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Steps to Pro-active Governance & Adoption in Microsoft 365

The Microsoft 365 Virtual Marathon 2021 focused on proactive governance and adoption strategies for Microsoft 365, emphasizing efficiency and digital excellence alongside risk mitigation. The agenda included key governance approaches, tackling adoption as a service, and strategies for managing sprawl across tools like SharePoint, Teams, and Yammer. Recommendations included centralized creation processes, metadata utilization, and improved directory experiences to enhance content organization and user engagement.

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April, 26. – 28. 2021 MICROSOFT 365 VIRTUAL MARATHON 2021 m365virtualmarathon.com #M365VM STEPS TO PROACTIVE GOVERNANCE & ADOPTION OF MICROSOFT 365 RICHARD HARBRIDGE @RHarbridge @2toLead
@RHarbridge #SPSNH RICHARD HARBRIDGE My twitter is @RHarbridge, I’m super friendly & I am proud to work at 2toLead. CTO & MVP | SPEAKER & AUTHOR | SUPER FRIENDLY
@RHarbridge #SPSNH m365virtualmarathon.com #M365VM AGENDA  Successful Approaches For Microsoft 365 Governance 1. 2. 3. 4.  Tackling Microsoft 365 Adoption Like A Service 5.
PLANNING FOR SUCCESSFUL GOVERNANCE Governance isn’t JUST risk mitigation it’s also about efficiency (think of how roles, play books, and structure help teams succeed) and driving better digital excellence (adoption).
m365virtualmarathon.com #M365VM AGENDA  Successful Approaches For Microsoft 365 Governance 1. It’s not just about risk, but efficiency as well. Present it as playbooks not just policies. 2. 3. 4.  Tackling Microsoft 365 Adoption Like A Service 5.
GOVERNANCE REQUIRES EFFORT… What follows is a visual breakdown of the Governance approach we recommend at this time. We can’t just jump to automation – though you can accelerate a service of M365 in a targeted way. Enablement • Configuration • Organizational Understanding • Critical Risk Mitigation • Roles & Responsibilities Identified Managed • Automation & Playbook Execution • Monitoring & Ongoing Risk Mitigation • Roles & Responsibilities Managed Optimized • Distributed Management & Automation • Pro-Active Monitoring • Roles & Responsibilities Optimized & Pro-Actively Reviewed
WHAT SHOULD YOU TACKLE FIRST? Many organizations focus on technology governance first. This is GREAT as it ensures the right foundational elements have been considered and key decisions have been made. Enablement Risk Mitigation Prioritization Support Plan Forward Roadmap Configuration Organizational Understanding Technology Governance Planning Workshops Documentation
WHAT SHOULD YOU TACKLE FIRST? Many organizations focus on technology governance first. This is GREAT as it ensures the right foundational elements have been considered and key decisions have been made. Enablement Risk Mitigation Prioritization Support Plan Forward Roadmap Configuration Organizational Understanding Technology Governance Planning Workshops Documentation Don’t Just Use Out Of The Box Configuration
WHAT SHOULD YOU TACKLE FIRST? Many organizations focus on technology governance first. This is GREAT as it ensures the right foundational elements have been considered and key decisions have been made. Enablement Risk Mitigation Prioritization Support Plan Forward Roadmap Configuration Organizational Understanding Technology Governance Planning Workshops Documentation Determine Your Gap In Enablement & Prioritize High Risks/Low Effort
WHAT SHOULD YOU TACKLE FIRST? Many organizations focus on technology governance first. This is GREAT as it ensures the right foundational elements have been considered and key decisions have been made. Enablement Risk Mitigation Prioritization Support Plan Forward Roadmap Configuration Organizational Understanding Technology Governance Planning Workshops Documentation Visualizes Priorities, Timeline & Effort
GOVERNANCE ACROSS MICROSOFT 365… What follows is a sample visual breakdown of the Governance key activities/topics for certain workloads. This is very different per customer depending on the org technology landscape. SharePoint Responsible Enablement Provisioning Collection Lifecycle Management Monitoring Security (External Sharing) Adoption & Excellence Content Lifecycle Management Content Protection Customization & Apps Teams Responsible Enablement Provisioning Team Lifecycle Management Monitoring Security (External Sharing) Adoption & Excellence Content Lifecycle Management Content Protection Customization & Apps Yammer Responsible Enablement Provisioning Community Lifecycle Management Monitoring Security (External Sharing) Adoption & Excellence Content Lifecycle Management Content Protection Customization & Apps OneDrive Responsible Enablement OneDrive Lifecycle Management Monitoring Security (External Sharing) Adoption & Excellence Content Lifecycle Management Content Protection Exchange Responsible Enablement Mailbox Lifecycle Management Monitoring Security Adoption & Excellence Content Lifecycle Management Content Protection Customization & Apps Stream Responsible Enablement Channel Provisioning Channel Lifecycle Management Monitoring Security Adoption & Excellence Content Lifecycle Management Content Protection MyAnalytics Responsible Enablement Adoption & Excellence Search Responsible Enablement Provisioning Of Answers Answers Lifecycle Management Monitoring Adoption & Excellence Customizations & Connectors Power Apps Responsible Enablement Environment Provisioning Environment Lifecycle Management Monitoring Security (DLP/Connectors) Adoption & Excellence Power App Lifecycle Management Data Protection Customizations Power Automate Responsible Enablement Environment Provisioning Environment Lifecycle Management Monitoring Security (DLP/Connectors) Adoption & Excellence Power Automate Lifecycle Management Data Protection Customizations Power BI Responsible Enablement Workspace & App Provisioning Workspace & App Lifecycle Management Monitoring Security (Layered) Adoption & Excellence Data Lifecycle Management Data Protection (Layered) Customization Power Virtual Agents Responsible Enablement Environment Provisioning Environment Lifecycle Management Monitoring Security (Layered) Adoption & Excellence Agent & Data Lifecycle Management Agent & Data Protection (Layered) Customization Microsoft Forms Responsible Enablement Adoption & Excellence
GOVERNANCE PLANNING EXAMPLE… Let’s zoom in on one particularly challenging pain point which directly addresses the risks involved in unmanaged sprawl of SharePoint Sites, Microsoft Teams and Yammer Communities.
PROBLEM: CONTENT GROWS OVER TIME… The modern digital workplace and Intranet has a continually increasing number of digital spaces or ‘sites’ where content is stored and shared.
PROBLEM: CONTENT GROWS OVER TIME… Most organizations don’t know who created a digital space (SP Site, Team, Yammer Community, etc). What was its purpose? It’s department? It’s product, client, project, etc? As an end user this makes navigating these spaces extremely challenging. Think it’s better as an administrator or digital workplace/intranet leader? It’s not.
PROBLEM: CONTENT GROWS OVER TIME… Most organizations don’t know who created a digital space (SP Site, Team, Yammer Community, etc). What was its purpose? It’s department? It’s product, client, project, etc? As an end user this makes navigating these spaces extremely challenging. Think it’s better as an administrator or digital workplace/intranet leader? It’s not.
WHY DO WE NEED TO MANAGE SPRAWL? What are the common issues that come with unmanaged sprawl of Microsoft Teams, SharePoint Sites, or even Yammer Communities? www.M365Sprawl.com Ineffective Naming Unclear Purpose Or Workspace Focus Unclear Official vs Unofficial Cannot Differentiate At A Glance Inappropriate Name Usage Owners Missing Orphaned Teams/Sites Unmanaged Teams/Sites Sponsor vs Owner Challenge Private Channels (Don’t Require Owner) Redundant Teams/Sites Decreased User Confidence Inconsistent Workspaces Increased Operational Load Increased Costs To Support Data Loss Risks Limited Ability To Target Labels For Information Protection Limited Ability To Determine Risk Limited Ability To Pro-actively Mitigate Risks Limited Permission Review & Increased Chances Of Over Sharing Loss Of Control Often Unmanaged Use Of Apps (Cannot Target) Unmanaged Integration Limited Ability To Target Labels For Retention No Clear Escalation If Owner Missing Or Unresponsive Slower Team/Site Start Not Tailored Or Fit To Purpose Inconsistent Design/Layout Leads To Relearning Hesitation To Optimize Created Spaces Technically Challenging Navigation Productivity Costs Challenging For New Users To Ramp Hard To Find Workspaces Uncertain Who Owns A Workspace Reliance On Others To Link Training & Adoption Challenges When To Use What Challenges No Consistency Makes It Harder To Train Unmanaged Workspaces Cannot Be Targeted With Guidance Difficulty Identifying Champions & Pro- actively Targeting Champions
SOLUTION: DON’T USE OOTB CREATION? While OOTB can work great for many smaller orgs (less than 100 users), most need more structure to support governance, lifecycle management, and better search/navigation experiences. Out Of The Box ●
SOLUTION: REQUEST FORM(S)! By centralizing and governing the creation of ‘spaces’ (groups, teams, sites etc.) we can improve content organization and apply things like default metadata and pre-configured templates. FREE: https://docs.microsoft.com/en-us/microsoftteams/platform/samples/app-templates#request-a-team Watch out for premium connector costs with Power Automate on the provisioning! (This is just meant as an example).
