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As a multi-functional collaboration platform, Microsoft Teams has become imperative for businesses. However, Microsoft Teams Governance is easier said than done unless you follow the right strategies.
With the best tactics, you can contain the sprawl, maintain efficiency, and keep your data safe. Here are the best ways to implement governance principles for your Microsoft Teams.
Define the Process of Creation
An effective governance policy depends on the perfect balance between the team creators and collaborators. You want your teams to use both Microsoft Teams and Office 365 Groups for successful implementation. However, it needs complete collaboration and controlled processes as well. Here, ownership makes a lot of difference.
If you have more ownership as a stakeholder, you can ensure a controlled process where your IT department can approve the functions for each user, and you can assume total responsibility for organizational data.
Once you define these roles and processes, the control and creation of collaboration spaces become more productive and secure. Hence, you can rely on emails, and IT tickets to ensure fast and simple processes that are in line with your business policies.
Define the Purpose
Unless you have well-defined goals and purposes for Microsoft Teams and Office 365 Groups, there may be several risks and cost factors affecting the end-users. As the stakeholder, it will help if you ensure that users can consume resources depending on their specific needs.
Here, communication between stakeholders and users is essential. You should define the purpose and scope of collaboration spaces for the users.
Manage Ownership and Access
If you want to avoid ‘shadow IT’ traps that threaten organizational data, create proper processes for management of ownership and access to the resources. Access and roles in both Microsoft Teams and Office 365 Groups need adequate tracking and monitoring. Hence, you may allocate appropriate resources for the same.
Also, consider the third-party services and applications available to the users working on both these platforms. You can allow IT departments to control and manage integrations at team levels.
At the same time, determine the extent of their authorization and control for efficient Microsoft Teams Governance. Consider the scenarios like external sharing and storage solutions as well when planning ownership and access control.
Define the Structure and Properties
The methods of naming Groups and Teams, along with properties based on their usage, are essential for maintaining the data lifecycle. These conventions can affect storage solutions, as well. Hence, create a structure that defines how your employees can find the relevant files and documents.
Also, you need to define why Microsoft Teams exist in your organization and what data assets it controls. In the long run, these rules can save a lot of time and resources for your company. Automation of properties, lifecycle management, and naming conventions will ease the IT burden.
Define Systems to Be Replaced by Microsoft Teams
Once your company takes to complete migration to Microsoft Teams by availing of office 365 migration services, it is essential to bring all the systems under integration. Here, you need to consider the business processes that you can replace with Microsoft Teams. This will create a better knowledge for the end-users not only about the previous processes but also the new systems.
For example, many organizations are replacing Skype for Business with Microsoft Teams to reduce clutter in their communications.
With these strategies, you can govern Microsoft Teams effectively in your organization.
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