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Tackling Governance, Site & Teams Sprawl With Microsoft 365
The document discusses the challenges organizations face with managing the sprawl of digital spaces like SharePoint sites and Microsoft Teams, particularly focusing on issues related to navigation, unclear purpose, and increased operational load. It proposes solutions such as improving governance through managed provisioning, enhanced navigation designs, and standardized metadata during site creation to help organizations manage these digital environments effectively. Additionally, it emphasizes the importance of centralizing and automating the creation processes to streamline user experiences and reduce redundancy.
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Tackling Governance, Site & Teams Sprawl With Microsoft 365
- 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. MANAGE WORKSPACE SPRAWL... WITHMANAGED PROVISIONING WITH IMPROVED GOVERNANCE WITH IMPROVED NAVIGATION
- 4. 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.
- 5. 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.
- 6. 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.
- 7. PROBLEM: CONTENT GROWSOVER TIME… Be aware of the increased number of sites teams creates and by proxy greater importance of governance, navigation improvements, content/site classification and more. Projects Project A Project B Project A Channels Files Project AB Channels Files Project B Channels Files Project A Private
- 8. WHY DO WENEED TO MANAGE SPRAWL? What are the common issues that come with unmanaged sprawl of Microsoft Teams or SharePoint Sites? 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
- 9. WHY IS ITHARD TO MANAGE SPRAWL? Every organization that successfully leverages digital workplace solutions will have a continually growing sprawl of sites, teams, communities and spaces. Why isn’t this solved? https://sharepointmaven.com/20-ways-to-create-an-office-365-group/ Did you know there are 20+ ways to create a site, team or group?
- 10. MANAGE WORKSPACE SPRAWL... WITHMANAGED PROVISIONING WITH IMPROVED GOVERNANCE WITH IMPROVED NAVIGATION
- 11. SOLUTION: OOTB CREATIONEXPERIENCES? 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●
- 12. SOLUTION: MANY OPTIONS! Eachof these capabilities can be leveraged in a solution to meet the needs of an effective request and provisioning engine for Microsoft Teams, SharePoint, Yammer and more. SPFx Solutions Custom Sites Azure Functions Logic Apps WebJobs PnP Provisioning Engine SharePoint Site Designs Teams Templates Power Apps Power Automate Microsoft Lists SharePoint Lists
- 13. 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
- 14. 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?
- 15. SOLUTION: POWER APPFORM(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!
- 16. 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. You can always create your own forms and embed them into your digital workplace hub / Intranet. Here we have simple field additions and a style that displays based on an option in the global navigation. Requires Minor Customization ◑
- 17. SOLUTION: TEMPLATING &PROVISIONING! With the use of Orchestry this process of requesting a new workspace is considerably improved over the OOTB approach with tailored and easy to manage templates, metadata/details, and automated provisioning.
- 18. SOLUTION: TEMPLATING &PROVISIONING! With the use of Orchestry this process of requesting a new workspace is considerably improved over the OOTB approach with tailored and easy to manage templates, metadata/details, and automated provisioning.
- 19. MANAGE WORKSPACE SPRAWL... WITHMANAGED PROVISIONING WITH IMPROVED GOVERNANCE WITH IMPROVED NAVIGATION
- 20. MANAGE WORKSPACE SPRAWL... WITHMANAGED PROVISIONING WITH IMPROVED GOVERNANCE WITH IMPROVED NAVIGATION
- 21. SOLUTION: IMPROVE MANAGEMENT! Bycentralizing and governing the creation of ‘spaces’ (groups, teams, sites etc.) we can improve how we manage the lifecycle of these spaces. Expiration & Archiving Policies Duplication Detection Reduce Risks (Owner, External Sharing, etc.) Associate Teams & Sites To SharePoint Hubs Provide Training Material Improve Site / Team Owner Onboarding
- 22. SOLUTION: IMPROVE MANAGEMENT! Bycentralizing and governing the creation of ‘spaces’ (groups, teams, sites etc.) we can improve how we manage the lifecycle of these spaces. Can we reduce redundant spaces? Can we improve how they are managed? On the more custom side you might see prompts based on finding similar existing spaces (reducing redundant spaces), or automatic lifecycle and governance, that occurs based on re-engaging users/owners etc.
- 23. SOLUTION: IMPROVE MANAGEMENT! Solutionslike Orchestry can provide more accessibility and simplified options for enabling key management scenarios and governance of your workspaces.
- 24. SOLUTION: PRO-ACTIVE MANAGEMENT! Withvarious bots, intelligent assistants, or even simple Power Automate solutions you can further improve how users leverage these tools, get the most out of them, and manage them.