SOLUTION: METADATA DURING CREATION Why is asking a few extra questions on provisioning so important? What value does this extra metadata provide once we have it for reference? Workspace (Site/Team) Metadata Enables Default Metadata Empowers Effective Labelling Targeted Content Protection Targeted Retention Management Differentiate Templates Faster Adoption Improved Productivity Consistency Manage More Effectively Target Support Improve Lifecycle Management Reduce Redundancy & Empower Discovery Sample Metadata Questions: • What is the purpose or business reason for this workspace? • What division does this relate to? • What department does this relate to? • What product does this relate to? • What customer does this relate to? • What project does this relate to? • Will this workspace contain highly confidential information? • Who is the business sponsor for this workspace? • What should the visibility of this workspace be? Should it be shown in the directory?
SOLUTION: REQUEST PROCESS! It is important to have a process for new site and team creation and to automate the process so that you can provide tailored, or templated experiences for users and better management/navigation. Example of a High-level Site Provisioning process description
SOLUTION: DIRECTORY EXPERIENCES! What is shown below is a really simple mockup of a filtered OOTB site directory experience. You can create many pages with different views/visuals and relevant links to resources (Team, Site, Yammer, etc.) Our communities can be filtered or explored by hierarchies (site explorer), by focus area (topic map), by the ones you recently visited or have favorited (your sites, your teams, your communities) or by filtering the columns below (just click the column header). Link ID Community Manager(s) Practice Groups Date Created Category Private Owner International Bank Of Banking EB001 Strange, Stephen; Connor, Sarah; Ripley, Ellen Corporate Securities 11/16/2018 RFP Y Snow, John Travis County, Washington TCT001 Opel, Glenn; Knight, Misty; Allen, Tim; Banner, Bruce; Marco, Polo, Rambo, John Litigation; Environmental 11/15/2018 RFP Y Jones, Jessica Gotham Housing Authority SAH012 Balboa, Rocky Government; Real Estate 11/03/2018 Pitch Y Jones, Jessica Harbridge Corp HIL003 Parker, Peter; Spector, Marc; Segal, Steven; Bond, James Trademark & Copyright 10/30/2018 Proposal N Danvers, Carol Metropolis Independent School District DIS020 Brooks, Mel; Knight, Misty; Grey, Jean; Banner, Bruce Public/Education Law 10/27/2018 RFP N Jones, Jessica International Bank Of Banking EB001 Strange, Stephen; Connor, Sarah; Ripley, Ellen Corporate Securities 11/16/2018 RFP Y Snow, John Travis County, Washington TCT001 Opel, Glenn; Knight, Misty; Allen, Tim; Banner, Bruce; Marco, Polo, Rambo, John Litigation; Environmental 11/15/2018 RFP Y Jones, Jessica Gotham Housing Authority SAH012 Balboa, Rocky Government; Real Estate 11/03/2018 Pitch Y Jones, Jessica Harbridge Corp HIL003 Parker, Peter; Spector, Marc; Segal, Steven; Bond, James Trademark & Copyright 10/30/2018 Proposal N Danvers, Carol SITES, TEAMS & COMMUNITIES IN OUR ORG Not Following BROWSE SECTIONS DEPARTMENTS SITES, TEAMS & COMMUNITIES MY LINKS Org Logo Search Out Of The Box ● OOTB Lists and web parts can give you directory experiences if you simply store the data from the request process (approved or already created spaces). * Public by default scales and works better in the long run
SOLUTION: DIRECTORY EXPERIENCES! Since the registry or master list of sites, teams, and communities will now exist it is well worth presenting to users in effective navigation experiences. Easiest way to show value of metadata.
SOLUTION: MANAGE “JUST IN TIME” By centralizing and governing the creation of ‘spaces’ (groups, teams, sites etc.) we can improve how we manage the lifecycle of these spaces and perform targeted ‘drip’ campaigns.
M365Sprawl.com
GOVERNANCE PLANNING EXAMPLE… Let’s zoom in on one particularly challenging pain point which directly addresses the risks involved in unmanaged sprawl of SharePoint Sites, Microsoft Teams and Yammer Communities.
GOVERNANCE ACROSS MICROSOFT 365… What follows is a visual breakdown of the Governance key activities/topics for certain workloads. This is very different per customer depending on the org technology landscape. SharePoint Responsible Enablement Provisioning Collection Lifecycle Management Monitoring Security (External Sharing) Adoption & Excellence Content Lifecycle Management Content Protection Customization & Apps Teams Responsible Enablement Provisioning Team Lifecycle Management Monitoring Security (External Sharing) Adoption & Excellence Content Lifecycle Management Content Protection Customization & Apps Yammer Responsible Enablement Provisioning Community Lifecycle Management Monitoring Security (External Sharing) Adoption & Excellence Content Lifecycle Management Content Protection Customization & Apps OneDrive Responsible Enablement OneDrive Lifecycle Management Monitoring Security (External Sharing) Adoption & Excellence Content Lifecycle Management Content Protection Exchange Responsible Enablement Mailbox Lifecycle Management Monitoring Security Adoption & Excellence Content Lifecycle Management Content Protection Customization & Apps Stream Responsible Enablement Channel Provisioning Channel Lifecycle Management Monitoring Security Adoption & Excellence Content Lifecycle Management Content Protection MyAnalytics Responsible Enablement Adoption & Excellence Search Responsible Enablement Provisioning Of Answers Answers Lifecycle Management Monitoring Adoption & Excellence Customizations & Connectors Power Apps Responsible Enablement Environment Provisioning Environment Lifecycle Management Monitoring Security (DLP/Connectors) Adoption & Excellence Power App Lifecycle Management Data Protection Customizations Power Automate Responsible Enablement Environment Provisioning Environment Lifecycle Management Monitoring Security (DLP/Connectors) Adoption & Excellence Power Automate Lifecycle Management Data Protection Customizations Power BI Responsible Enablement Workspace & App Provisioning Workspace & App Lifecycle Management Monitoring Security (Layered) Adoption & Excellence Data Lifecycle Management Data Protection (Layered) Customization Power Virtual Agents Responsible Enablement Environment Provisioning Environment Lifecycle Management Monitoring Security (Layered) Adoption & Excellence Agent & Data Lifecycle Management Agent & Data Protection (Layered) Customization Microsoft Forms Responsible Enablement Adoption & Excellence
GOVERNANCE ACROSS MICROSOFT 365… What follows is a visual breakdown of the Governance key activities/topics for certain workloads. This is very different per customer depending on the org technology landscape. SharePoint Responsible Enablement Provisioning Collection Lifecycle Management Monitoring Security (External Sharing) Adoption & Excellence Content Lifecycle Management Content Protection Customization & Apps Teams Responsible Enablement Provisioning Team Lifecycle Management Monitoring Security (External Sharing) Adoption & Excellence Content Lifecycle Management Content Protection Customization & Apps Yammer Responsible Enablement Provisioning Community Lifecycle Management Monitoring Security (External Sharing) Adoption & Excellence Content Lifecycle Management Content Protection Customization & Apps OneDrive Responsible Enablement OneDrive Lifecycle Management Monitoring Security (External Sharing) Adoption & Excellence Content Lifecycle Management Content Protection Exchange Responsible Enablement Mailbox Lifecycle Management Monitoring Security Adoption & Excellence Content Lifecycle Management Content Protection Customization & Apps Stream Responsible Enablement Channel Provisioning Channel Lifecycle Management Monitoring Security Adoption & Excellence Content Lifecycle Management Content Protection MyAnalytics Responsible Enablement Adoption & Excellence Search Responsible Enablement Provisioning Of Answers Answers Lifecycle Management Monitoring Adoption & Excellence Customizations & Connectors Power Apps Responsible Enablement Environment Provisioning Environment Lifecycle Management Monitoring Security (DLP/Connectors) Adoption & Excellence Power App Lifecycle Management Data Protection Customizations Power Automate Responsible Enablement Environment Provisioning Environment Lifecycle Management Monitoring Security (DLP/Connectors) Adoption & Excellence Power Automate Lifecycle Management Data Protection Customizations Power BI Responsible Enablement Workspace & App Provisioning Workspace & App Lifecycle Management Monitoring Security (Layered) Adoption & Excellence Data Lifecycle Management Data Protection (Layered) Customization Power Virtual Agents Responsible Enablement Environment Provisioning Environment Lifecycle Management Monitoring Security (Layered) Adoption & Excellence Agent & Data Lifecycle Management Agent & Data Protection (Layered) Customization Microsoft Forms Responsible Enablement Adoption & Excellence Determine Your Phase 1 Teams Rollout Related?
