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Governance for Microsoft Teams:
A to Z
Jasper Oosterveld - Microsoft MVP & Modern Workplace Consultant
About me
• Modern Workplace Consultant at InSpark
• Microsoft MVP
• Governance, Compliance & Microsoft Teams
• Amsterdam, the Netherlands
#TeamsNation
Microsoft Teams
Brief overview
Hub for collaboration & communication
Microsoft Teams
Chat Meetings Calling Collaboration Apps & workflows
Business value
Microsoft Teams
Increase
productivity
Compliant &
secure
Central &
integrated
work
experience
Accelerate
digital
transformation
1. Explosion of teams
2. Duplication
3. Purpose unclear
4. Findability
5. Complexity
6. Data leak
Customer worries
Microsoft Teams
Not addressed?
Customer worries
#TeamsNation
Governance strategy
Let’s discuss the importance of a governance strategy
1. Connecting IT & Business
2. Contribute to a successful adoption & change management
3. Integration of procedures, law & regulations
4. Manage Microsoft 365 Groups
Why do you need a governance strategy?
Governance strategy
Azure Active Directory & M365 Groups
Manage Microsoft 365 Groups
Membership & Microsoft 365 services
Manage Microsoft 365 Groups
Microsoft Teams & Microsoft 365 Groups
Manage Microsoft 365 Groups
#TeamsNation
Three step model
Road towards a succesfull governance strategy
1. Governance workshop with business & IT
2. Define & finalize your governance strategy
3. Implement your governance strategy
Three step model
Road to a successful governance strategy
#TeamsNation
Step 1
Our first step towards a succesfull governance strategy
1. Vision & goals
2. Steering committee
3. Roles & responsibilities
4. Collaboration with Microsoft Teams
5. Microsoft Teams policy & settings
6. Processes & procedures
7. Security & Compliance
Topics
Step 1: Governance workshop
#TeamsNation
Collaboration with Microsoft
Teams
Discuss the governance requirements
For example:
• Projects
• Departments
• Customers
Define your templates
Collaboration templates
Public versus Private
Collaboration templates
Intranet Collaboration
SharePoint
Communication Site
Microsoft Teams
Public Private
Step 2: Decide on a naming convention per template (optional)
Naming convention
Name
• HR
Type
• Private
Team
• DEP HR
SharePoint
• /teams/dep-private-hr
Department
Name
• Project Sustainability 2022
Type
• Private
Team
• PRJ Sustainability 2022
SharePoint
• /teams/prj-private-sustainability
Project
Advantages
• Easier to find (public) teams through the Microsoft Teams application.
• The purpose of the team is clear.
Challenge
• The application of a naming convention, combined with multiple
templates, results in the deployment of provisioning solution.
Advantages & challenges
Naming convention
Why?
• Inactive teams can contain content that should be officially archived or
deleted.
• Inactive teams take up "space" in the Microsoft 365 tenant.
• A long list of inactive teams increases IT's workload around managing.
To monitor, and act, on inactive teams.
Inactive teams
• Microsoft Teams Administration Center.
• Expiration policy with Azure AD.
Managing inactive teams
Inactive teams
• Automated removal of inactive collaborations after the expiration of X
number of days.
• Activity check, and automatic renewal, within Microsoft Teams &
SharePoint.
• Owners responsible for renewing teams.
• Removed teams transferred to 30 days recycle bin.
Expiration policy with Azure AD
Inactive teams
• Microsoft Teams Administration Center.
• Expiration policy with Azure AD.
• External tools (For example: ShareGate & AvePoint).
Managing inactive teams
Inactive teams
• Automated cleaning of your Microsoft 365 tenant.
• Reduce manual maintenance by IT.
• Give employees more responsibility & empowerment.
Advantages of managing inactive teams
Inactive teams
• Retention policies are necessary to prevent unwanted data loss.
• Awareness and sense of responsibility of employees with the role as
owners.
• “End-of-life" strategy of a template around membership, content and
archiving.
Challenges of managing inactive teams
Inactive teams
1. Access to teams
2. Sharing links
Define the level of external access while collaborating in Microsoft Teams
External access
1. Azure Access Review (Azure AD Premium 2).
2. Custom solution with Azure Logic Apps & Azure Functions.
3. Manual review in Azure AD by IT.
Monitor and manage external access
External access
• Preventing "shadow-IT".
• Providing efficient & modern collaboration.
Advantages of enabling external access
External access
• Data classification is critical.
• Increased responsibility for owners.
• Guests, with an account from your Microsoft 365 tenant, are not
technically considered a guest but an internal employee.
Challenges of enabling external access
External access
• Public
• Private
Determining the privacy setting of the templates
Privacy settings
For example:
• Private channel in project templates.
• Shared channel for department templates.
Determining additional channels & tabs per template
Channels & tabs
Defining actions by role (owners, members & guests) per template
Membership actions & settings
Defining settings per template
Membership actions & settings
Options
1. Self-service: Creating a team via the Microsoft Teams application by all
or a selection of employees.
