Teams Governance & Lifecycle Essentials
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This document discusses governance and lifecycle essentials for Microsoft Teams. It begins with acknowledging traditional owners of the lands where the online conference is being hosted. It then provides a code of conduct for the conference. The main content discusses key elements of governance for Teams, including who can create and own Teams, how long they should exist, how they should be named, and what happens to content when a Team is deleted. It provides examples of governance challenges like private channels and sharing links. It stresses that governance is ongoing and requires reviewing services, documenting decisions, and helping with adoption.
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Teams Governance & Lifecycle Essentials
- 1. #M365May @M365May M365May.com TEAMS GOVERNANCE & LIFECYCLE ESSENTIALS LORYAN STRANT
- 2. #M365May @M365May M365May.com TRADITIONAL OWNERS We acknowledge the traditional custodians of the land on which this online conference is hosted, and the traditional custodians of the lands where our Australian-based speakers and participants are located. We would also like to pay our respects to Elders past, present and future Tēnā koutou, tēnā koutou, tēnā tātou katoa. On behalf of M365 May we would like to welcome and acknowledge all our speakers and participants from Aotearoa New Zealand. Thank you for supporting this hui. Tēnā koutou, tēnā koutou, tēnā tātou katoa. WELCOME TO OUR SPEAKERS AND PARTICIPANTS FROM AROUND THE WORLD
- 3. #M365May @M365May M365May.com CODE OF CONDUCT THE QUICK VERSION Our conference is dedicated to providing a harassment-free conference experience for everyone, regardless of gender, gender identity and expression, age, sexual orientation, disability, physical appearance, body size, race, ethnicity, religion (or lack thereof), or technology choices. We do not tolerate harassment of conference participants in any form. Sexual language and imagery is not appropriate for any conference venue, including talks, workshops, parties, Twitter and other online media. Conference participants violating these rules may be sanctioned or expelled from the conference without a refund at the discretion of the conference organisers. Be constructive, be respectful, be helpful and be kind. THE LESS QUICK VERSION www.m365may.com/code-of-conduct
- 4. ”“I live and breathe Microsoft 365! Small Business Mid-Market & Enterprise Government (Local, State, Federal) Education (K-12 & Universities) Multi-Nationals Financial, Legal, & Other Regulated Industries @LoryanStrant LoryanStrant.com My Experience 20YEARS 10YEARSSTRONG HUNDREDS of Working with Microsoft Productivity Tools Relationship with Microsoft Product Groups Focused on Microsoft Office 365 of customers
- 5. ”“Strap yourself in and feel the Gs! @LoryanStrant LoryanStrant.com My Style My opinions are based on experience I have ADHD I use anecdotes & customer experiences I use jokes I have seen good, bad, and very bad scenarios I stay unbiased – despite other appearances I may use colourful language to amplify a point I am passionate about helping people work better
- 8. Microsoft Teams Persistent 1:1 & Group Chat Powerful Online Meetings Enterprise Calling & Voice Built-in Office 365 Apps
- 9. GOVERNANCE ELEMENTS Why are we doing this? What are the outcomes? Which tools will we use? How are we going about it? Where will we apply controls? Who is responsible? When are we doing this?
- 11. OFFICE 365 HEALTH App usage is unfettered, people are using whatever they want however they want Legacy items and configurations from before the time of cloud Anyone can create an Office 365 Group – they’ve spread like a virus Sharing levels are set incorrectly Auditing and usage monitoring aren’t enabled Security has been ignored
- 12. IMPLEMENTATION TECHNICAL FACTORS SETUP CONFIGURATION APPLYING RULES DEPLOYING WORKLOADS POLICIES AND SETTINGS MIGRATION OF CONTENT AND SERVICES DEPLOYMENT OF APPS
- 13. NO FEATURE LEFT BEHIND! Mail rules Allow/block lists Data Loss Prevention Information Protection Office 365 Groups provisioning, expiration, naming, classification Microsoft Teams messaging, meetings, live events, Giphy ratings Information barriers Guest access OneDrive external sharing SharePoint external sharing Sharing link types Random words you don’t notice Guest link expiry Phishing policy Device enrolment Conditional access Password policy Archive policy Sway external sharing Forms external sharing License provisioning Calendar sharing Multi Factor Authentication Bookings StaffHub Yammer or Teams Monthly or 6- monthly Office updates Third-party storage Cortana Integrated Apps Microsoft Search Microsoft communications to end users Modern authentication MyAnalytics User owned apps and services Whiteboard preview Partner relationships Anonymise data in Power BI Targeted release Junk Email or Quarantine Yammer external access Email signatures Site collection sizes Tweet to @LoryanStrant if you notice this Retention policies Labels Supervision policies OneDrive sync PC restriction OneDrive storage amount Geofencing Conferencing Teams app policies Audit log retention Message Center notifications
- 14. MY GOD, IT’S FULL OF OPTIONS! Retention policies DLP policies Information Protection policies Information Barrier policies Group naming setting Group creation setting Group expiration setting Teams policies (private channels & private Team discovery) Meeting policies Meeting settings Live events policies Live events settings Messaging policies App permission policies App setup policies Calling policies Policy packages External access settings Guest access setting Teams settings
- 15. #M365May @M365May M365May.com COMPETITION WEEK 2 SCAN THE QR CODE TO ENTER THE PRIZE DRAW COMPETITION AND PRIZE RULES m365may.com/competition-rules
- 16. THE IMPORTANCE OF OFFICE 365 GROUPS TO MICROSOFT TEAMS
- 17. WHEN YOU CREATE A TEAM…
- 18. When a Group isn’t a Group….. Planner “Outlook “Team” “Team” “Team” “Yammer Connected” Group” X X X X= = = X X
- 19. PROVISIONING OFFICE 365 GROUPS – WHICH METHOD WHEN? Office 365 apps Office 365 admin PowerShell Graph API
- 20. GOVERNANCE & LIFECYCLE OF MICROSOFT TEAMS Who can create a Team? Who can be an owner of a Team? How long should Teams exist for? How should Teams be named? Are all Teams the same? What happens to the Team when it’s deleted? Files Conversations Plans SharePoint content (beyond files) Guests
- 21. HOW IMPORTANT IS GOVERNANCE?