GOVERNANCE ACROSS MICROSOFT 365… What follows is a visual breakdown of the Governance key activities/topics for certain workloads. This is very different per customer depending on the org technology landscape. SharePoint Responsible Enablement Provisioning Collection Lifecycle Management Monitoring Security (External Sharing) Adoption & Excellence Content Lifecycle Management Content Protection Customization & Apps Teams Responsible Enablement Provisioning Team Lifecycle Management Monitoring Security (External Sharing) Adoption & Excellence Content Lifecycle Management Content Protection Customization & Apps Yammer Responsible Enablement Provisioning Community Lifecycle Management Monitoring Security (External Sharing) Adoption & Excellence Content Lifecycle Management Content Protection Customization & Apps OneDrive Responsible Enablement OneDrive Lifecycle Management Monitoring Security (External Sharing) Adoption & Excellence Content Lifecycle Management Content Protection Exchange Responsible Enablement Mailbox Lifecycle Management Monitoring Security Adoption & Excellence Content Lifecycle Management Content Protection Customization & Apps Stream Responsible Enablement Channel Provisioning Channel Lifecycle Management Monitoring Security Adoption & Excellence Content Lifecycle Management Content Protection MyAnalytics Responsible Enablement Adoption & Excellence Search Responsible Enablement Provisioning Of Answers Answers Lifecycle Management Monitoring Adoption & Excellence Customizations & Connectors Power Apps Responsible Enablement Environment Provisioning Environment Lifecycle Management Monitoring Security (DLP/Connectors) Adoption & Excellence Power App Lifecycle Management Data Protection Customizations Power Automate Responsible Enablement Environment Provisioning Environment Lifecycle Management Monitoring Security (DLP/Connectors) Adoption & Excellence Power Automate Lifecycle Management Data Protection Customizations Power BI Responsible Enablement Workspace & App Provisioning Workspace & App Lifecycle Management Monitoring Security (Layered) Adoption & Excellence Data Lifecycle Management Data Protection (Layered) Customization Power Virtual Agents Responsible Enablement Environment Provisioning Environment Lifecycle Management Monitoring Security (Layered) Adoption & Excellence Agent & Data Lifecycle Management Agent & Data Protection (Layered) Customization Microsoft Forms Responsible Enablement Adoption & Excellence Phase 1? Teams Rollout Related? Phase 2?
GOVERNANCE ACROSS MICROSOFT 365… What follows is a visual breakdown of the Governance key activities/topics for certain workloads. This is very different per customer depending on the org technology landscape. SharePoint Responsible Enablement Provisioning Collection Lifecycle Management Monitoring Security (External Sharing) Adoption & Excellence Content Lifecycle Management Content Protection Customization & Apps Teams Responsible Enablement Provisioning Team Lifecycle Management Monitoring Security (External Sharing) Adoption & Excellence Content Lifecycle Management Content Protection Customization & Apps Yammer Responsible Enablement Provisioning Community Lifecycle Management Monitoring Security (External Sharing) Adoption & Excellence Content Lifecycle Management Content Protection Customization & Apps OneDrive Responsible Enablement OneDrive Lifecycle Management Monitoring Security (External Sharing) Adoption & Excellence Content Lifecycle Management Content Protection Exchange Responsible Enablement Mailbox Lifecycle Management Monitoring Security Adoption & Excellence Content Lifecycle Management Content Protection Customization & Apps Stream Responsible Enablement Channel Provisioning Channel Lifecycle Management Monitoring Security Adoption & Excellence Content Lifecycle Management Content Protection MyAnalytics Responsible Enablement Adoption & Excellence Search Responsible Enablement Provisioning Of Answers Answers Lifecycle Management Monitoring Adoption & Excellence Customizations & Connectors Power Apps Responsible Enablement Environment Provisioning Environment Lifecycle Management Monitoring Security (DLP/Connectors) Adoption & Excellence Power App Lifecycle Management Data Protection Customizations Power Automate Responsible Enablement Environment Provisioning Environment Lifecycle Management Monitoring Security (DLP/Connectors) Adoption & Excellence Power Automate Lifecycle Management Data Protection Customizations Power BI Responsible Enablement Workspace & App Provisioning Workspace & App Lifecycle Management Monitoring Security (Layered) Adoption & Excellence Data Lifecycle Management Data Protection (Layered) Customization Power Virtual Agents Responsible Enablement Environment Provisioning Environment Lifecycle Management Monitoring Security (Layered) Adoption & Excellence Agent & Data Lifecycle Management Agent & Data Protection (Layered) Customization Microsoft Forms Responsible Enablement Adoption & Excellence Phase 1? Partially Tackled In Rollout Phase 2? 3rd Party AUTOMATION?
WHAT SHOULD YOU TACKLE FIRST? Many organizations focus on technology governance first. This is GREAT as it ensures the right foundational elements have been considered and key decisions have been made. Enablement Risk Mitigation Prioritization Support Plan Forward Roadmap Configuration Organizational Understanding Technology Governance Planning Workshops Documentation
m365virtualmarathon.com #M365VM AGENDA  Successful Approaches For Microsoft 365 Governance 1. It’s not just about risk, but efficiency as well. Present it as playbooks not just policies. 2. Governance for Microsoft 365 is daunting but starting with enablement and key planning for targeted services can help (like sprawl management). 3. 4.  Tackling Microsoft 365 Adoption Like A Service 5.
WHAT SHOULD YOU TACKLE FIRST? Alongside effective enablement you should consider the organizations readiness. This means considering the policies, frameworks for decisions, who is accountable and more. Enablement Risk Mitigation Prioritization Support Plan Forward Roadmap Configuration Organizational Understanding Gap Analysis Can Help Technology Governance Planning Workshops Business Readiness Policies & Enforcement Guidance & Excellence Cultural & Org Alignment Roles & Responsibilities Service Model Documentation
ENSURE YOU HAVE THE RIGHT ROLES Do you have people who own and lead key roles, do you have the resources that support a role? Does the role communicate, coordinate and engage effectively? Office365Resources.com Role Resources Communication Coordination Engagement Trend Office 365 Project Manager 4 - Managed 5 - Optimizing 5 - Optimizing 5 - Optimizing  Business Owner 4.5 – Managed 5 - Optimizing 5 - Optimizing 5 - Optimizing  Executive Sponsors 4.5 – Managed 5 - Optimizing 5 - Optimizing 4 - Managed  Champions 4 - Managed 4 - Managed 5 - Optimizing 4 - Managed  Departmental Leads 3.5 – Defined 4 - Managed 4 - Managed 2 – Opportunistic  Education Leads 4 - Managed 4 - Managed 4 - Managed 2.5- Opportunistic  IT Leads 4 - Managed 4.5 – Managed 5 - Optimizing 4.5 – Managed  HR Manager 3 – Defined 3.5 – Defined 3.5 – Defined 3 – Defined  Communication Leads 5 - Optimizing 5 - Optimizing 5 - Optimizing 5 - Optimizing  Community
POLICIES AND GUIDANCE Resources can be even more complex. Do you have common and expected policies, guidance, or content available and up to date today? # Need Current State Notes & Recommendations Support 1 Office 365 Champion Coverage & Selection Plan Current State No, Champion coverage and/or selection plan exists which identifies champions per business unit, office, department, team, or floor nor one that outlines how new Champions can/should be identified or nominated to improve Office 365 adoption. Current Champions were selected based on their role within the different units and to get a good cross section of individuals (executives, reception area, field and office workers) Recommendations:  Ensure there is an accessible list of these active champions.  Ensure you have shared the details of how you select champions, remaining champion gaps/needs, and how users can sign up to be one in your Campion Coverage and Selection Criteria guidance. 2 Champion Commitment Guide Current State No, Champion Commitment Guide exists that articulates the value of champions and the champion’s community while outlining champion commitments and benefits Recommendations:  Draft an Office 365 Champion Guide detailing the value of Champions and their community within your organization, the required commitments necessary to be a Champion and the associated benefits. 3 Champion Fact Sheet Current State No, the Champion community does not have a fact sheet that can be provided to a champion’s manager to support or help in attaining buy-in. Recommendations: # Icon Description 1 Does Not Exist: The starting point of usage and guidance. There is no plan being followed. 2 Partially Defined/Started: An approach may have been decided upon and is being opportunistically applied. The approach has not been widely accepted nor adopted. It may be informally defined. 3 Defined: The approach has been reviewed and accepted within the organization. There has been buy-in to the documented approach and the approach is often followed. The way this area is implemented is defined and/or standardized, but not in use across the entire organization. Some governance is defined but may not be widely understood/followed. 4 Defined & Managed: This area is centrally supported, standardized, and implemented across the organization. It is defined and understood/followed. Metrics may be gathered and reported. 5 Optimized & Managed: This area is functioning optimally and continuous improvement occurs based on defined and monitored metrics or feedback. Assets are pro-actively maintained to ensure relevancy and correctness. Leadership in this area is demonstrable.