2. Provisioning: Requesting, reviewing and automatically creating a team
via a form by all or a selection of employees.
To define the application, review & creation process of a new team
Request, approval and creation process
• Teams' policy (Private & Shared Channels).
• Template policies.
• Update policy.
• App policy.
• Meeting & live event policies.
• Messaging policies.
Define and configure your tenant policies
Microsoft Teams policies & settings
• Tagging.
• 3rd file storage.
• Guest access.
Define and configure your tenant policies & settings
Microsoft Teams settings
• Multi Factor Authentication (MFA)
• Mobile Device Management (MDM)
• Conditional Access (CA)
Recommended security features
Security & compliance
• Information Protection (sensitivity labels)
• Data Loss Prevention (DLP)
• Information Governance (Retention labels & policies)
Recommended compliance features
Security & compliance
#TeamsNation
Step 2
Our second step towards a succesfull governance strategy
• Get an agreement on all the governance topics.
• Present the governance strategy.
• Finalize your governance strategy.
• Onwards to the final step!
Finalize your Microsoft Teams governance strategy
Step 2
#TeamsNation
Step 3
Our final step!
• Configure your Microsoft Teams policies & settings.
• Implement a governance solution (for example: ShareGate Apricot,
AvePoint or ProvisionPoint).
• Start with your first steering committee meeting.
Implementation of your Microsoft Teams governance strategy
Step 3
#TeamsNation
Conclusion
Resources & contact details
• Microsoft Teams evolves, so should your governance strategy!
• There is no right or wrong, it is your governance strategy!
Final tips
Governance
• Plan for governance in Teams
• Microsoft Teams Templates
• Microsoft 365 Groups and Microsoft Teams
• Microsoft 365 groups naming policy
• Microsoft 365 group expiration policy
• Manage guest access in Microsoft 365 groups
• What are Azure AD access reviews?
Resources (1)
Conclusion
• Groups Governance Toolkit Part 5-External Guests
• Overview of teams and channels in Microsoft Teams
• Team owner, member, and guest capabilities in Teams
• Manage teams in the Microsoft Teams admin center
• About admin roles
• Microsoft 365 compliance documentation | Microsoft Docs
Resources (2)
Conclusion
How to contact me!
Contact details
• @jasoosterveld
• https://www.linkedin.com/in/jasperoosterveld
• www.jasperoosterveld.com
Rate my session & Calls to Action
Rate this
session
https://teamsnation.rocks/
feedback
Attend more
sessions and
join our
keynotes at
19.00 CET
Show your love
on social using
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and
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1 2 3

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TeamsNation 2022 - Governance for Microsoft Teams - A to Z.pptx

  • 1. #TeamsNation Sponsored by Microsoft Teams Microsoft Tech Community Governance for Microsoft Teams: A to Z Jasper Oosterveld - Microsoft MVP & Modern Workplace Consultant
  • 2. About me • Modern Workplace Consultant at InSpark • Microsoft MVP • Governance, Compliance & Microsoft Teams • Amsterdam, the Netherlands
  • 4. Hub for collaboration & communication Microsoft Teams Chat Meetings Calling Collaboration Apps & workflows
  • 5. Business value Microsoft Teams Increase productivity Compliant & secure Central & integrated work experience Accelerate digital transformation
  • 6. 1. Explosion of teams 2. Duplication 3. Purpose unclear 4. Findability 5. Complexity 6. Data leak Customer worries Microsoft Teams
  • 8. #TeamsNation Governance strategy Let’s discuss the importance of a governance strategy
  • 9. 1. Connecting IT & Business 2. Contribute to a successful adoption & change management 3. Integration of procedures, law & regulations 4. Manage Microsoft 365 Groups Why do you need a governance strategy? Governance strategy
  • 10. Azure Active Directory & M365 Groups Manage Microsoft 365 Groups
  • 11. Membership & Microsoft 365 services Manage Microsoft 365 Groups
  • 12. Microsoft Teams & Microsoft 365 Groups Manage Microsoft 365 Groups
  • 13. #TeamsNation Three step model Road towards a succesfull governance strategy
  • 14. 1. Governance workshop with business & IT 2. Define & finalize your governance strategy 3. Implement your governance strategy Three step model Road to a successful governance strategy
  • 15. #TeamsNation Step 1 Our first step towards a succesfull governance strategy
  • 16. 1. Vision & goals 2. Steering committee 3. Roles & responsibilities 4. Collaboration with Microsoft Teams 5. Microsoft Teams policy & settings 6. Processes & procedures 7. Security & Compliance Topics Step 1: Governance workshop
  • 18. For example: • Projects • Departments • Customers Define your templates Collaboration templates
  • 19. Public versus Private Collaboration templates Intranet Collaboration SharePoint Communication Site Microsoft Teams Public Private
  • 20. Step 2: Decide on a naming convention per template (optional) Naming convention Name • HR Type • Private Team • DEP HR SharePoint • /teams/dep-private-hr Department Name • Project Sustainability 2022 Type • Private Team • PRJ Sustainability 2022 SharePoint • /teams/prj-private-sustainability Project
  • 21. Advantages • Easier to find (public) teams through the Microsoft Teams application. • The purpose of the team is clear. Challenge • The application of a naming convention, combined with multiple templates, results in the deployment of provisioning solution. Advantages & challenges Naming convention