- 22. How to miss the mark with your implementation
- 23. REAL WORLD EXAMPLES PRIVATE CHANNELS CHANGING SHARING LINKS
- 24. How do you manage governance ongoing? • Review the service • Maintain the listing of products in use • Keep a register of all decisions related to Office 365 settings • Document every change
- 25. Helping end user adoption • Build a site • Share information • Provide guidance • Outline roles & responsibilities • List what you can and can’t do
- 26. GOVERNANCE & ADOPTION ONGOING It’s not set and forget There will always be new ways of working Bring users on the journey Remain agile Absorb changes
- 27. QUESTIONS?
- 28. #M365May @M365May M365May.com THANK YOU TO OUR SPONSORSTHANK YOU TO OUR SPONSORS
Editor's Notes
- We acknowledge the traditional custodians of the land on which this online conference is hosted, and the traditional custodians of the lands where our Australian-based speakers and participants are located. We would also like to pay our respects to Elders past, present and future. Tēnā koutou, tēnā koutou, tēnā tātou katoa. Ko Rebecca Jackson tōku ingoa. Nō Melbourne au. On behalf of M365 May I would like to welcome and acknowledge all our speakers and participants from Aotearoa New Zealand. Thank you for supporting this hui.
- [This is an animated slide. Please show it in presentation mode] [MAIN POINT TO LAND] Teams is a chat-based workspace that brings together chat, meetings, calling, and Office 365, all-in-one. And it’s built on the trust of Microsoft security & compliance that’s crucial for today’s businesses. Microsoft Teams delivers on four core promises to create a digital workspace for high performing teams. [COMMUNICATE] First, Microsoft Teams solves for the communication needs of a diverse workforce. Since preview, Microsoft Teams has evolved to a complete meetings and calling solution, incl. chat, voice and video, as we have completed our roadmap for bringing Skype for Business Online features and functionality into Teams. You can use Teams for informal 1:1 or group chats – directly on your phone if you’re on the go. Or you can have an open conversation in a channel. This enables people to share information in a transparent way to accelerate decision making. And it's super easy to move from a chat into a face to face meeting, helping you to bridge geographical barriers. [COLLABORATE] When it comes to collaboration, the deep Office integration enables today’s multigenerational workforce to use the Office apps they are familiar with and love - Word, Excel, PowerPoint, OneNote, SharePoint, Planner, even Power BI - right within the context of Teams. You can avoid email attachments and having to search for the latest version of a document. Teams brings all the Office 365 services together – so that you can easily share and co-author files. [CUSTOMIZE] Many of you use other services than Office 365 as well which results in you having to jump between and spend time in disparate experiences. We built Teams to be the hub for all the services and tools your teams use on a day to day basis. So, you can customize Teams with tabs, connector and bots to include the apps and services you need - <mention relevant 3rd party apps like GitHub and Trello>. We have also created an extensible platform, to enable building apps and to integrate with business processes. And for Firstline workers, Teams provides an additional set of capabilities including schedule management. [WORK WITH CONFIDENCE] Microsoft Teams comes with the enterprise grade security, compliance and manageability that you expect from Office 365 which customers tell us is a huge value add for them.
- LS Marrying of the pillars – deciding on tools, reviewing, understanding
- LS Not go-live - not going into the event, focus on planning and prep
- A lot of considerations for how everything is configured, and the impact it makes What external sharing levels do you have for SharePoint, OneDrive, calendars, Sway, Forms? Do you anonymise data in Power BI for M365 Usage Analytics Do you control guest access to Office 365 Groups and Microsoft Teams? Do you enforce conditional access so that devices are managed and secured before accessing your content? Do you have spam email go to the junk email folder, or get held up in quarantine? The impact of small configuration settings can make a big difference to the user impact, and how successful your adoption will be.
- What is the feature or problem What was done Governance and then adoption
- Regular meetings; business, IT, AND change team Review Message Centre weekly and take action Create a collaboration tools guide so people know what the products are and restrictions Decision register – document your reasons why Review the audit logs
- External access Sharing Features that are enabled/disabled What IT does vs. what owners or members do
- MS – Neither A or G are set and forget.