Success readiness is something you can evaluate and it spans roles, programs, policies, guidance, even incentives and rewards. http://Office365Resources.com. AT AN ORGANIZATIONAL LEVEL HOW READY ARE YOU?
WHAT SHOULD YOU TACKLE FIRST? Finally, you need to ensure that you have considered how you will maintain funding, effective management, support, and align with the organization culture. Enablement Risk Mitigation Prioritization Support Plan Forward Roadmap Configuration Organizational Understanding Gap Analysis Can Help Technology Governance Planning Workshops Business Readiness Policies & Enforcement Guidance & Excellence Cultural & Org Alignment Roles & Responsibilities Service Model Documentation More Complicated To Change But Important To Plan For
CULTURAL ALIGNMENT MATTERS… As an example, during performance reviews do your key questions connect back to things that benefit and exemplify digital best practices? If not then why not?
WHAT SHOULD YOU TACKLE FIRST? Finally, you need to ensure that you have considered how you will maintain funding, effective management, support, and align with the organization culture. Enablement Risk Mitigation Prioritization Support Plan Forward Roadmap Configuration Organizational Understanding Gap Analysis Can Help Technology Governance Planning Workshops Business Readiness Policies & Enforcement Guidance & Excellence Cultural & Org Alignment Roles & Responsibilities Service Model Documentation More Complicated To Change But Important To Plan For
m365virtualmarathon.com #M365VM AGENDA  Successful Approaches For Microsoft 365 Governance 1. It’s not just about risk, but efficiency as well. Present it as playbooks not just policies. 2. Governance for Microsoft 365 is daunting but starting with enablement and key planning for targeted services can help (like sprawl management). 3. Technology enablement is only part of it. Business must perform key responsibilities, especially to maintain the ‘post launch’ and greater efficiency/effectiveness. 4.  Tackling Microsoft 365 Adoption Like A Service 5.
GOVERNANCE IS NEVER DONE… While you can establish effective foundational Governance, the reality is that Microsoft 365 is an always changing service and your Governance must change along with it. Viva Connections •Viva Dashboard Governance With only one dashboard per tenant how will you manage the dashboard cards and authoring process? How will you manage audience targeting at scale (consistent for all audience targeting OOTB)? How will you handle approvals of dashboard cards (is there a separate approval need)? How will you handle custom dashboard cards approvals (ACE) and how does this map to dev Governance? •Viva Connect Governance Who will manage the connected SharePoint Home experience? Who will manage “Global Navigation” links that show in the app bar and Teams Viva Connect app bar? Viva Topics •Topic Planning Who will ensure key topics are excluded? (Anything beyond labels?) How will you manage and govern the publishing process for topics? How will you measure/monitor topics over time? With thousands of topics being suggested how will you curate and distribute management effectively? Which topics represented in Managed Metadata or in Digital Workplace pages should be prioritized first? How will you align Microsoft Viva Topics with existing ‘topic’ like pages on key departments, focus areas, etc? How do you intend to manage ambiguous topics? •Search Integration How will you manage Microsoft Search connectors with other systems and how is that governed?
m365virtualmarathon.com #M365VM AGENDA  Successful Approaches For Microsoft 365 Governance 1. It’s not just about risk, but efficiency as well. Present it as playbooks not just policies. 2. Governance for Microsoft 365 is daunting but starting with enablement and key planning for targeted services can help (like sprawl management). 3. Technology enablement is only part of it. Business must perform key responsibilities, especially to maintain the ‘post launch’ and greater efficiency/effectiveness. 4. Governance is never ‘done’. It needs to continue to improve and should be ‘treated like a service’ not a project.  Tackling Microsoft 365 Adoption Like A Service 5.
PLANNING FOR SUCCESSFUL ADOPTION Governance isn’t JUST risk mitigation it’s also about efficiency (think of how roles, play books, and structure help teams succeed) and driving better digital excellence (adoption).
PLANNING FOR SUCCESSFUL ADOPTION We need to invest in key areas to enable and accelerate adoption. Governance isn’t JUST risk mitigation it’s also about efficiency and driving better digital excellence. Governance Policies & Guidance
PLANNING FOR SUCCESSFUL ADOPTION We need to invest in key areas to enable and accelerate adoption. Adoption Campaigns
FUNNEL FOR COMMITMENT In order for users to improve their digital skills and technology use we need them to embrace and commit to change. It’s about more than training. Drive Interest/Awareness Guide Understanding Realize Value
PLANNING FOR ADOPTION… We need to be more tactical and granular to drive meaningful commitment. Plan and execute adoption campaigns! http://Office365Campaigns.com
PLANNING FOR ADOPTION Developing a roadmap for adoption where we plan activities before launch, during launch and after launch is important. Plan and execute campaigns!
PLANNING FOR TIPS When each day’s Yammer/SharePoint News tip is posted by a member of the tip team it ensures that these tips come from different users which gets more people involved.
PLANNING FOR TIPS Tips drive users to take action, should be themed, should be pre-written before the start of the campaign, and can be easily adapted from existing ones.
PLANNING FOR ADOPTION Developing a roadmap for adoption where we plan activities before launch, during launch and after launch is important. Plan and execute campaigns!
PLANNING FOR CONTESTS Starter List Of Sample Contests can be found in the “Contests, Challenges & Ideas For Office 365” document in the Office 365 Resource Kit (http://Office365Resources.com)
PLANNING FOR ADOPTION Developing a roadmap for adoption where we plan activities before launch, during launch and after launch is important. Plan and execute campaigns!
PLANNING FOR ADOPTION Developing a roadmap for adoption where we plan activities before launch, during launch and after launch is important. Plan and execute campaigns!
PLANNING FOR COMMUNICATION Define a comprehensive communication plan along with the messaging for key Email, Intranet posts, Yammer posts or communication for the campaign.
PLANNING FOR ADOPTION Having a campaign over a duration of days enables greater measurement, clearer accountability, and simplifies the coordination and commitment needed. Baseline Measure Impact Measure Continued Impact
PLANNING FOR MEASUREMENT Example: We can see that most sharing is happening in SharePoint and not OneDrive. Great insight is available now in the adoption pack.
http://Office365Metrics.com contains guidance on ways to measure Office 365 & samples of common business impacts it can drive. WHAT ABOUT BUSINESS IMPACT?
PLANNING FOR ADOPTION If executing effective adoption campaigns leads to effective commitment is there anything else we should keep in mind?
CAMPAIGNS ENRICH COE CONTENT The campaign generates new resources, training, tips, tricks, success stories, and much more that adds continual value to your digital center of excellence.
m365virtualmarathon.com #M365VM AGENDA  Successful Approaches For Microsoft 365 Governance 1. It’s not just about risk, but efficiency as well. Present it as playbooks not just policies. 2. Governance for Microsoft 365 is daunting but starting with enablement and key planning for targeted services can help (like sprawl management). 3. Technology enablement is only part of it. Business must perform key responsibilities, especially to maintain the ‘post launch’ and greater efficiency/effectiveness. 4. Governance is never ‘done’. It needs to continue to improve and should be ‘treated like a service’ not a project.  Tackling Microsoft 365 Adoption Like A Service 5. Successful adoption must be treated like a service via adoption campaigns to mature users through an adoption funnel (awareness matters not just training and don’t forget the digital CoE).
m365virtualmarathon.com #M365VM SPEAKER AND EVENT FEEDBACK http://bit.ly/M365VM21Feedback
Thank You! Orchestry&Y ouForMakingThisPossible… 200+AwesomePresentationsAt.. Slideshare.Net/RHarbridge 300+PagesOfWhitepapersAt.. 2toLead.com/Whitepapers M365Intranets.com M365Resources.com M365Metrics.com M365Campaigns.com SharePointMigrations.com WhenToUseWhat.com Message Me On LinkedIn or Email Richard@2toLead.com CTO & MVP | SPEAKER & AUTHOR | SUPER FRIENDLY Let’s connect and find ways to do more and work together.

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Steps to Pro-active Governance & Adoption in Microsoft 365

  • 1.
    April, 26. –28. 2021 MICROSOFT 365 VIRTUAL MARATHON 2021 m365virtualmarathon.com #M365VM STEPS TO PROACTIVE GOVERNANCE & ADOPTION OF MICROSOFT 365 RICHARD HARBRIDGE @RHarbridge @2toLead
  • 2.
    @RHarbridge #SPSNH RICHARD HARBRIDGE My twitteris @RHarbridge, I’m super friendly & I am proud to work at 2toLead. CTO & MVP | SPEAKER & AUTHOR | SUPER FRIENDLY
  • 3.
    @RHarbridge #SPSNH m365virtualmarathon.com #M365VM AGENDA Successful Approaches For Microsoft 365 Governance 1. 2. 3. 4.  Tackling Microsoft 365 Adoption Like A Service 5.
