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InSpark
MICROSOFT
TEAMS &
GOVERNANCE
11-07-2020
TEAMS COLLABORATION SATURDAY 2020
InSpark
• Jasper Oosterveld
• Modern Workplace Consultant at InSpark
• Microsoft MVP
• Governance, Compliance & Microsoft ...
InSpark
1. Governance workshop
2. Governance strategy
3. Governance implementation
InSpark
WELCOME TO MICROSOFT
TEAMS
InSpark
Copyright InSpark
Chats Meetings Calling Files
Apps &
workflows
InSpark
Copyright InSpark
Less e-
mail
Open &
informal
culture
Anywhere,
any device
InSpark
Copyright InSpark
Efficient
meetings
Increase
engagement
Reduce
travel
InSpark
Copyright InSpark
Save time Smarter
collaboration
Share with
guests
InSpark
Copyright InSpark
Integration
external
services
Streamline
business
processes
Save costs
InSpark
Copyright InSpark
Increase
productivity Compliant &
secure
Central &
integrated
work
experience
Accelerate
digital...
InSpark
1. Teams explosion
2. Duplication
3. Purpose unclear
4. Findability
5. Complexity
6. Data leak
InSpark
Copyright InSpark
Increased IT maintenanceFailed user adoption
InSpark
IMPORTANCE OF A
GOVERNANCE
InSpark
CONNECTING
IT & BUSINESS
InSpark
CONTRIBUTE TO A SUCCESSFUL
ADOPTION
InSpark
INTEGRATION OF PROCEDURES,
LAW & REGULATIONS
InSpark
MANAGE MICROSOFT 365
GROUPS
InSpark
Copyright InSpark
Azure Active Directory
Microsoft 365 Groups
InSpark
WHERE DID MY TEAM GO?
InSpark
• Scope
• Vision & goals
• Steering committee
• Roles & responsibilities
• Microsoft Teams & related services work...
InSpark
MICROSOFT TEAMS
WORKLOAD
InSpark
• Collaboration formats
• Naming convention
• External access
• Expiration policy
• Privacy
• Back-up & restore
• ...
InSpark
• Define your collaboration templates:
– Departments
– Projects
– Cross-departments
– Customers
• Keep it simple &...
InSpark
1. Automatically add a word & prefix and /or
suffix with an AAD property.
2. Connect to a provisioning solution.
3...
InSpark
• Microsoft Teams: PROJ – Mobile Portal
• SharePoint URL: /teams/proj-mobileportal
(provisioning only)
InSpark
Advantages
• Improves the findability of a team in
Microsoft Teams.
Challenges
• Automatic naming policy requires ...
InSpark
• Only apply when its necessary.
• For example: A local municipality / district
shares its Office 365 tenant with ...
InSpark
1. Allow for all teams
2. Allow for a selection of teams
3. Disable for all teams
4. Decide with sensitivity label
InSpark
Advantages
• Reduce shadow IT.
• Efficient collaboration.
Challenges
• Data classification is crucial.
• Increased...
InSpark
• Turn on for all teams.
• Apply a periodic review with Azure Access
Reviews (license: Azure AD P2) or own
solutio...
InSpark
1. All teams.
2. Selection of teams.
3. None.
InSpark
• Team members views, edits, downloads,
moves, shares, or uploads a file.
• Team members opens a channel in the te...
InSpark
Advantages
• Keep your Office 365 tenant clean.
• Reduce maintenance for IT.
Challenges
• Rely on Microsoft defaul...
InSpark
• Turn on for one year.
• Apply retention policies to prevent
unwanted data loss.
InSpark
1. Private
2. Public
3. Org-wide
InSpark
• Open by default
• Be aware: Owners can change the privacy
setting.
InSpark
• Teams are stored for 30 days in a recycle
bin.
• Channels are stored for 30 days in a recycle
bin.
• Content is ...
InSpark
• Review default options and match with
regulations & internal agreements.
• 3rd party vendors (for example: AvePo...
InSpark
• Privacy: Public or Private
• Guest access: Allowed or blocked
• Unmanaged devices: Block or limit access to
Shar...
InSpark
InSpark
InSpark
• Combine with self-service team creation.
• Define & implement data classification in a
separate project.
InSpark
• Prevent the sharing of sensitive information
in chat. For example: Social security
number.
• Prevent the (extern...
InSpark
InSpark
InSpark
• Match regulations and internal procedures
with the usage of Microsoft Teams.
• Test! Test! Test!
• Educate & inf...
InSpark
• Retain content or chat for X period.
• Retain & delete content or chat for X period.
• Delete content or chat fo...
InSpark
• Match regulations and internal procedures
with the usage of Microsoft Teams.
• Test! Test! Test!
• Educate & inf...
InSpark
• Self-service for all employees via the
Microsoft Teams application.
• Self-service for a selection of employees ...
InSpark
Self-service of provisioning is determined by the
following requirements:
• Collaboration formats.
• Collaboration...
InSpark
• Policies: Discover private teams & create
private channels
• Message policies: modify messages, fun
factor & rea...
InSpark
• Get an agreement on all the topics.
• Add these into a document.
• Present findings.
• Finalize your governance ...
InSpark
• Configure your Microsoft Teams settings.
• Implement a governance solution (for
example: ShareGate Apricot or Av...
InSpark
• Jasper.Oosterveld@inspark.nl
• @jasoosterveld
• https://www.linkedin.com/in/jasperoosterveld
• www.jasperoosterv...
InSpark
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Microsoft Teams - Governance A - Z

