August 31, 2021

Teams Admin and Architect Essentials Webinar Series

September 2021 marks a special opportunity to ramp up on the key essentials to management and governance. We’ll dive into a 3 part series that helps you plan our your Microsoft 365 service with an emphasis on Teams and SharePoint. I’ll be delivering 3 one hour free webinars diving into the latest and greatest from Microsoft across three key areas of governance, architecture, and recovery. Feel free to register for one or all of them. The series is sponsored by TeamsHUB and will feature 3 unique demos showcasing key features of the product.

The three webinars all in September should build upon the concepts of Teams as an organizing layer with emphasis on governance, management, architecture and design with a focus on service management and administration. The series is sponsored by TeamsHub which will be featured in each of the 3 webinars. Here are the details of each of the webinars:

Governing Teams, SharePoint, and Microsoft 365

Microsoft 365, SharePoint and Teams have grown exponentially during COVID and the work from home mandates. In addition, Teams now has over 145 million daily active users as of April 2021. SharePoint Online has over 200 million daily active users. With all of this incredible momentum in remote work, online productivity, collaboration, and communication there’s a lot of pressure to provide good guidance around adoption with transparent governance. Unfortunately due to the rush of the platform the opposite has been happening with poor adoption techniques and poor habits around both provisioning and non existent oversight and cleanup. With the uncontrolled viral growth many customers have taken a back seat allowing things to grow out of control. In this product focused 1 hour session we’ll dive into the key success factors of governance and help you understand how to automate and keep your environment secure, encrypted, auditable and trustworthy. In addition this webinar will include a demo on TeamsHUB designed to help you get your arms around your environment providing easy to use automated processing to govern.

Thursday, Sept. 2nd at 1 PM Eastern/10 AM Pacific

>> Register Now or Get More Info

See you there!

Architecting Microsoft Teams for Lifecycle

Out of the box Microsoft Teams is open and ready go viral from an external sharing perspective, but it quickly gets to a point where it goes from being a trusted platform to being considered a liability.  Companies may find it tedious to audit and automate.  It is absolutely imperative you keep a handle on your environment with enforcement policies. You shouldn’t go without any cleanup and archiving, and oversight is key… this is where automation and approval routing can simplify your life.  Following guidance along a maturity model to help the organization learn the platform, learn the tools, and understand the platform and capabilities along with building support for a structured dev ops and business supportability through an entire lifecycle will position your environment in a unified approach for modern teamwork.  Getting your hands around proper archiving of inactive Teams not only makes it easier to manage, but keeps the environment more secure and trusted.

We’ll cover a Unified Governance approach for Teams breaking down People, Process and Technology.  Help you understand how to build out a proper information architecture in Teams that supports a global navigation, strategies for discovery, and integrated communication.  Along with a more comprehensive approach to business unit builder and dev ops strategies with preproduction environments. All services across the Microsoft 365 platform can find their way into Teams with Microsoft 365 Groups which when positioned properly can create a powerful unit for security and lifecycle. – Microsoft Teams as a Platform – Maturity – Initial Adoption and On boarding for Commercial Apps – Repeatable Provisioning with Consistent Best Practices with App Templates – Defined Preproduction Environment and a Culture for App Makers – Managed Structured Power Platform COE with Intranet and Personalization including N Tiered Apps including Viva Connections

Wednesday, Sept. 15th at 1 PM Eastern/10 AM Pacific

>> Register Now or Get More Info

See you there!

Microsoft Teams – Managing Archiving, Deletion & Recovery across Microsoft 365

What happens when someone deletes a team or a file? How long and when does Microsoft provide the recycle bin and recovery services? What happens if someone runs a malicious ransomware script that encrypts and locks them out the OneDrive or SharePoint libraries and anything they are connected to? In this session we’ll cover recovery options in Microsoft 365 services. It’s not just Teams, but OneDrive, SharePoint, Exchange, Stream and Planner that increasingly contain critical business these days. What about Dataverse? When was the last time you looked into the recovery options for these services? Microsoft has been very clear about backup and recovery and yet 70% of organizations have simply ignored any plans to setup their own backup and recovery. In this session we’ll cover the out of the box options, Microsoft SLAs as well as introduce you to the archiving, deletion, and lifecycle management options of TeamsHUB with Azure backup options for quick file, document, site and Teams recovery.

Audience: IT Managers, Architects, Admins, Tenant Admins, Business IT Groups

Tuesday, Sept. 28th at 1 PM Eastern/10 AM Pacific

>>Register and Get More Info

See you there!
Watch the Webinar

Read more

April 07, 2020

Automated Lifecycle Management for Teams

This article explores how Teams lifecycle governance can be automated and managed using TeamsHub from Cyclotron

Introduction

Firstly, organizations and administrators should focus on three main aspects of the automated lifecycle management of Microsoft Teams to streamline governance.

