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Implementing Microsoft Teams
lifecycle governance to stop
Team sprawl
Nikki Chapple
Principal Cloud Architect
About the Speaker
Nikki Chapple
Principal Cloud Architect
www.nikkichapple.com
https://www.linkedin.com/in/nikkichapple/
@chapplenikki
Specialising in Microsoft 365 and Teams
governance and compliance
 Issues
 The importance of the rule book
 Teams creation governance
 Reporting
 Team lifecycle governance
 Case study
Implementing Microsoft Teams lifecycle governance to stop Team sprawl | MN Microsoft 365 User Group -July 2022
Issue 1:
When should I be
creating a team?
Implementing Microsoft Teams lifecycle governance to stop Team sprawl | MN Microsoft 365 User Group -July 2022
Issue 3:
Why is there no
consistency?
Implementing Microsoft Teams lifecycle governance to stop Team sprawl | MN Microsoft 365 User Group -July 2022
Issue 5:
Are all these Teams really
active?
Issue 6:
Can I delete the Team or
does it contain important
data that needs to be
retained?
Teamssprawloccursbecause
No rule book
No
accountability
No
monitoring
No lifecycle
management
Implementing Microsoft Teams lifecycle governance to stop Team sprawl | MN Microsoft 365 User Group -July 2022
Implementing Microsoft Teams lifecycle governance to stop Team sprawl | MN Microsoft 365 User Group -July 2022
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
Implementing Microsoft Teams lifecycle governance to stop Team sprawl | MN Microsoft 365 User Group -July 2022
Communications Flow
ReferenceMicrosoft Enabling Modern Collaboration – Microsoft Adoption
Collaboration flows
ReferenceMicrosoft Enabling Modern Collaboration – Microsoft Adoption
Implementing Microsoft Teams lifecycle governance to stop Team sprawl | MN Microsoft 365 User Group -July 2022
Prosci® ADKAR® Model
© Prosci. All rights reserved
Implementing Microsoft Teams lifecycle governance to stop Team sprawl | MN Microsoft 365 User Group -July 2022
Sensitivity Labels for Groups, Teams & Sites
Privacy
Private
Public
User selects
External access
Internal only
Allow guests
Allow email from
guests
Yes
No
SharePoint site
sharing settings
Internal only
Existing
guests
Existing &
new guests
Anyone
Azure Conditional
Access: Access
SharePoint site
from unmanaged
devices
Full access
Web only
Block
Azure Conditional
Access:
Authentication
context
Enforce MFA
Terms of Use
App
protection
MCAS block
download
Site sharing
Owner only
Member
only folder
and sile
Member
site, folder
and sile
File sharing
default link &
permissions
Specific
people
organization
Anyone
Edit
View
Azure AD Group Naming Policy
• Blocked words
• Group naming
• Prefix or suffix
• Static text or User attributes
Customized (Build) - Request a Team app
User requests
a new Team
Create from
scratch or
template
Naming
standard &
duplicate
check
Add sensitivity
labels,
justification
Multiple
owners
Approval
If approved
Team created
Requesters
and approvers
can track
status
Request a Team app Demo
OfficeDev/microsoft-teams-apps-requestateam: Power Platform based solution
that allows users to request teams and automates team creation. (github.com)
Implementing Microsoft Teams lifecycle governance to stop Team sprawl | MN Microsoft 365 User Group -July 2022
Standard reporting – Teams usage
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 Private 32 6 11 327 335 59 19 140 730 281 2021-11-12T08:16:43Z
4558126b-37ea-4644-
bced-eb106d6c8956 Client F-ID252343 Private 11 1 0 49 74 0 3 0 0 12 2021-11-12T15:16:42Z
dabb80b4-b4cd-45d3-
8ed5-fc2bee1ccf79 External Team A Private 1 1 0 0 0 0 0 0 0 0 2021-11-05T23:04:29Z
9dde49ee-5459-4b5f-
a546-cdb47534483e IT Private 13 1 0 0 1 0 0 0 0 1 2021-11-03T11:58:48Z
00e8874d-7ab0-4357-
b402-110933c782ae Retail Private 32 9 3 327 335 59 19 140 730 281 2021-08-26T15:20:51Z
f8f746b6-b2c2-4f71-
8c56-d1266fe9475e Retail Private 15 1 0 0 0 0 0 0 0 0 2021-10-13T20:54:48Z
66a7200e-fcc1-49e7-
a1ff-db776d75e791 Sales and Marketing Private 1 1 0 0 0 0 0 0 0 0 2021-08-02T16:14:54Z
aa307874-75d8-433b-