  • 4.
    PLANNING FOR SUCCESSFULGOVERNANCE Governance isn’t JUST risk mitigation it’s also about efficiency (think of how roles, play books, and structure help teams succeed) and driving better digital excellence (adoption).
  • 5.
    m365virtualmarathon.com #M365VM AGENDA  SuccessfulApproaches For Microsoft 365 Governance 1. It’s not just about risk, but efficiency as well. Present it as playbooks not just policies. 2. 3. 4.  Tackling Microsoft 365 Adoption Like A Service 5.
  • 6.
    GOVERNANCE REQUIRES EFFORT… Whatfollows is a visual breakdown of the Governance approach we recommend at this time. We can’t just jump to automation – though you can accelerate a service of M365 in a targeted way. Enablement • Configuration • Organizational Understanding • Critical Risk Mitigation • Roles & Responsibilities Identified Managed • Automation & Playbook Execution • Monitoring & Ongoing Risk Mitigation • Roles & Responsibilities Managed Optimized • Distributed Management & Automation • Pro-Active Monitoring • Roles & Responsibilities Optimized & Pro-Actively Reviewed
  • 7.
    WHAT SHOULD YOUTACKLE FIRST? Many organizations focus on technology governance first. This is GREAT as it ensures the right foundational elements have been considered and key decisions have been made. Enablement Risk Mitigation Prioritization Support Plan Forward Roadmap Configuration Organizational Understanding Technology Governance Planning Workshops Documentation
  • 8.
    WHAT SHOULD YOUTACKLE FIRST? Many organizations focus on technology governance first. This is GREAT as it ensures the right foundational elements have been considered and key decisions have been made. Enablement Risk Mitigation Prioritization Support Plan Forward Roadmap Configuration Organizational Understanding Technology Governance Planning Workshops Documentation Don’t Just Use Out Of The Box Configuration
  • 9.
    WHAT SHOULD YOUTACKLE FIRST? Many organizations focus on technology governance first. This is GREAT as it ensures the right foundational elements have been considered and key decisions have been made. Enablement Risk Mitigation Prioritization Support Plan Forward Roadmap Configuration Organizational Understanding Technology Governance Planning Workshops Documentation Determine Your Gap In Enablement & Prioritize High Risks/Low Effort
  • 10.
    WHAT SHOULD YOUTACKLE FIRST? Many organizations focus on technology governance first. This is GREAT as it ensures the right foundational elements have been considered and key decisions have been made. Enablement Risk Mitigation Prioritization Support Plan Forward Roadmap Configuration Organizational Understanding Technology Governance Planning Workshops Documentation Visualizes Priorities, Timeline & Effort
  • 11.
    GOVERNANCE ACROSS MICROSOFT365… What follows is a sample visual breakdown of the Governance key activities/topics for certain workloads. This is very different per customer depending on the org technology landscape. SharePoint Responsible Enablement Provisioning Collection Lifecycle Management Monitoring Security (External Sharing) Adoption & Excellence Content Lifecycle Management Content Protection Customization & Apps Teams Responsible Enablement Provisioning Team Lifecycle Management Monitoring Security (External Sharing) Adoption & Excellence Content Lifecycle Management Content Protection Customization & Apps Yammer Responsible Enablement Provisioning Community Lifecycle Management Monitoring Security (External Sharing) Adoption & Excellence Content Lifecycle Management Content Protection Customization & Apps OneDrive Responsible Enablement OneDrive Lifecycle Management Monitoring Security (External Sharing) Adoption & Excellence Content Lifecycle Management Content Protection Exchange Responsible Enablement Mailbox Lifecycle Management Monitoring Security Adoption & Excellence Content Lifecycle Management Content Protection Customization & Apps Stream Responsible Enablement Channel Provisioning Channel Lifecycle Management Monitoring Security Adoption & Excellence Content Lifecycle Management Content Protection MyAnalytics Responsible Enablement Adoption & Excellence Search Responsible Enablement Provisioning Of Answers Answers Lifecycle Management Monitoring Adoption & Excellence Customizations & Connectors Power Apps Responsible Enablement Environment Provisioning Environment Lifecycle Management Monitoring Security (DLP/Connectors) Adoption & Excellence Power App Lifecycle Management Data Protection Customizations Power Automate Responsible Enablement Environment Provisioning Environment Lifecycle Management Monitoring Security (DLP/Connectors) Adoption & Excellence Power Automate Lifecycle Management Data Protection Customizations Power BI Responsible Enablement Workspace & App Provisioning Workspace & App Lifecycle Management Monitoring Security (Layered) Adoption & Excellence Data Lifecycle Management Data Protection (Layered) Customization Power Virtual Agents Responsible Enablement Environment Provisioning Environment Lifecycle Management Monitoring Security (Layered) Adoption & Excellence Agent & Data Lifecycle Management Agent & Data Protection (Layered) Customization Microsoft Forms Responsible Enablement Adoption & Excellence
  • 12.
    GOVERNANCE PLANNING EXAMPLE… Let’szoom in on one particularly challenging pain point which directly addresses the risks involved in unmanaged sprawl of SharePoint Sites, Microsoft Teams and Yammer Communities.
  • 13.
    PROBLEM: CONTENT GROWSOVER TIME… The modern digital workplace and Intranet has a continually increasing number of digital spaces or ‘sites’ where content is stored and shared.
  • 14.
    PROBLEM: CONTENT GROWSOVER TIME… Most organizations don’t know who created a digital space (SP Site, Team, Yammer Community, etc). What was its purpose? It’s department? It’s product, client, project, etc? As an end user this makes navigating these spaces extremely challenging. Think it’s better as an administrator or digital workplace/intranet leader? It’s not.
  • 15.
    PROBLEM: CONTENT GROWSOVER TIME… Most organizations don’t know who created a digital space (SP Site, Team, Yammer Community, etc). What was its purpose? It’s department? It’s product, client, project, etc? As an end user this makes navigating these spaces extremely challenging. Think it’s better as an administrator or digital workplace/intranet leader? It’s not.
  • 16.
    WHY DO WENEED TO MANAGE SPRAWL? What are the common issues that come with unmanaged sprawl of Microsoft Teams, SharePoint Sites, or even Yammer Communities? www.M365Sprawl.com Ineffective Naming Unclear Purpose Or Workspace Focus Unclear Official vs Unofficial Cannot Differentiate At A Glance Inappropriate Name Usage Owners Missing Orphaned Teams/Sites Unmanaged Teams/Sites Sponsor vs Owner Challenge Private Channels (Don’t Require Owner) Redundant Teams/Sites Decreased User Confidence Inconsistent Workspaces Increased Operational Load Increased Costs To Support Data Loss Risks Limited Ability To Target Labels For Information Protection Limited Ability To Determine Risk Limited Ability To Pro-actively Mitigate Risks Limited Permission Review & Increased Chances Of Over Sharing Loss Of Control Often Unmanaged Use Of Apps (Cannot Target) Unmanaged Integration Limited Ability To Target Labels For Retention No Clear Escalation If Owner Missing Or Unresponsive Slower Team/Site Start Not Tailored Or Fit To Purpose Inconsistent Design/Layout Leads To Relearning Hesitation To Optimize Created Spaces Technically Challenging Navigation Productivity Costs Challenging For New Users To Ramp Hard To Find Workspaces Uncertain Who Owns A Workspace Reliance On Others To Link Training & Adoption Challenges When To Use What Challenges No Consistency Makes It Harder To Train Unmanaged Workspaces Cannot Be Targeted With Guidance Difficulty Identifying Champions & Pro- actively Targeting Champions
  • 17.
    SOLUTION: DON’T USEOOTB CREATION? While OOTB can work great for many smaller orgs (less than 100 users), most need more structure to support governance, lifecycle management, and better search/navigation experiences. Out Of The Box ●
  • 18.
    SOLUTION: REQUEST FORM(S)! Bycentralizing and governing the creation of ‘spaces’ (groups, teams, sites etc.) we can improve content organization and apply things like default metadata and pre-configured templates. FREE: https://docs.microsoft.com/en-us/microsoftteams/platform/samples/app-templates#request-a-team Watch out for premium connector costs with Power Automate on the provisioning! (This is just meant as an example).
  • 19.
    SOLUTION: METADATA DURINGCREATION Why is asking a few extra questions on provisioning so important? What value does this extra metadata provide once we have it for reference? Workspace (Site/Team) Metadata Enables Default Metadata Empowers Effective Labelling Targeted Content Protection Targeted Retention Management Differentiate Templates Faster Adoption Improved Productivity Consistency Manage More Effectively Target Support Improve Lifecycle Management Reduce Redundancy & Empower Discovery Sample Metadata Questions: • What is the purpose or business reason for this workspace? • What division does this relate to? • What department does this relate to? • What product does this relate to? • What customer does this relate to? • What project does this relate to? • Will this workspace contain highly confidential information? • Who is the business sponsor for this workspace? • What should the visibility of this workspace be? Should it be shown in the directory?