- 25. MANAGE WORKSPACE SPRAWL... WITHMANAGED PROVISIONING WITH IMPROVED GOVERNANCE WITH IMPROVED NAVIGATION
- 26. MANAGE WORKSPACE SPRAWL... WITHMANAGED PROVISIONING WITH IMPROVED GOVERNANCE WITH IMPROVED NAVIGATION
- 27. 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. How can we help our users navigate this? With so many spaces (sites, teams, yammer communities and more) how can an Intranet (a Digital Hub for your Digital Workplace) improve navigation of these spaces?
- 28. 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.
- 29. 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.
- 30. SOLUTION: LEVERAGE OOTBNAVIGATION? Mega menu layout enables you to better organize and showcase the related content and sites based on topic categories and headings. All with audience targeting and more… Out Of The Box●
- 31. SOLUTION: DESIGN BETTERNAVIGATION! Navigation doesn’t need to be limited to top level links, or simple UI layouts. Here we have two examples of content in the nav, and richer/deeper nav. Requires Customization ◔ This design only scales to so many links. There are other options than a simple sectional layout.
- 32. SOLUTION: DESIGN BETTERNAVIGATION! Navigation doesn’t need to be limited to top level links, or simple UI layouts. Here we have two examples of content in the nav, and richer/deeper nav. Requires Customization ◔ This design scales to more lower level links. There are other options than the OOTB simple sectional layout.
- 33. SOLUTION: HOW ABOUTSHAREPOINT HOME? Office 365’s SharePoint home is now a more modern site directory experience that is more personalized and dynamic. From recent sites you visited to recent activity relevant to you. Out Of The Box●
- 34. SOLUTION: HOW ABOUTSHAREPOINT HOME? It’s a little hidden and most users don’t know it exists. Even when trained users often forget to use it, because you have to navigate away from the places you work to visit it. Out Of The Box● How do users get to it? So… it’s another place to go?
- 35. SOLUTION: LEVERAGE OOTBNAVIGATION? With improvements coming to global menu design can we leverage that to fill the hub mega menu gaps? Out Of The Box●
- 36. SOLUTION: LEVERAGE OOTBNAVIGATION? With improvements coming to global menu design can we leverage that to fill the hub mega menu gaps? ADD your own app to this bar for a DIRECTORY as these default ones are not sufficient. Out Of The Box●
- 37. SOLUTION: LEVERAGE OOTBNAVIGATION? With improvements coming to global menu design can we leverage that to fill the hub mega menu gaps? ADD your own app to this bar for a DIRECTORY as these default ones are not sufficient. Out Of The Box●
- 38. 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
- 39. SOLUTION: DIRECTORY EXPERIENCES! Thesecan be integrated where users are such as in Microsoft Teams which Orchestry already does. Filter and find with metadata, favorite and bookmark, create hierarchies, and more.
- 40. MANAGE WORKSPACE SPRAWL... WITHMANAGED PROVISIONING WITH IMPROVED GOVERNANCE WITH IMPROVED NAVIGATION
- 41. DIGITAL WORKPLACE PLANNING… Intranets? Extranets? DepartmentalPortals? Functional Areas? Project Group Sites? Team Group Sites? Enterprise Social Network? Document Management? Records Management? And much much more…. Provisioning and management planning is a small part of your broader digital workplace planning and only the first (but important) part of Microsoft 365 Governance planning.
- 42. Thank You! Orchestry&YouForMakingThisPossible… 200+AwesomePresentationsAt.. Slideshare.Net/RHarbridge 600+PagesOfWhitepapersAt..2toLead.com/Whitepapers WhenToUseWhat.com Office365Intranets.com Office365Metrics.com Office365Campaigns.com Office365Extranets.com Office365Resources.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 Without an effective governance strategy in place, Microsoft Teams and SharePoint Sites can quickly go from an organized and effective workspace to an out-of-control, sprawling digital wasteland. Sound familiar? It's very common for organizations to experience Microsoft Teams & SharePoint Sites sprawl. But, when it does happen, how can you tackle it? Join Microsoft MVP & 2toLead CTO, Richard Harbridge, as he explores: * Challenges organizations face with Microsoft Teams & SharePoint Sites sprawl. * Solutions to tackle Microsoft Teams & SharePoint Sites sprawl. * Best practices to get more from Microsoft Teams & SharePoint. * Real-world guidance on out-of-the-box solutions and custom approaches. * How Orchestry can improve experiences, management and organizational outcomes.
- #4 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.
- #5 COVID Beard (missing a mask)
- #50 Provide personalized information and content to users based on employee groupings Dynamic, personalized Navigation that is driven by my usage patterns personalize company and team news based on my interests