a011-63730119977f team Private 1 1 0 0 0 0 0 0 0 0 2021-07-18T18:43:05Z
Location
• Teamsadmin centerhttps://admin.teams.microsoft.com/analytics/reports
Limitations
• Shows Teamsactivewithin reporting duration. IftheTeamisnot activeitwillnot appear
• Noownership information
• Nosensitivity labels
• Maximum last 90days
Standard reporting – SharePoint site usage
Site Id Site URL Is Deleted
Last Activity
Date Site Sensitivity Label Id
External
Sharing
Unmanag
ed Device
Policy
Geo
Location File Count
Active
File
Count
89cf5d8f-8a4c-4a2c-82e6-
ae507c955a14 https://contoso.sharepoint.com/ FALSE 09/11/2021 TRUE None GBR 67 2
0ab16148-23f1-4643-9c18-
523f8a45055b
https://contoso.sharepoint.com/sites/L
ondon FALSE 08/11/2021 TRUE None GBR 33 1
31bcbc79-457b-4c30-ae20-
5502eb7bfb06
https://contoso.sharepoint.com/sites/M
essageCentre FALSE 08/11/2021 TRUE None GBR 1348 6
37a8ad71-459a-4811-90a4-
a745564fb626
https://contoso.sharepoint.com/sites/C
ontoso FALSE 08/11/2021
c9c61b1e-f782-4589-afe3-
ba638c508fc9 TRUE None GBR 15 1
6563c670-4dc4-4b4f-a185-
3c2bec2989a2
https://contoso.sharepoint.com/sites/R
equestATeamAdmins FALSE 08/11/2021
e3b9ced6-50ff-467c-81b5-
d36d57d078f4 TRUE None GBR 2 1
Location
• Microsoft admin center:
https://admin.microsoft.com/Adminportal/Home?source=applauncher#/reportsUsage/SharePointSiteUsageV1
Limitations
• No Teams indicator
• No Group name so cannot cross match
• Maximum period 180 days
Available but
fragmented
• Last active date
• Activity levels
• No of users
• No of guests
• Sensitivity labels id
• External sharing
• Geo location
Not available
• Owning BU
• No of owners
• Team type
• Required duration
Implementing Microsoft Teams lifecycle governance to stop Team sprawl | MN Microsoft 365 User Group -July 2022
Ownerless Teams
Leaver process
• User account closed
• Cannot see if they are
owner of a group
Teams Admin
• Can scroll through Teams
and see an ownerless
team
• Cannot export or filter
Teams
Customization (build) Managing Ownerless Teams
Implementing Microsoft Teams lifecycle governance to stop Team sprawl | MN Microsoft 365 User Group -July 2022
Microsoft 365 Group Expiration flow
ReferenceMicrosoftExpiration,Expiry,Groups,O365,O365 groups,policy (microsoft.com)
Ifgroup is not renewed it expires.
Expiration will delete your Team
including chats and files
Expiration policies end user communications
Azure AD Group Expiration configuration
Limitations
• Only one policy
• If you use Selected then how will you add new Teams to the policy
• Expiration will delete your Team including chats and files
Action
• Result of group expiration
• Owner or admin can delete
• Can restore group
Warnings
• After 30 days data is lost
Decisions
• Keep what data you need outside
of Teams
• Then delete Team
Action
• In-place archive
• Freeze activity
• Chat and optional Site become read only
Considerations
• Owner can still edit Teams
• Discoverable in search
Limitations
• Manual process
• Included in expiration review
• Does not reduce sprawl
Retention policies
Purpose
• Compliance scenarios
• Its not a backup
Action
• Retain only
• Retain and delete
• Delete only
Limitation
• Not event based unless you have E5 Compliance
licencing
Decisions
• Not all data is the same
• Where should final data be stored
Implementing Microsoft Teams lifecycle governance to stop Team sprawl | MN Microsoft 365 User Group -July 2022
Out of the box
Governance
controls
Not available
• Duplicate team
check
• Approvals
• Ownerless groups
• Rules based
governance
Basic
• Control team creation
• Team templates
• Naming standard
• Reporting
• Expiration
• Archiving (in place)
• Retention
Comprehensive
• Sensitivity labels
Build - Request a Team
• Good for Team creation
• No lifecycle governance
• Complex to develop
• Lack of support
• No insights
Buy - 3rd party Team
lifecycle governance
• End to end lifecycle
governance
• User driven with
templates
• Fully supported
• Development roadmap
• Reporting and insights
Global organization with
multiple operating companies