  • 20.
    SOLUTION: REQUEST PROCESS! Itis important to have a process for new site and team creation and to automate the process so that you can provide tailored, or templated experiences for users and better management/navigation. Example of a High-level Site Provisioning process description
  • 21.
    SOLUTION: DIRECTORY EXPERIENCES! Whatis shown below is a really simple mockup of a filtered OOTB site directory experience. You can create many pages with different views/visuals and relevant links to resources (Team, Site, Yammer, etc.) Our communities can be filtered or explored by hierarchies (site explorer), by focus area (topic map), by the ones you recently visited or have favorited (your sites, your teams, your communities) or by filtering the columns below (just click the column header). Link ID Community Manager(s) Practice Groups Date Created Category Private Owner International Bank Of Banking EB001 Strange, Stephen; Connor, Sarah; Ripley, Ellen Corporate Securities 11/16/2018 RFP Y Snow, John Travis County, Washington TCT001 Opel, Glenn; Knight, Misty; Allen, Tim; Banner, Bruce; Marco, Polo, Rambo, John Litigation; Environmental 11/15/2018 RFP Y Jones, Jessica Gotham Housing Authority SAH012 Balboa, Rocky Government; Real Estate 11/03/2018 Pitch Y Jones, Jessica Harbridge Corp HIL003 Parker, Peter; Spector, Marc; Segal, Steven; Bond, James Trademark & Copyright 10/30/2018 Proposal N Danvers, Carol Metropolis Independent School District DIS020 Brooks, Mel; Knight, Misty; Grey, Jean; Banner, Bruce Public/Education Law 10/27/2018 RFP N Jones, Jessica International Bank Of Banking EB001 Strange, Stephen; Connor, Sarah; Ripley, Ellen Corporate Securities 11/16/2018 RFP Y Snow, John Travis County, Washington TCT001 Opel, Glenn; Knight, Misty; Allen, Tim; Banner, Bruce; Marco, Polo, Rambo, John Litigation; Environmental 11/15/2018 RFP Y Jones, Jessica Gotham Housing Authority SAH012 Balboa, Rocky Government; Real Estate 11/03/2018 Pitch Y Jones, Jessica Harbridge Corp HIL003 Parker, Peter; Spector, Marc; Segal, Steven; Bond, James Trademark & Copyright 10/30/2018 Proposal N Danvers, Carol SITES, TEAMS & COMMUNITIES IN OUR ORG Not Following BROWSE SECTIONS DEPARTMENTS SITES, TEAMS & COMMUNITIES MY LINKS Org Logo Search Out Of The Box ● OOTB Lists and web parts can give you directory experiences if you simply store the data from the request process (approved or already created spaces). * Public by default scales and works better in the long run
  • 22.
    SOLUTION: DIRECTORY EXPERIENCES! Sincethe registry or master list of sites, teams, and communities will now exist it is well worth presenting to users in effective navigation experiences. Easiest way to show value of metadata.
  • 23.
    SOLUTION: MANAGE “JUSTIN TIME” By centralizing and governing the creation of ‘spaces’ (groups, teams, sites etc.) we can improve how we manage the lifecycle of these spaces and perform targeted ‘drip’ campaigns.
  • 24.
  • 25.
    GOVERNANCE PLANNING EXAMPLE… Let’szoom in on one particularly challenging pain point which directly addresses the risks involved in unmanaged sprawl of SharePoint Sites, Microsoft Teams and Yammer Communities.
  • 26.
    GOVERNANCE ACROSS MICROSOFT365… What follows is a visual breakdown of the Governance key activities/topics for certain workloads. This is very different per customer depending on the org technology landscape. SharePoint Responsible Enablement Provisioning Collection Lifecycle Management Monitoring Security (External Sharing) Adoption & Excellence Content Lifecycle Management Content Protection Customization & Apps Teams Responsible Enablement Provisioning Team Lifecycle Management Monitoring Security (External Sharing) Adoption & Excellence Content Lifecycle Management Content Protection Customization & Apps Yammer Responsible Enablement Provisioning Community Lifecycle Management Monitoring Security (External Sharing) Adoption & Excellence Content Lifecycle Management Content Protection Customization & Apps OneDrive Responsible Enablement OneDrive Lifecycle Management Monitoring Security (External Sharing) Adoption & Excellence Content Lifecycle Management Content Protection Exchange Responsible Enablement Mailbox Lifecycle Management Monitoring Security Adoption & Excellence Content Lifecycle Management Content Protection Customization & Apps Stream Responsible Enablement Channel Provisioning Channel Lifecycle Management Monitoring Security Adoption & Excellence Content Lifecycle Management Content Protection MyAnalytics Responsible Enablement Adoption & Excellence Search Responsible Enablement Provisioning Of Answers Answers Lifecycle Management Monitoring Adoption & Excellence Customizations & Connectors Power Apps Responsible Enablement Environment Provisioning Environment Lifecycle Management Monitoring Security (DLP/Connectors) Adoption & Excellence Power App Lifecycle Management Data Protection Customizations Power Automate Responsible Enablement Environment Provisioning Environment Lifecycle Management Monitoring Security (DLP/Connectors) Adoption & Excellence Power Automate Lifecycle Management Data Protection Customizations Power BI Responsible Enablement Workspace & App Provisioning Workspace & App Lifecycle Management Monitoring Security (Layered) Adoption & Excellence Data Lifecycle Management Data Protection (Layered) Customization Power Virtual Agents Responsible Enablement Environment Provisioning Environment Lifecycle Management Monitoring Security (Layered) Adoption & Excellence Agent & Data Lifecycle Management Agent & Data Protection (Layered) Customization Microsoft Forms Responsible Enablement Adoption & Excellence
  • 27.
    GOVERNANCE ACROSS MICROSOFT365… What follows is a visual breakdown of the Governance key activities/topics for certain workloads. This is very different per customer depending on the org technology landscape. SharePoint Responsible Enablement Provisioning Collection Lifecycle Management Monitoring Security (External Sharing) Adoption & Excellence Content Lifecycle Management Content Protection Customization & Apps Teams Responsible Enablement Provisioning Team Lifecycle Management Monitoring Security (External Sharing) Adoption & Excellence Content Lifecycle Management Content Protection Customization & Apps Yammer Responsible Enablement Provisioning Community Lifecycle Management Monitoring Security (External Sharing) Adoption & Excellence Content Lifecycle Management Content Protection Customization & Apps OneDrive Responsible Enablement OneDrive Lifecycle Management Monitoring Security (External Sharing) Adoption & Excellence Content Lifecycle Management Content Protection Exchange Responsible Enablement Mailbox Lifecycle Management Monitoring Security Adoption & Excellence Content Lifecycle Management Content Protection Customization & Apps Stream Responsible Enablement Channel Provisioning Channel Lifecycle Management Monitoring Security Adoption & Excellence Content Lifecycle Management Content Protection MyAnalytics Responsible Enablement Adoption & Excellence Search Responsible Enablement Provisioning Of Answers Answers Lifecycle Management Monitoring Adoption & Excellence Customizations & Connectors Power Apps Responsible Enablement Environment Provisioning Environment Lifecycle Management Monitoring Security (DLP/Connectors) Adoption & Excellence Power App Lifecycle Management Data Protection Customizations Power Automate Responsible Enablement Environment Provisioning Environment Lifecycle Management Monitoring Security (DLP/Connectors) Adoption & Excellence Power Automate Lifecycle Management Data Protection Customizations Power BI Responsible Enablement Workspace & App Provisioning Workspace & App Lifecycle Management Monitoring Security (Layered) Adoption & Excellence Data Lifecycle Management Data Protection (Layered) Customization Power Virtual Agents Responsible Enablement Environment Provisioning Environment Lifecycle Management Monitoring Security (Layered) Adoption & Excellence Agent & Data Lifecycle Management Agent & Data Protection (Layered) Customization Microsoft Forms Responsible Enablement Adoption & Excellence Determine Your Phase 1 Teams Rollout Related?
  • 28.