  • 22. Why? • Inactive teams can contain content that should be officially archived or deleted. • Inactive teams take up "space" in the Microsoft 365 tenant. • A long list of inactive teams increases IT's workload around managing. To monitor, and act, on inactive teams. Inactive teams
  • 23. • Microsoft Teams Administration Center. • Expiration policy with Azure AD. Managing inactive teams Inactive teams
  • 24. • Automated removal of inactive collaborations after the expiration of X number of days. • Activity check, and automatic renewal, within Microsoft Teams & SharePoint. • Owners responsible for renewing teams. • Removed teams transferred to 30 days recycle bin. Expiration policy with Azure AD Inactive teams
  • 25. • Microsoft Teams Administration Center. • Expiration policy with Azure AD. • External tools (For example: ShareGate & AvePoint). Managing inactive teams Inactive teams
  • 26. • Automated cleaning of your Microsoft 365 tenant. • Reduce manual maintenance by IT. • Give employees more responsibility & empowerment. Advantages of managing inactive teams Inactive teams
  • 27. • Retention policies are necessary to prevent unwanted data loss. • Awareness and sense of responsibility of employees with the role as owners. • “End-of-life" strategy of a template around membership, content and archiving. Challenges of managing inactive teams Inactive teams
  • 28. 1. Access to teams 2. Sharing links Define the level of external access while collaborating in Microsoft Teams External access
  • 29. 1. Azure Access Review (Azure AD Premium 2). 2. Custom solution with Azure Logic Apps & Azure Functions. 3. Manual review in Azure AD by IT. Monitor and manage external access External access
  • 30. • Preventing "shadow-IT". • Providing efficient & modern collaboration. Advantages of enabling external access External access
  • 31. • Data classification is critical. • Increased responsibility for owners. • Guests, with an account from your Microsoft 365 tenant, are not technically considered a guest but an internal employee. Challenges of enabling external access External access
  • 32. • Public • Private Determining the privacy setting of the templates Privacy settings
  • 33. For example: • Private channel in project templates. • Shared channel for department templates. Determining additional channels & tabs per template Channels & tabs
  • 34. Defining actions by role (owners, members & guests) per template Membership actions & settings
  • 35. Defining settings per template Membership actions & settings
  • 36. Options 1. Self-service: Creating a team via the Microsoft Teams application by all or a selection of employees. 2. Provisioning: Requesting, reviewing and automatically creating a team via a form by all or a selection of employees. To define the application, review & creation process of a new team Request, approval and creation process
  • 37. • Teams' policy (Private & Shared Channels). • Template policies. • Update policy. • App policy. • Meeting & live event policies. • Messaging policies. Define and configure your tenant policies Microsoft Teams policies & settings
  • 38. • Tagging. • 3rd file storage. • Guest access. Define and configure your tenant policies & settings Microsoft Teams settings
  • 39. • Multi Factor Authentication (MFA) • Mobile Device Management (MDM) • Conditional Access (CA) Recommended security features Security & compliance
  • 40. • Information Protection (sensitivity labels) • Data Loss Prevention (DLP) • Information Governance (Retention labels & policies) Recommended compliance features Security & compliance
  • 41. #TeamsNation Step 2 Our second step towards a succesfull governance strategy
  • 42. • Get an agreement on all the governance topics. • Present the governance strategy. • Finalize your governance strategy. • Onwards to the final step! Finalize your Microsoft Teams governance strategy Step 2
  • 44. • Configure your Microsoft Teams policies & settings. • Implement a governance solution (for example: ShareGate Apricot, AvePoint or ProvisionPoint). • Start with your first steering committee meeting. Implementation of your Microsoft Teams governance strategy Step 3
  • 46. • Microsoft Teams evolves, so should your governance strategy! • There is no right or wrong, it is your governance strategy! Final tips Governance
  • 47. • Plan for governance in Teams • Microsoft Teams Templates • Microsoft 365 Groups and Microsoft Teams • Microsoft 365 groups naming policy • Microsoft 365 group expiration policy • Manage guest access in Microsoft 365 groups • What are Azure AD access reviews? Resources (1) Conclusion
  • 48. • Groups Governance Toolkit Part 5-External Guests • Overview of teams and channels in Microsoft Teams • Team owner, member, and guest capabilities in Teams • Manage teams in the Microsoft Teams admin center • About admin roles • Microsoft 365 compliance documentation | Microsoft Docs Resources (2) Conclusion
  • 49. How to contact me! Contact details • @jasoosterveld • https://www.linkedin.com/in/jasperoosterveld • www.jasperoosterveld.com
  • 50. Rate my session & Calls to Action Rate this session https://teamsnation.rocks/ feedback Attend more sessions and join our keynotes at 19.00 CET Show your love on social using #TeamsNation and @TeamsNation 1 2 3