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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Microsoft Teams - Governance A - Z

  1. 1. InSpark MICROSOFT TEAMS & GOVERNANCE 11-07-2020 TEAMS COLLABORATION SATURDAY 2020
  2. 2. InSpark • Jasper Oosterveld • Modern Workplace Consultant at InSpark • Microsoft MVP • Governance, Compliance & Microsoft Teams • Amsterdam, the Netherlands
  3. 3. InSpark 1. Governance workshop 2. Governance strategy 3. Governance implementation
  4. 4. InSpark WELCOME TO MICROSOFT TEAMS
  5. 5. InSpark Copyright InSpark Chats Meetings Calling Files Apps & workflows
  6. 6. InSpark Copyright InSpark Less e- mail Open & informal culture Anywhere, any device
  7. 7. InSpark Copyright InSpark Efficient meetings Increase engagement Reduce travel
  8. 8. InSpark Copyright InSpark Save time Smarter collaboration Share with guests
  9. 9. InSpark Copyright InSpark Integration external services Streamline business processes Save costs
  10. 10. InSpark Copyright InSpark Increase productivity Compliant & secure Central & integrated work experience Accelerate digital transformation
  11. 11. InSpark 1. Teams explosion 2. Duplication 3. Purpose unclear 4. Findability 5. Complexity 6. Data leak
  12. 12. InSpark Copyright InSpark Increased IT maintenanceFailed user adoption
  13. 13. InSpark IMPORTANCE OF A GOVERNANCE
  14. 14. InSpark CONNECTING IT & BUSINESS
  15. 15. InSpark CONTRIBUTE TO A SUCCESSFUL ADOPTION
  16. 16. InSpark INTEGRATION OF PROCEDURES, LAW & REGULATIONS
  17. 17. InSpark MANAGE MICROSOFT 365 GROUPS
  18. 18. InSpark Copyright InSpark Azure Active Directory Microsoft 365 Groups
  19. 19. InSpark WHERE DID MY TEAM GO?
  20. 20. InSpark • Scope • Vision & goals • Steering committee • Roles & responsibilities • Microsoft Teams & related services workload • Processes & procedures • New features & updates
  21. 21. InSpark MICROSOFT TEAMS WORKLOAD
  22. 22. InSpark • Collaboration formats • Naming convention • External access • Expiration policy • Privacy • Back-up & restore • Compliance • Creation process
  23. 23. InSpark • Define your collaboration templates: – Departments – Projects – Cross-departments – Customers • Keep it simple & start small
  24. 24. InSpark 1. Automatically add a word & prefix and /or suffix with an AAD property. 2. Connect to a provisioning solution. 3. Leave it up to the employee. 4. None.
  25. 25. InSpark • Microsoft Teams: PROJ – Mobile Portal • SharePoint URL: /teams/proj-mobileportal (provisioning only)
  26. 26. InSpark 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.
  27. 27. InSpark • 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.
  28. 28. InSpark 1. Allow for all teams 2. Allow for a selection of teams 3. Disable for all teams 4. Decide with sensitivity label
  29. 29. InSpark Advantages • Reduce shadow IT. • Efficient collaboration. Challenges • Data classification is crucial. • Increased responsibility for the owners.
  30. 30. 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.
  31. 31. InSpark 1. All teams. 2. Selection of teams. 3. None.
  32. 32. InSpark • Team members views, edits, downloads, moves, shares, or uploads a file. • Team members opens a channel in the team.
  33. 33. InSpark 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.
  34. 34. InSpark • Turn on for one year. • Apply retention policies to prevent unwanted data loss.
  35. 35. InSpark 1. Private 2. Public 3. Org-wide
  36. 36. InSpark • Open by default • Be aware: Owners can change the privacy setting.
  37. 37. 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).
  38. 38. 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.
  39. 39. 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.
  40. 40. InSpark
  41. 41. InSpark
  42. 42. InSpark • Combine with self-service team creation. • Define & implement data classification in a separate project.
  43. 43. 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.
  44. 44. InSpark
  45. 45. InSpark
  46. 46. 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.
  47. 47. 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.
  48. 48. 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.
  49. 49. 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.
  50. 50. 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.
  51. 51. 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.
  52. 52. InSpark • Get an agreement on all the topics. • Add these into a document. • Present findings. • Finalize your governance strategy.
  53. 53. InSpark • Configure your Microsoft Teams settings. • Implement a governance solution (for example: ShareGate Apricot or AvePoint Cloud Governance for Office 365).
  54. 54. InSpark • Jasper.Oosterveld@inspark.nl • @jasoosterveld • https://www.linkedin.com/in/jasperoosterveld • www.jasperoosterveld.com
  55. 55. InSpark

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