    GOVERNANCE ACROSS MICROSOFT365… What follows is a visual breakdown of the Governance key activities/topics for certain workloads. This is very different per customer depending on the org technology landscape. SharePoint Responsible Enablement Provisioning Collection Lifecycle Management Monitoring Security (External Sharing) Adoption & Excellence Content Lifecycle Management Content Protection Customization & Apps Teams Responsible Enablement Provisioning Team Lifecycle Management Monitoring Security (External Sharing) Adoption & Excellence Content Lifecycle Management Content Protection Customization & Apps Yammer Responsible Enablement Provisioning Community Lifecycle Management Monitoring Security (External Sharing) Adoption & Excellence Content Lifecycle Management Content Protection Customization & Apps OneDrive Responsible Enablement OneDrive Lifecycle Management Monitoring Security (External Sharing) Adoption & Excellence Content Lifecycle Management Content Protection Exchange Responsible Enablement Mailbox Lifecycle Management Monitoring Security Adoption & Excellence Content Lifecycle Management Content Protection Customization & Apps Stream Responsible Enablement Channel Provisioning Channel Lifecycle Management Monitoring Security Adoption & Excellence Content Lifecycle Management Content Protection MyAnalytics Responsible Enablement Adoption & Excellence Search Responsible Enablement Provisioning Of Answers Answers Lifecycle Management Monitoring Adoption & Excellence Customizations & Connectors Power Apps Responsible Enablement Environment Provisioning Environment Lifecycle Management Monitoring Security (DLP/Connectors) Adoption & Excellence Power App Lifecycle Management Data Protection Customizations Power Automate Responsible Enablement Environment Provisioning Environment Lifecycle Management Monitoring Security (DLP/Connectors) Adoption & Excellence Power Automate Lifecycle Management Data Protection Customizations Power BI Responsible Enablement Workspace & App Provisioning Workspace & App Lifecycle Management Monitoring Security (Layered) Adoption & Excellence Data Lifecycle Management Data Protection (Layered) Customization Power Virtual Agents Responsible Enablement Environment Provisioning Environment Lifecycle Management Monitoring Security (Layered) Adoption & Excellence Agent & Data Lifecycle Management Agent & Data Protection (Layered) Customization Microsoft Forms Responsible Enablement Adoption & Excellence Phase 1? Teams Rollout Related? Phase 2?
  • 29.
    GOVERNANCE ACROSS MICROSOFT365… What follows is a visual breakdown of the Governance key activities/topics for certain workloads. This is very different per customer depending on the org technology landscape. SharePoint Responsible Enablement Provisioning Collection Lifecycle Management Monitoring Security (External Sharing) Adoption & Excellence Content Lifecycle Management Content Protection Customization & Apps Teams Responsible Enablement Provisioning Team Lifecycle Management Monitoring Security (External Sharing) Adoption & Excellence Content Lifecycle Management Content Protection Customization & Apps Yammer Responsible Enablement Provisioning Community Lifecycle Management Monitoring Security (External Sharing) Adoption & Excellence Content Lifecycle Management Content Protection Customization & Apps OneDrive Responsible Enablement OneDrive Lifecycle Management Monitoring Security (External Sharing) Adoption & Excellence Content Lifecycle Management Content Protection Exchange Responsible Enablement Mailbox Lifecycle Management Monitoring Security Adoption & Excellence Content Lifecycle Management Content Protection Customization & Apps Stream Responsible Enablement Channel Provisioning Channel Lifecycle Management Monitoring Security Adoption & Excellence Content Lifecycle Management Content Protection MyAnalytics Responsible Enablement Adoption & Excellence Search Responsible Enablement Provisioning Of Answers Answers Lifecycle Management Monitoring Adoption & Excellence Customizations & Connectors Power Apps Responsible Enablement Environment Provisioning Environment Lifecycle Management Monitoring Security (DLP/Connectors) Adoption & Excellence Power App Lifecycle Management Data Protection Customizations Power Automate Responsible Enablement Environment Provisioning Environment Lifecycle Management Monitoring Security (DLP/Connectors) Adoption & Excellence Power Automate Lifecycle Management Data Protection Customizations Power BI Responsible Enablement Workspace & App Provisioning Workspace & App Lifecycle Management Monitoring Security (Layered) Adoption & Excellence Data Lifecycle Management Data Protection (Layered) Customization Power Virtual Agents Responsible Enablement Environment Provisioning Environment Lifecycle Management Monitoring Security (Layered) Adoption & Excellence Agent & Data Lifecycle Management Agent & Data Protection (Layered) Customization Microsoft Forms Responsible Enablement Adoption & Excellence Phase 1? Partially Tackled In Rollout Phase 2? 3rd Party AUTOMATION?
  • 30.
    WHAT SHOULD YOUTACKLE FIRST? Many organizations focus on technology governance first. This is GREAT as it ensures the right foundational elements have been considered and key decisions have been made. Enablement Risk Mitigation Prioritization Support Plan Forward Roadmap Configuration Organizational Understanding Technology Governance Planning Workshops Documentation
  • 31.
    m365virtualmarathon.com #M365VM AGENDA  SuccessfulApproaches For Microsoft 365 Governance 1. It’s not just about risk, but efficiency as well. Present it as playbooks not just policies. 2. Governance for Microsoft 365 is daunting but starting with enablement and key planning for targeted services can help (like sprawl management). 3. 4.  Tackling Microsoft 365 Adoption Like A Service 5.
  • 32.
    WHAT SHOULD YOUTACKLE FIRST? Alongside effective enablement you should consider the organizations readiness. This means considering the policies, frameworks for decisions, who is accountable and more. Enablement Risk Mitigation Prioritization Support Plan Forward Roadmap Configuration Organizational Understanding Gap Analysis Can Help Technology Governance Planning Workshops Business Readiness Policies & Enforcement Guidance & Excellence Cultural & Org Alignment Roles & Responsibilities Service Model Documentation
  • 33.
    ENSURE YOU HAVETHE RIGHT ROLES Do you have people who own and lead key roles, do you have the resources that support a role? Does the role communicate, coordinate and engage effectively? Office365Resources.com Role Resources Communication Coordination Engagement Trend Office 365 Project Manager 4 - Managed 5 - Optimizing 5 - Optimizing 5 - Optimizing  Business Owner 4.5 – Managed 5 - Optimizing 5 - Optimizing 5 - Optimizing  Executive Sponsors 4.5 – Managed 5 - Optimizing 5 - Optimizing 4 - Managed  Champions 4 - Managed 4 - Managed 5 - Optimizing 4 - Managed  Departmental Leads 3.5 – Defined 4 - Managed 4 - Managed 2 – Opportunistic  Education Leads 4 - Managed 4 - Managed 4 - Managed 2.5- Opportunistic  IT Leads 4 - Managed 4.5 – Managed 5 - Optimizing 4.5 – Managed  HR Manager 3 – Defined 3.5 – Defined 3.5 – Defined 3 – Defined  Communication Leads 5 - Optimizing 5 - Optimizing 5 - Optimizing 5 - Optimizing  Community
  • 34.
    POLICIES AND GUIDANCE Resourcescan be even more complex. Do you have common and expected policies, guidance, or content available and up to date today? # Need Current State Notes & Recommendations Support 1 Office 365 Champion Coverage & Selection Plan Current State No, Champion coverage and/or selection plan exists which identifies champions per business unit, office, department, team, or floor nor one that outlines how new Champions can/should be identified or nominated to improve Office 365 adoption. Current Champions were selected based on their role within the different units and to get a good cross section of individuals (executives, reception area, field and office workers) Recommendations:  Ensure there is an accessible list of these active champions.  Ensure you have shared the details of how you select champions, remaining champion gaps/needs, and how users can sign up to be one in your Campion Coverage and Selection Criteria guidance. 2 Champion Commitment Guide Current State No, Champion Commitment Guide exists that articulates the value of champions and the champion’s community while outlining champion commitments and benefits Recommendations:  Draft an Office 365 Champion Guide detailing the value of Champions and their community within your organization, the required commitments necessary to be a Champion and the associated benefits. 3 Champion Fact Sheet Current State No, the Champion community does not have a fact sheet that can be provided to a champion’s manager to support or help in attaining buy-in. Recommendations: # Icon Description 1 Does Not Exist: The starting point of usage and guidance. There is no plan being followed. 2 Partially Defined/Started: An approach may have been decided upon and is being opportunistically applied. The approach has not been widely accepted nor adopted. It may be informally defined. 3 Defined: The approach has been reviewed and accepted within the organization. There has been buy-in to the documented approach and the approach is often followed. The way this area is implemented is defined and/or standardized, but not in use across the entire organization. Some governance is defined but may not be widely understood/followed. 4 Defined & Managed: This area is centrally supported, standardized, and implemented across the organization. It is defined and understood/followed. Metrics may be gathered and reported. 5 Optimized & Managed: This area is functioning optimally and continuous improvement occurs based on defined and monitored metrics or feedback. Assets are pro-actively maintained to ensure relevancy and correctness. Leadership in this area is demonstrable.
  • 35.
    Success readiness issomething you can evaluate and it spans roles, programs, policies, guidance, even incentives and rewards. http://Office365Resources.com. AT AN ORGANIZATIONAL LEVEL HOW READY ARE YOU?
  • 36.
    WHAT SHOULD YOUTACKLE FIRST? Finally, you need to ensure that you have considered how you will maintain funding, effective management, support, and align with the organization culture. Enablement Risk Mitigation Prioritization Support Plan Forward Roadmap Configuration Organizational Understanding Gap Analysis Can Help Technology Governance Planning Workshops Business Readiness Policies & Enforcement Guidance & Excellence Cultural & Org Alignment Roles & Responsibilities Service Model Documentation More Complicated To Change But Important To Plan For
  • 37.