25K plus users
Digital strategy: Consolidate
to Microsoft 365 & Teams
Case Study
A Company
Global organization with
multiple operating companies
25K plus users
Digital strategy: Consolidate to
Microsoft 365 & Teams
Start - no governance or standardization
27,000 Groups &
Teams
400 to 600
created
per month
250 TB
SharePoint
limit
reached
Groups and Teams governance implemented
6 months
•Group
expiration policy
renewal period
2 or
more
•Number of Team
owners required
50%
•Reduction in
Teams
Implementing Microsoft Teams lifecycle governance to stop Team sprawl | MN Microsoft 365 User Group -July 2022
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Implementing Microsoft Teams lifecycle governance to stop Team sprawl | MN Microsoft 365 User Group -July 2022

  • 1. Implementing Microsoft Teams lifecycle governance to stop Team sprawl Nikki Chapple Principal Cloud Architect
  • 2. About the Speaker Nikki Chapple Principal Cloud Architect www.nikkichapple.com https://www.linkedin.com/in/nikkichapple/ @chapplenikki Specialising in Microsoft 365 and Teams governance and compliance
  • 3.  Issues  The importance of the rule book  Teams creation governance  Reporting  Team lifecycle governance  Case study
  • 5. Issue 1: When should I be creating a team?
  • 7. Issue 3: Why is there no consistency?
  • 9. Issue 5: Are all these Teams really active?
  • 10. Issue 6: Can I delete the Team or does it contain important data that needs to be retained?
  • 14. 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
  • 16. Communications Flow ReferenceMicrosoft Enabling Modern Collaboration – Microsoft Adoption
  • 17. Collaboration flows ReferenceMicrosoft Enabling Modern Collaboration – Microsoft Adoption
  • 19. Prosci® ADKAR® Model © Prosci. All rights reserved
  • 21. Sensitivity Labels for Groups, Teams & Sites Privacy Private Public User selects External access Internal only Allow guests Allow email from guests Yes No SharePoint site sharing settings Internal only Existing guests Existing & new guests Anyone Azure Conditional Access: Access SharePoint site from unmanaged devices Full access Web only Block Azure Conditional Access: Authentication context Enforce MFA Terms of Use App protection MCAS block download Site sharing Owner only Member only folder and sile Member site, folder and sile File sharing default link & permissions Specific people organization Anyone Edit View
  • 22. Azure AD Group Naming Policy • Blocked words • Group naming • Prefix or suffix • Static text or User attributes
  • 23. Customized (Build) - Request a Team app User requests a new Team Create from scratch or template Naming standard & duplicate check Add sensitivity labels, justification Multiple owners Approval If approved Team created Requesters and approvers can track status
  • 24. Request a Team app Demo OfficeDev/microsoft-teams-apps-requestateam: Power Platform based solution that allows users to request teams and automates team creation. (github.com)
  • 26. Standard reporting – Teams usage 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 Private 32 6 11 327 335 59 19 140 730 281 2021-11-12T08:16:43Z 4558126b-37ea-4644- bced-eb106d6c8956 Client F-ID252343 Private 11 1 0 49 74 0 3 0 0 12 2021-11-12T15:16:42Z dabb80b4-b4cd-45d3- 8ed5-fc2bee1ccf79 External Team A Private 1 1 0 0 0 0 0 0 0 0 2021-11-05T23:04:29Z 9dde49ee-5459-4b5f- a546-cdb47534483e IT Private 13 1 0 0 1 0 0 0 0 1 2021-11-03T11:58:48Z 00e8874d-7ab0-4357- b402-110933c782ae Retail Private 32 9 3 327 335 59 19 140 730 281 2021-08-26T15:20:51Z f8f746b6-b2c2-4f71- 8c56-d1266fe9475e Retail Private 15 1 0 0 0 0 0 0 0 0 2021-10-13T20:54:48Z 66a7200e-fcc1-49e7- a1ff-db776d75e791 Sales and Marketing Private 1 1 0 0 0 0 0 0 0 0 2021-08-02T16:14:54Z aa307874-75d8-433b- a011-63730119977f team Private 1 1 0 0 0 0 0 0 0 0 2021-07-18T18:43:05Z Location • Teamsadmin centerhttps://admin.teams.microsoft.com/analytics/reports Limitations • Shows Teamsactivewithin reporting duration. IftheTeamisnot activeitwillnot appear • Noownership information • Nosensitivity labels • Maximum last 90days
