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M365 Virtual Marathon - Microsoft Teams Governance

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.

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M365 Virtual Marathon - Microsoft Teams Governance

  1. 1. InSpark MICROSOFT 365 Virtual MARATHON May 27 & 28, 2020 36 hours / 2 days MICROSOFT 365 VIRTUAL MARATHON Microsoft Teams & Governance: A - Z Jasper Oosterveld Broughtto youby: TheGlobalMicrosoft Community M365VirtualMarathon.com| #M365VM
  2. 2. InSpark MICROSOFT 365 Virtual MARATHON May 27 & 28, 2020 36 hours / 2 days Mark Your Calendars: March 23-25, 2021 MGM Grand Resort Las Vegas, Nevada, USA M365Conf.com #M365CONF TheSharePoint Conferenceis nowTheMicrosoft 365 CollaborationConference Broughtto youby: TheGlobalMicrosoft Community M365VirtualMarathon.com| #M365VM
  3. 3. InSpark THANK YOU TO ALL OUR GENEROUS SPONSORS
  4. 4. InSpark  Jasper Oosterveld  Modern Workplace Consultant at InSpark  Microsoft MVP  Governance, Compliance & Microsoft Teams  Amsterdam, the Netherlands LET ME INTRODUCE MYSELF… Broughtto youby: TheGlobalMicrosoft Community M365VirtualMarathon.com| #M365VM
  5. 5. InSpark  Visit the Vendors Booth, Sessions and Watch the Videos  Submit Your Answers to Enter the Raffle  You need at least 5 correct answers then submit for a chance to win one of 3 (One in each Americas, APAC, EMEA) ARE YOU READY FOR A RAFFLE? WE ARE GIVING AWAY 3 OCULUS QUEST ALL IN ONE! https://bit.ly/m365raffle
  6. 6. InSpark A SUCCESFUL MICROSOFT TEAMS GOVERNANCE 1. Governance workshop 2. Governance strategy 3. Governance implementation
  7. 7. InSpark Welcome to Microsoft Teams
  8. 8. InSpark Meetings Calling Files Apps & workflows Chats MICROSOFT TEAMS: HUB FOR COLLABORATION
  9. 9. InSpark CHAT Less e- mail Open & informal culture Anywhere, any device
  10. 10. InSpark MEETINGS Efficient meetings Increase engagement Reduce travel
  11. 11. InSpark FILES Save time Smarter collaboration Share with guests
  12. 12. InSpark APPS & WORKFLOW Integration external services Streamline business processes Save costs
  13. 13. InSpark BUSINESS VALUE OF MICROSOFT TEAMS Increase productivity Compliant & secure Central & integrated work experience Accelerate digital transformation
  14. 14. InSpark 1. Teams explosion 2. Duplication 3. Purpose unclear 4. Findability 5. Complexity 6. Data leak CUSTOMER WORRIES
  15. 15. InSpark Increased IT maintenanceFailed user adoption RESULTS IN:
  16. 16. InSpark The importance of governance
  17. 17. InSpark CONNECTING IT & BUSINESS Broughtto youby: TheGlobalMicrosoft Community M365VirtualMarathon.com| #M365VM
  18. 18. InSpark CONTRIBUTE TO A SUCCESFUL ADOPTION Broughtto youby: TheGlobalMicrosoft Community M365VirtualMarathon.com| #M365VM
  19. 19. InSpark INTEGRATION OF PROCEDURES, LAW & REGULATIONS Broughtto youby: TheGlobalMicrosoft Community M365VirtualMarathon.com| #M365VM
  20. 20. InSpark MANAGE MICROSOFT 365 GROUPS Broughtto youby: TheGlobalMicrosoft Community M365VirtualMarathon.com| #M365VM
  21. 21. InSpark Azure Active Directory Microsoft 365 Groups
  22. 22. InSpark WHERE DID MY TEAM GO!?!