  • Provisioning: Teams request, approval, and creation
  • Operations: Managing information access and containers
  • Information Lifecycle: Retain, expire and disposal of Teams

With this intention in mind, TeamsHub by Cyclotron provides automated lifecycle management. This eliminates tons of manual provisioning issues. Secondly, any administrator surely wants streamlined governance which includes

  • Avoiding teams or sites sprawl and duplication.
  • Avoiding Teams without owners or orphaned Teams
  • Deploying a consistent architecture for the tenant environment
  • Define naming policies for Teams based on custom attributes
  • Assigning correct roles and responsibilities to each Team member
  • Organize frequently used Teams together as “Hubs”
  • Providing an automated workflow for team site creation and approval
  • Implementing enhanced security controls

Now let us look at some of the scenarios below to automate the lifecycle management of Microsoft Teams using TeamsHub by Cyclotron.

Automate creating a new team or site

The lifecycle starts with creating a Team. So, an administrator can enable Site and Team creation, whereby users can request a Team or SharePoint Site and choose to make it either Public or Private. Users can search Teams marked Public easily and the user is free to join that team. Owners control access to Private Teams. A point to note – build a Team from scratch or by using an existing template.

In either case, TeamsHub by Cyclotron grabs essential details popping up a quick request form for the user to fill out. Along with defaults such as Title and Description, the request form also asks some additional metadata which can be specified by the administrator in the site provisioning settings.

On submission, the request goes for an administrator’s approval.

Automate site creation in Microsoft Teams by TeamsHub by Cyclotron

We take this a step further using governance automation which is described below.

Automate site provisioning

A key feature of TeamsHub by Cyclotron which allows

  • Self-service provisioning of Teams while managing approvals based on business processes through dynamic forms and external workflows.
  • Creating or restricting the creation of Teams to specific groups.
  • It also makes guest management and policy management easy along with refraining users to use certain keywords while naming their Teams.
Microsoft Teams - Automated Site Provisioning Settings by TeamsHub by Cyclotron
Teams Governance Settings

Automate classifying and tagging Teams

Easily create text-based classifications for Teams such as internal, personal, business, important, etc., depending upon their unique identity, strength or structure. A second level categorization of Teams is also available based on role, project or skill. Apply another tagging dimension to Teams to classify them by expertise or departments such as IT, marketing, product, sales, etc.

Unified tagging and classification expedite discoverability, as well as easing navigation.

Governance Automation for classification and tagging by TeamsHub by Cyclotron

Searching Teams

TeamsHub by Cyclotron, lets you find Teams by three search parameters viz. name, tags, classification. Additionally, we provide advanced search capabilities using Team name, visibility (Public or Private), members/owner, tag and classification to help administrators narrow down quickly to the desired information. Store this search result further or save it as a Hub based on organizational needs.

Automate Governance using Advanced Search by TeamsHub by Cyclotron

Manage Team owners and members

Add new participants as owners or members to the selected Team in the search. Also, existing owners or members can be deleted from the Team. Moreover, with a user-friendly interface and convenient tile-view, the roles of owners or members can be swapped without hassle or complex scripting.

Microsoft Team Settings using Automated Governance from TeamsHub by Cyclotron
Team Details

Automate expiration policy for inactive Teams

Teams get inactive after the end of a project or once they have served their purpose. To avoid teams sprawl and have active content as well as usage, TeamsHub by Cyclotron provides the auto archival of Teams by setting an expiration policy.

An expiration policy triggers a crawl through the database to uncover Teams that cross the inactivity threshold. This crawler seeks the last activity generated by users of that particular team. This is closely related to the Daily Activity Usage as defined by Microsoft. Some of the criteria include chats, and conversations, emails being sent, and files shared within a Team or group.

Expiration Policies

A few policies can be set to ensure no Team is deleted by accident

  • Owner Policy: A set of rules that require owners to review and determine the next course of action. TeamsHub by Cyclotron sends periodic notifications ( in days) to Team owners to review the Teams they own. Actions that an owner might take are – deleting a member of the Team or deleting the entire Team if it has already served its purpose. Owners can revoke access for important files or documents that are shared within the Team or externally. Flexibility to modify the review deadline as per their choice.
  • Inactive Team Policy: Notify Team owners by email if no activity is detected in the specified time period. The email contents can be structured and customized as per needs. The owner can then decide based on the response, whether to mark a Team inactive.
  • Archive Team Policy: Send email notifications to inactive teams. The automatic email notification contains the Team name, description, members list, and last date of an activity. Additionally, it provides a link to archive it with a confirmation. If owner fails to act, Team is archived automatically after sending a few reminders.
  • Team Deletion Policy: Similar to Archive Team Policy, except that if the owner of the Team fails to take any action, TeamsHub by Cyclotron doesn’t delete the Team automatically.
Automated Lifecycle management of Teams from TeamsHub by Cyclotron

Summary

So in summary, we can manage Microsoft Teams better and experience easy and convenient lifecycle management. TeamsHub by Cyclotron enables you to work with clean, accurate and relevant information at all times saving you from inadvertent and costly mistakes while ensuring that you share updated content always. We promise you an effortless and happy administration and streamlined governance!

Suggested Reading

About Cyclotron

Cyclotron was proudly founded in San Francisco in 2014 with the sole intent of accelerating the success of our clients by solving mission-critical business and technology challenges, through a proven network of industry-specific frameworks. We’re a trusted strategic partner to many innovative organizations in the financial, health and life sciences, public, retail, and technology sectors. Our solutions combined with your investment with us boosts productivity, enhances collaboration, and integrates intelligence across your entire enterprise.

Read more