    CULTURAL ALIGNMENT MATTERS… Asan example, during performance reviews do your key questions connect back to things that benefit and exemplify digital best practices? If not then why not?
  • 38.
    WHAT SHOULD YOUTACKLE FIRST? Finally, you need to ensure that you have considered how you will maintain funding, effective management, support, and align with the organization culture. Enablement Risk Mitigation Prioritization Support Plan Forward Roadmap Configuration Organizational Understanding Gap Analysis Can Help Technology Governance Planning Workshops Business Readiness Policies & Enforcement Guidance & Excellence Cultural & Org Alignment Roles & Responsibilities Service Model Documentation More Complicated To Change But Important To Plan For
  • 39.
    m365virtualmarathon.com #M365VM AGENDA  SuccessfulApproaches For Microsoft 365 Governance 1. It’s not just about risk, but efficiency as well. Present it as playbooks not just policies. 2. Governance for Microsoft 365 is daunting but starting with enablement and key planning for targeted services can help (like sprawl management). 3. Technology enablement is only part of it. Business must perform key responsibilities, especially to maintain the ‘post launch’ and greater efficiency/effectiveness. 4.  Tackling Microsoft 365 Adoption Like A Service 5.
  • 40.
    GOVERNANCE IS NEVERDONE… While you can establish effective foundational Governance, the reality is that Microsoft 365 is an always changing service and your Governance must change along with it. Viva Connections •Viva Dashboard Governance With only one dashboard per tenant how will you manage the dashboard cards and authoring process? How will you manage audience targeting at scale (consistent for all audience targeting OOTB)? How will you handle approvals of dashboard cards (is there a separate approval need)? How will you handle custom dashboard cards approvals (ACE) and how does this map to dev Governance? •Viva Connect Governance Who will manage the connected SharePoint Home experience? Who will manage “Global Navigation” links that show in the app bar and Teams Viva Connect app bar? Viva Topics •Topic Planning Who will ensure key topics are excluded? (Anything beyond labels?) How will you manage and govern the publishing process for topics? How will you measure/monitor topics over time? With thousands of topics being suggested how will you curate and distribute management effectively? Which topics represented in Managed Metadata or in Digital Workplace pages should be prioritized first? How will you align Microsoft Viva Topics with existing ‘topic’ like pages on key departments, focus areas, etc? How do you intend to manage ambiguous topics? •Search Integration How will you manage Microsoft Search connectors with other systems and how is that governed?
  • 41.
    m365virtualmarathon.com #M365VM AGENDA  SuccessfulApproaches For Microsoft 365 Governance 1. It’s not just about risk, but efficiency as well. Present it as playbooks not just policies. 2. Governance for Microsoft 365 is daunting but starting with enablement and key planning for targeted services can help (like sprawl management). 3. Technology enablement is only part of it. Business must perform key responsibilities, especially to maintain the ‘post launch’ and greater efficiency/effectiveness. 4. Governance is never ‘done’. It needs to continue to improve and should be ‘treated like a service’ not a project.  Tackling Microsoft 365 Adoption Like A Service 5.
  • 42.
    PLANNING FOR SUCCESSFULADOPTION Governance isn’t JUST risk mitigation it’s also about efficiency (think of how roles, play books, and structure help teams succeed) and driving better digital excellence (adoption).
  • 43.
    PLANNING FOR SUCCESSFULADOPTION We need to invest in key areas to enable and accelerate adoption. Governance isn’t JUST risk mitigation it’s also about efficiency and driving better digital excellence. Governance Policies & Guidance
  • 44.
    PLANNING FOR SUCCESSFULADOPTION We need to invest in key areas to enable and accelerate adoption. Adoption Campaigns
  • 45.
    FUNNEL FOR COMMITMENT Inorder for users to improve their digital skills and technology use we need them to embrace and commit to change. It’s about more than training. Drive Interest/Awareness Guide Understanding Realize Value
  • 46.
    PLANNING FOR ADOPTION… Weneed to be more tactical and granular to drive meaningful commitment. Plan and execute adoption campaigns! http://Office365Campaigns.com
  • 47.
    PLANNING FOR ADOPTION Developinga roadmap for adoption where we plan activities before launch, during launch and after launch is important. Plan and execute campaigns!
  • 48.
    PLANNING FOR TIPS Wheneach day’s Yammer/SharePoint News tip is posted by a member of the tip team it ensures that these tips come from different users which gets more people involved.
  • 49.
    PLANNING FOR TIPS Tipsdrive users to take action, should be themed, should be pre-written before the start of the campaign, and can be easily adapted from existing ones.
  • 50.
    PLANNING FOR ADOPTION Developinga roadmap for adoption where we plan activities before launch, during launch and after launch is important. Plan and execute campaigns!
  • 51.
    PLANNING FOR CONTESTS StarterList Of Sample Contests can be found in the “Contests, Challenges & Ideas For Office 365” document in the Office 365 Resource Kit (http://Office365Resources.com)
  • 52.
    PLANNING FOR ADOPTION Developinga roadmap for adoption where we plan activities before launch, during launch and after launch is important. Plan and execute campaigns!
  • 53.
    PLANNING FOR ADOPTION Developinga roadmap for adoption where we plan activities before launch, during launch and after launch is important. Plan and execute campaigns!
  • 54.
    PLANNING FOR COMMUNICATION Definea comprehensive communication plan along with the messaging for key Email, Intranet posts, Yammer posts or communication for the campaign.
  • 55.
    PLANNING FOR ADOPTION Havinga campaign over a duration of days enables greater measurement, clearer accountability, and simplifies the coordination and commitment needed. Baseline Measure Impact Measure Continued Impact
  • 56.
    PLANNING FOR MEASUREMENT Example:We can see that most sharing is happening in SharePoint and not OneDrive. Great insight is available now in the adoption pack.
  • 57.
    http://Office365Metrics.com contains guidanceon ways to measure Office 365 & samples of common business impacts it can drive. WHAT ABOUT BUSINESS IMPACT?
  • 58.
    PLANNING FOR ADOPTION Ifexecuting effective adoption campaigns leads to effective commitment is there anything else we should keep in mind?
  • 59.
    CAMPAIGNS ENRICH COECONTENT The campaign generates new resources, training, tips, tricks, success stories, and much more that adds continual value to your digital center of excellence.
  • 60.
    m365virtualmarathon.com #M365VM AGENDA  SuccessfulApproaches For Microsoft 365 Governance 1. It’s not just about risk, but efficiency as well. Present it as playbooks not just policies. 2. Governance for Microsoft 365 is daunting but starting with enablement and key planning for targeted services can help (like sprawl management). 3. Technology enablement is only part of it. Business must perform key responsibilities, especially to maintain the ‘post launch’ and greater efficiency/effectiveness. 4. Governance is never ‘done’. It needs to continue to improve and should be ‘treated like a service’ not a project.  Tackling Microsoft 365 Adoption Like A Service 5. Successful adoption must be treated like a service via adoption campaigns to mature users through an adoption funnel (awareness matters not just training and don’t forget the digital CoE).
  • 61.
    m365virtualmarathon.com #M365VM SPEAKER ANDEVENT FEEDBACK http://bit.ly/M365VM21Feedback
  • 62.
    Thank You! Orchestry&Y ouForMakingThisPossible… 200+AwesomePresentationsAt.. Slideshare.Net/RHarbridge 300+PagesOfWhitepapersAt..2toLead.com/Whitepapers M365Intranets.com M365Resources.com M365Metrics.com M365Campaigns.com SharePointMigrations.com WhenToUseWhat.com Message Me On LinkedIn or Email Richard@2toLead.com CTO & MVP | SPEAKER & AUTHOR | SUPER FRIENDLY Let’s connect and find ways to do more and work together.

Editor's Notes

  • #3 Richard Harbridge is the Chief Technology Officer and an owner at 2toLead. Richard works as a trusted advisor with hundreds of organizations, helping them understand their current needs, their Soon needs, and what actions they should take in order to grow and achieve their bold ambitions.   Richard remains hands on in his work and has led, architected, and implemented hundreds of business and technology solutions that have helped organizations transform both digitally and organizationally. Richard has a passion for helping organizations achieve more; whether it is helping an organization build beautiful websites to support great content and social strategy, or helping an organization leverage emerging cloud and mobile technology to better service their members or the communities that they serve.   Richard is an author and an internationally recognized expert in Microsoft technology, marketing and professional services. As a sought-after speaker, Richard has often had the opportunity to share his insights, experiences, and advice around branding, partner management, social networking, collaboration, ROI,  technology/process adoption, and business development at numerous industry events in around the globe. When not speaking at industry events, Richard works with Microsoft, partners, and customers as an advisor around business and technology, and serves on multiple committees, leads user groups, and is a Board Member of the Microsoft Community Leadership Board.