October 22, 2020

Microsoft Teams governance strategies & best practices


Although Microsoft Teams is a booming collaboration platform, without proper governance it can quickly get out of hand! In Teams, the majority of information technology challenges stem from a single source—Teams sprawl—which makes it difficult to visualize and track. A successful Teams deployment promotes unlimited collaboration and mitigates potential security risks, using governance and implementing policies not native to Teams. Certain governance strategies apply and can elevate adoption while ensuring maximum security and efficiency in your Teams environment.

Strategy #1. Process of team creation

Who will have the ability to create a team? By default, anyone can create a team. While creation of teams is an essential service, having numerous inactive, purposeless and ownerless teams soon leads to risk and unmanaged and uncontrolled chaos.

So, should the ability to create teams be disabled completely?  Of course not!

We advise you to develop a permission model and assign privileges to a security group such as help desk or trained users who create teams with oversight so you can prevent this uncontrolled growth. You can activate self-service provisioning and enable an approval system to better understand the requestor’s requirements and purpose for the team.

Organizations may also face other security challenges or intermittent issues as end users are forced to download unsanctioned third-party cloud apps as an alternative solution.

Strategy #2. Naming conventions for teams

Have you established naming conventions for newly created teams? Is there a possibility for duplicate teams to be created? Having duplicate teams hampers discoverability of content and promotes inconsistency. For easier management and better classification of teams, enforce the naming policies. As per the standards of your organization, use identifiers or indicators and create a list of custom-blocked words for a cleaner Teams environment.

Strategy #3. Lifecycle management of teams

Should you keep unnecessary teams forever? Again, the answer is, no! Unused and unnecessary teams consume a lot of resources and contribute to more clutter in the Teams ecosystem. Take the time to dispose of or archive them for reactivation in the future. You may also choose to configure the expiration policies in the lifecycle of teams.

Strategy #4. External collaboration, shared files, and data security

Do anonymous users have access to your environment? Security concerns heighten when control is granted to an anonymous user to navigate your workspace and access a team’s resources or content. Providing flexible permissions to external collaborators may cause data infringement, due to oversharing of files, data exposure and data leakage.

To overcome this challenge, define different levels of guest access across your tenant, limit guest user access to those partners or customers you trust and restrict invitations to vendor or partner domains using governance policies.

Strategy #5. Automation of Microsoft Teams

Interested in saving management time with manual and repeatable tasks? Managing a continuously growing Teams environment can be gruelling for administrators who perform governance-related tasks manually and repeatedly. By automating Microsoft Teams governance using a third-party application, such as TeamsHUB.io, you can eliminate time-consuming and complex PowerShell operations to reduce administrative burdens.

TeamsHUB.io provides a holistic approach in end-to-end governance in Microsoft Teams. Additionally, it offers a unified interface that keeps everything together. It ensures that your Microsoft 365 environment is more efficient and tightly secured so that your users can focus on tasks that are of higher value. Using TeamsHUB.io, you can automate teams creation and lifecycle management, classify and protect data, track externally shared files, monitor user activities, Teams usage, tenants, etc., and much more.

To know more about TeamsHUB.io, please visit https://teamshub.io or contact sales@cyclotrongroup.com to request a demo.

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