple collaboration templates result in a provisioning solution.
  • 30. InSpark NAMING CONVENTION – MY ADVICE  Only apply when its necessary.  For example: A local municipality / district shares its Office 365 tenant with other municipalities / districts . They apply a naming convention so its clear where a team belongs to.
  • 31. InSpark  Allow for all teams.  Allow for a selection of teams.  Disable for all teams.  Decide with sensitivity label (preview). EXTERNAL ACCESS - OPTIONS
  • 32. InSpark EXTERNAL ACCESS – ADVANTAGES & CHALLENGES Advantages  Reduce shadow IT.  Efficient collaboration. Challenges  Data classification is crucial.  Increased responsibility for the owners.
  • 33. InSpark  Turn on for all teams.  Apply a periodic review with Azure Access Reviews (license: Azure AD P2) or own solution.  Apply social control.  Educate the teams owners.  Start with data classification. EXTERNAL ACCESS – MY ADVICE
  • 34. InSpark  All teams  Selection of teams  None License: Azure AD P1 EXPIRATION POLICY - OPTIONS
  • 35. InSpark  Team members views, edits, downloads, moves, shares, or uploads a file.  Team members opens a channel in the team. EXPIRATION POLICY - ACTIVITY CHECK
  • 36. InSpark EXPIRATION POLICY - ADVANTAGES & CHALLENGES Advantages  Keep your Office 365 tenant clean.  Reduce maintenance for IT. Challenges  Rely on Microsoft default backup & restore (gone=gone).  Increased responsibility for the owners.  Retention policies need to be clear.
  • 37. InSpark  Turn on for one year.  Apply retention policies to prevent unwanted data loss. EXTERNAL ACCESS – MY ADVICE
  • 38. InSpark  Private  Public  Org-wide PRIVACY - OPTIONS
  • 39. InSpark  Open by default  Be aware: Owners can change the privacy setting. EXTERNAL ACCESS - MY ADVICE
  • 40. InSpark  Teams are stored for 30 days in a recycle bin.  Channels are stored for 30 days in a recycle bin.  Content is stored for 93 days in a recycle bin (SharePoint).  Videos are stored for 30 days in a recycle bin (Stream). Be aware:  Planner doesn’t have a recycle bin. BACKUP & RESTORE - OPTIONS
  • 41. InSpark  Review default options and match with regulations & internal agreements.  3rd party vendors (for example: AvePoint) offer backup solutions.  Apply retention rules to prevent deletion of chat and / or content. BACKUP & RESTORE – MY ADVICE
  • 42. InSpark  Privacy: Public or Private  Guest access: Allowed or blocked  Unmanaged devices: Block or limit access to SharePoint content from devices that aren't hybrid AD joined or compliant in Intune.  Be aware: Label doesn’t apply to the content. SENSITIVITY LABELS – OPTIONS (PREVIEW)
  • 45. InSpark  Don’t apply preview features in a production tenant.  Once in GA: Combine with self-service team creation.  Define & implement data classification in a separate project. SENSITIVITY LABELS – MY ADVICE
  • 46. InSpark  Prevent the sharing of sensitive information in chat. For example: Social security number.  Prevent the (external) sharing of documents containing sensitive information.  Be aware: You need an Office 365 E5 license for DLP & chat. DLP – OPTIONS
  • 49. InSpark  Match regulations and internal procedures with the usage of Microsoft Teams.  Test! Test! Test!  Educate & inform your employees.  Define & implement in a separate project. DLP - MY ADVICE
  • 50. InSpark  Retain content or chat for X period.  Retain & delete content or chat for X period.  Delete content or chat for X period.  Be aware: Retention for chat isn’t supported for private channels. RETENTION - OPTIONS
  • 51. InSpark  Match regulations and internal procedures with the usage of Microsoft Teams.  Test! Test! Test!  Educate & inform your employees.  Define & implement in a separate project. RETENTION - MY ADVICE
  • 52. InSpark  Self-service for all employees via the Microsoft Teams application.  Self-service for a selection of employees via the Microsoft Teams application.  Controlled & approved process with a provisioning solution for all employees. CREATION PROCESS - OPTIONS
  • 53. InSpark Self-service of provisioning is determined by the following requirements:  Collaboration formats.  Collaboration formats with unique naming policies.  Collaboration formats with strict external access policies.  Collaboration formats with different expiration policies. CREATION PROCESS - MY ADVICE
  • 54. InSpark  Policies: Discover private teams & create private channels  Message policies: modify messages, fun factor & read receipts.  Apps: Allow, specify or block Microsoft & 3rd party apps.  Settings: Tagging & 3rd party file storage. MICROSOFT TEAMS - SETTINGS
  • 55. InSpark 2: GOVERNANCE STRATEGY  Get an agreement on all the topics.  Add these into a document.  Present findings.  Finalize your governance strategy.
  • 56. InSpark 3: GOVERNANCE IMPLEMENTATION  Configure your Microsoft Teams settings.  Implement a governance solution (for example: ShareGate Apricot or AvePoint Cloud Governance for Office 365).
  • 57. InSpark CONSIDER DONATING TO THE FOLLOWING CHARITY RELIEF FUNDS: UNITED WAY: HTTPS://GIVE.UWKC.ORG/M365VM INTERNATIONAL MEDICAL CORPS: HTTPS://BIT.LY/MEDICALCORPSFUND 10% OF FUNDS FROMSPONSORS GOTO SUPPORT COMMUNITY RELIEF. FOR MORE INFORMATION WRITE TOINFO@M365VIRTUALMARATHON.COM
  • 58. InSpark MICROSOFT 365 Virtual MARATHON May 27 & 28, 2020 36 hours / 2 days THANK YOU FOR JOINING US! DO YOU HAVE ANY QUESTIONS? Speaker feedback https://bit.ly/M365VMSpeakerFeedback Event feedback https://bit.ly/M365VMFeedback
  • 59. InSpark MICROSOFT 365 Virtual MARATHON May 27 & 28, 2020 36 hours / 2 days THANK YOU FOR JOINING US! DO YOU HAVE ANY QUESTIONS? Find me on Twitter: @jasoosterveld Broughtto youby: TheGlobalMicrosoft Community M365VirtualMarathon.com| #M365VM