  23. 23. InSpark 1. GOVERNANCE WORKSHOP  Scope  Vision & goals  Steering committee  Roles & responsibilities  Microsoft Teams & related services workload  Processes & procedures  New features & updates
  24. 24. InSpark MICROSOFT TEAMS WORKLOAD  Collaboration formats  Naming convention  External access  Expiration policy  Privacy  Back-up & restore  Compliance  Creation process
  25. 25. InSpark  Departments  Projects  Cross-departments  Customers COLLABORATION TEMPLATES - EXAMPLES
  26. 26. InSpark  Keep it simple & start small COLLABORATION TEMPLATES - MY ADVICE
  27. 27. InSpark  Automatically add a word & prefix and /or suffix with an AAD property (license: Azure AD P1).  Connect to a provisioning solution.  Leave it up to the employee.  None. NAMING CONVENTION - OPTIONS
  28. 28. InSpark  Microsoft Teams: PROJ – Mobile Portal  SharePoint URL: /teams/proj-mobileportal (provisioning only) NAMING CONVENTION - EXAMPLE
  29. 29. InSpark NAMING CONVENTION – ADVANTAGES & CHALLENGES Advantages  Improves the findability of a team in Microsoft Teams. Challenges  Automatic naming policy requires up-to-date AAD.  Automatic naming policy doesn’t work with multiple collaboration templates.  Employees will forget to apply the naming policy with a self-service scenario.  Naming policy for multiple collaboration templates result in a provisioning solution.
  30. 30. InSpark NAMING CONVENTION – MY ADVICE  Only apply when its necessary.  For example: A local municipality / district shares its Office 365 tenant with other municipalities / districts . They apply a naming convention so its clear where a team belongs to.
  31. 31. InSpark  Allow for all teams.  Allow for a selection of teams.  Disable for all teams.  Decide with sensitivity label (preview). EXTERNAL ACCESS - OPTIONS
  32. 32. InSpark EXTERNAL ACCESS – ADVANTAGES & CHALLENGES Advantages  Reduce shadow IT.  Efficient collaboration. Challenges  Data classification is crucial.  Increased responsibility for the owners.
  33. 33. InSpark  Turn on for all teams.  Apply a periodic review with Azure Access Reviews (license: Azure AD P2) or own solution.  Apply social control.  Educate the teams owners.  Start with data classification. EXTERNAL ACCESS – MY ADVICE
  34. 34. InSpark  All teams  Selection of teams  None License: Azure AD P1 EXPIRATION POLICY - OPTIONS
  35. 35. InSpark  Team members views, edits, downloads, moves, shares, or uploads a file.  Team members opens a channel in the team. EXPIRATION POLICY - ACTIVITY CHECK
  36. 36. InSpark EXPIRATION POLICY - ADVANTAGES & CHALLENGES Advantages  Keep your Office 365 tenant clean.  Reduce maintenance for IT. Challenges  Rely on Microsoft default backup & restore (gone=gone).  Increased responsibility for the owners.  Retention policies need to be clear.