  • 27. Standard reporting – SharePoint site usage Site Id Site URL Is Deleted Last Activity Date Site Sensitivity Label Id External Sharing Unmanag ed Device Policy Geo Location File Count Active File Count 89cf5d8f-8a4c-4a2c-82e6- ae507c955a14 https://contoso.sharepoint.com/ FALSE 09/11/2021 TRUE None GBR 67 2 0ab16148-23f1-4643-9c18- 523f8a45055b https://contoso.sharepoint.com/sites/L ondon FALSE 08/11/2021 TRUE None GBR 33 1 31bcbc79-457b-4c30-ae20- 5502eb7bfb06 https://contoso.sharepoint.com/sites/M essageCentre FALSE 08/11/2021 TRUE None GBR 1348 6 37a8ad71-459a-4811-90a4- a745564fb626 https://contoso.sharepoint.com/sites/C ontoso FALSE 08/11/2021 c9c61b1e-f782-4589-afe3- ba638c508fc9 TRUE None GBR 15 1 6563c670-4dc4-4b4f-a185- 3c2bec2989a2 https://contoso.sharepoint.com/sites/R equestATeamAdmins FALSE 08/11/2021 e3b9ced6-50ff-467c-81b5- d36d57d078f4 TRUE None GBR 2 1 Location • Microsoft admin center: https://admin.microsoft.com/Adminportal/Home?source=applauncher#/reportsUsage/SharePointSiteUsageV1 Limitations • No Teams indicator • No Group name so cannot cross match • Maximum period 180 days
  • 28. Available but fragmented • Last active date • Activity levels • No of users • No of guests • Sensitivity labels id • External sharing • Geo location Not available • Owning BU • No of owners • Team type • Required duration
  • 30. Ownerless Teams Leaver process • User account closed • Cannot see if they are owner of a group Teams Admin • Can scroll through Teams and see an ownerless team • Cannot export or filter Teams
  • 33. Microsoft 365 Group Expiration flow ReferenceMicrosoftExpiration,Expiry,Groups,O365,O365 groups,policy (microsoft.com) Ifgroup is not renewed it expires. Expiration will delete your Team including chats and files
  • 34. Expiration policies end user communications
  • 35. Azure AD Group Expiration configuration Limitations • Only one policy • If you use Selected then how will you add new Teams to the policy • Expiration will delete your Team including chats and files
  • 36. Action • Result of group expiration • Owner or admin can delete • Can restore group Warnings • After 30 days data is lost Decisions • Keep what data you need outside of Teams • Then delete Team
  • 37. Action • In-place archive • Freeze activity • Chat and optional Site become read only Considerations • Owner can still edit Teams • Discoverable in search Limitations • Manual process • Included in expiration review • Does not reduce sprawl
  • 38. Retention policies Purpose • Compliance scenarios • Its not a backup Action • Retain only • Retain and delete • Delete only Limitation • Not event based unless you have E5 Compliance licencing Decisions • Not all data is the same • Where should final data be stored
  • 40. Out of the box Governance controls Not available • Duplicate team check • Approvals • Ownerless groups • Rules based governance Basic • Control team creation • Team templates • Naming standard • Reporting • Expiration • Archiving (in place) • Retention Comprehensive • Sensitivity labels
  • 41. Build - Request a Team • Good for Team creation • No lifecycle governance • Complex to develop • Lack of support • No insights Buy - 3rd party Team lifecycle governance • End to end lifecycle governance • User driven with templates • Fully supported • Development roadmap • Reporting and insights
  • 42. Global organization with multiple operating companies 25K plus users Digital strategy: Consolidate to Microsoft 365 & Teams
  • 44. A Company Global organization with multiple operating companies 25K plus users Digital strategy: Consolidate to Microsoft 365 & Teams
  • 45. Start - no governance or standardization 27,000 Groups & Teams 400 to 600 created per month 250 TB SharePoint limit reached
  • 46. Groups and Teams governance implemented 6 months •Group expiration policy renewal period 2 or more •Number of Team owners required 50% •Reduction in Teams
  • 48. Any Questions? Scan to read my blog