Thinking about Governance doesn't get many people excited. That said, defining and implementing Governance is the key to a successful rollout and adoption of Microsoft Teams. Jasper Oosterveld, Microsoft MVP & Modern Workplace Consultant, is taking a hands-on approach around Governance for Microsoft Teams. You can expect real world advise around a variety of topics: naming convention, external access, expiration policy, information protection and the creation process. After this session you are ready to go back and build your own successful Governance for Microsoft Teams.

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

3. #TeamsNation
Microsoft Teams
Brief overview

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

7. Not addressed?
Customer worries

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

17. #TeamsNation
Collaboration with Microsoft
Teams
Discuss the governance requirements

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

43. #TeamsNation
Step 3
Our final step!

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

45. #TeamsNation
Conclusion
Resources & contact details

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