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Microsoft Teams is a powerful collaboration platform that makes teamwork as efficient and intuitive as possible. That said, with great power comes great responsibility. In his session, AvePoint CMO Dux Raymond Sy explained what you can do to effectively govern your Teams environment and ensure it stays running smoothly.
Dux started off by specifying that users need to have a solid understanding of Office 365 Groups to understand Teams. Office 365 Groups:
Allows a collective of people working together to share the same toolsets
Before people would be using a variety of tools, but they’d be disconnected.
The idea of Office 365 Groups is to keep all these tools together
Can be created by anyone in an organization
Why Teams?
Dux asserted that Teams will soon be just as common as Outlook. With Skype for Business steadily being phased out–along with plans for it to eventually be absorbed by the Teams platform–Teams is quickly becoming the one-stop shop for collaboration.
Dux highlighted several reasons why organizations should be keen to ensure Teams governance:
Repeatable and consistent service delivery
Don’t want sprawl
No messy permissions
Administrative efficiency
Want to avoid accidental deletion of a team, or accidentally inviting an outsider to see internal communications
Accurate cataloging and mentioning of adoption, usage and governance attributes for collaboration work spaces
Provable compliance with internal and external policies and regulatory requirements
3 Major Teams Governance Focuses
After highlighting why governance is so important in general, Dux went into the three key facets of Microsoft Teams governance:
Provisioning: How Teams are requested, approved and created
Operations: How information, access and containers are managed
Information Life Cycle: How to retain/expire/dispose of information as appropriate
Provisioning
What can you do to avoid sprawl and duplication while ensuring your Teams content is appropriate and cataloged correctly? Dux emphasized the importance of:
Restricting who can create Groups
Setting a naming policy and custom blocked words
Taking advantage of PowerShell and Azure AD P1
He also went over a couple of provisioning “gotchas,” including the privacy settings of Teams (which should typically be left at the default “private” setting), and staying aware of the (slight) control administrators have of the self-service Office 365 Group request form.
Operations
Ensuring that the day-to-day operations of your Teams environment is going smoothly is obviously of high importance. To this end, Dux suggested that administrators:
Enable native dynamic membership
If somebody has an Azure AD property of the department, this automatically includes them as a part of that department’s Teams
This is dependent on the properties of your Azure AD
Monitor Adoption and Usage
Admins can go to the Office 365 admin center and look at the Teams-specific report
If you suddenly see a spike in the SharePoint site of a specific team and a bunch of files have been created at once, it’s a sign that a user may have gone rogue
Through Office 365 security and compliance, admins can look at things like sign-ins, group activities, etc.
Ensure SharePoint Governance
Retention
SharePoint only keeps a copy for 14-90 days
When it’s gone, it’s gone; Microsoft can’t retrieve it after that point
Information Life Cycle
Lastly, Dux touched on the how governance plays a role in a Team’s information life cycle. He explained that old Groups and Teams often get left behind instead of deleted or archived (along with all of the information that they’re home to). To combat this unfortunate trend, he advised that users keep the following in mind:
Specify Expiration
If you have Azure AD P1, you can set the expiration of and/or archive a team
“Soft Delete” Allows for Recovery
Users can “soft delete” a Team and get it back as long as too great a time hasn’t passed
The window for this can span anywhere from 14-90 days
It’s a good safety in case of an accidental deletion
Dux ended the session by asking the audience: What’s the right-size level of governance for your Office 365 Group or Team? If the basic offering doesn’t include what your organization needs, premium and third-party additions are great ways to help you reach that threshold.
The bottom third reads: “Ongoing Management.”
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