  37. 37. InSpark  Turn on for one year.  Apply retention policies to prevent unwanted data loss. EXTERNAL ACCESS – MY ADVICE
  38. 38. InSpark  Private  Public  Org-wide PRIVACY - OPTIONS
  39. 39. InSpark  Open by default  Be aware: Owners can change the privacy setting. EXTERNAL ACCESS - MY ADVICE
  40. 40. InSpark  Teams are stored for 30 days in a recycle bin.  Channels are stored for 30 days in a recycle bin.  Content is stored for 93 days in a recycle bin (SharePoint).  Videos are stored for 30 days in a recycle bin (Stream). Be aware:  Planner doesn’t have a recycle bin. BACKUP & RESTORE - OPTIONS
  41. 41. InSpark  Review default options and match with regulations & internal agreements.  3rd party vendors (for example: AvePoint) offer backup solutions.  Apply retention rules to prevent deletion of chat and / or content. BACKUP & RESTORE – MY ADVICE
  42. 42. InSpark  Privacy: Public or Private  Guest access: Allowed or blocked  Unmanaged devices: Block or limit access to SharePoint content from devices that aren't hybrid AD joined or compliant in Intune.  Be aware: Label doesn’t apply to the content. SENSITIVITY LABELS – OPTIONS (PREVIEW)
  43. 43. InSpark SENSITIVITY LABELS - EXAMPLE
  44. 44. InSpark SENSITIVITY LABELS - EXAMPLE
  45. 45. InSpark  Don’t apply preview features in a production tenant.  Once in GA: Combine with self-service team creation.  Define & implement data classification in a separate project. SENSITIVITY LABELS – MY ADVICE
  46. 46. InSpark  Prevent the sharing of sensitive information in chat. For example: Social security number.  Prevent the (external) sharing of documents containing sensitive information.  Be aware: You need an Office 365 E5 license for DLP & chat. DLP – OPTIONS
  47. 47. InSpark DLP - EXAMPLE
  48. 48. InSpark DLP - EXAMPLE
  49. 49. InSpark  Match regulations and internal procedures with the usage of Microsoft Teams.  Test! Test! Test!  Educate & inform your employees.  Define & implement in a separate project. DLP - MY ADVICE
  50. 50. InSpark  Retain content or chat for X period.  Retain & delete content or chat for X period.  Delete content or chat for X period.  Be aware: Retention for chat isn’t supported for private channels. RETENTION - OPTIONS
  51. 51. InSpark  Match regulations and internal procedures with the usage of Microsoft Teams.  Test! Test! Test!  Educate & inform your employees.  Define & implement in a separate project. RETENTION - MY ADVICE
  52. 52. InSpark  Self-service for all employees via the Microsoft Teams application.  Self-service for a selection of employees via the Microsoft Teams application.  Controlled & approved process with a provisioning solution for all employees. CREATION PROCESS - OPTIONS
  53. 53. InSpark Self-service of provisioning is determined by the following requirements:  Collaboration formats.  Collaboration formats with unique naming policies.  Collaboration formats with strict external access policies.  Collaboration formats with different expiration policies. CREATION PROCESS - MY ADVICE
  54. 54. InSpark  Policies: Discover private teams & create private channels  Message policies: modify messages, fun factor & read receipts.  Apps: Allow, specify or block Microsoft & 3rd party apps.  Settings: Tagging & 3rd party file storage. MICROSOFT TEAMS - SETTINGS
  55. 55. InSpark 2: GOVERNANCE STRATEGY  Get an agreement on all the topics.  Add these into a document.  Present findings.  Finalize your governance strategy.
  56. 56. InSpark 3: GOVERNANCE IMPLEMENTATION  Configure your Microsoft Teams settings.  Implement a governance solution (for example: ShareGate Apricot or AvePoint Cloud Governance for Office 365).
  57. 57. InSpark CONSIDER DONATING TO THE FOLLOWING CHARITY RELIEF FUNDS: UNITED WAY: HTTPS://GIVE.UWKC.ORG/M365VM INTERNATIONAL MEDICAL CORPS: HTTPS://BIT.LY/MEDICALCORPSFUND 10% OF FUNDS FROMSPONSORS GOTO SUPPORT COMMUNITY RELIEF. FOR MORE INFORMATION WRITE TOINFO@M365VIRTUALMARATHON.COM
  58. 58. InSpark MICROSOFT 365 Virtual MARATHON May 27 & 28, 2020 36 hours / 2 days THANK YOU FOR JOINING US! DO YOU HAVE ANY QUESTIONS? Speaker feedback https://bit.ly/M365VMSpeakerFeedback Event feedback https://bit.ly/M365VMFeedback
  59. 59. InSpark MICROSOFT 365 Virtual MARATHON May 27 & 28, 2020 36 hours / 2 days THANK YOU FOR JOINING US! DO YOU HAVE ANY QUESTIONS? Find me on Twitter: @jasoosterveld Broughtto youby: TheGlobalMicrosoft Community M365VirtualMarathon.com| #M365VM

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