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Using Microsoft Teams to manage Office 365 Governance

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Magnus Goksøyr
Super Contributor

Microsoft Teams can be used for a variety of purposes. The user cases are many and, as usual, it's usually just the imagination that sets the limits of creativity.

Today's new technology has a high degree of self-service and when new functionality is rolling out at an ever increasing rate, it is often easy to forget how to enable end-users to take advantage of the new functionality.

 

Having good documentation about managing personal data is becoming increasingly important, not least in terms of GDPR. You also need to plan how to inform the end users in the most efficient and educational ways about news and changes in order to succeed with user adoption. Not least, it is important, as a "service responsible", to keep up to date with new functionality to take advantage of the services that make the most of the organization's needs, requirements and goals. These points, in my opinion, are advantageously mentioned in context of Office 365 Governance.

 

In this post, I will show how to set up a Team to get started with Office 365 Governance in the easiest way possible.

 

I start by setting up a Team and configure the Channels and their tabs.

 

The channel "General"

General-Conversations.PNG

 

 

Under the General channel (which, by definition, should contain general information) I do the following:

  • Rename the default wiki-page to "About" and enter information about purpose, usage and responsibility.
  • Create the tab "Office 365 Governance Plan" and link it to the "general governance plan", which in short terms describes my company's governance of Office 365 and the included services.

General-Governanceplan.PNG

  • Create the tab "Roadmap" that is linked to the Office 365 Roadmap

General-Roadmap.PNGRoadMap

  • Create the tab "Responsibility" and link it to a custom SharePoint list (in the teams SharePoint site). Here I enter the services and the name of the persons that are responsible for each service.

 

General-Responsibility.PNGResponsibility overview

  • Create the tab "Usage" and link it to a Power BI-report that displays a great overview of the usage and user adoption by product/services.

 General-Usage.PNGPower Bi-report for Usage and User adoption

The channel "Activity alerts"

I create a Channel and call it Activity alerts. This channel I use to capture "general" (not related to a specific service) alerts from the Security and Compliance center. This may, for example, be if someone has deleted a user or if any administrator has been granted extended privileges. I copy the channel's email address and enter it on the alert I set up in the Security and Compliance Center under Activity Alerts. In this way, I do not have to log in as Global Administrator to get an overview of the general alerts I set up. However, to see details, I have to log in.

ActivityAlertElevatedRights.PNGGeneral Activity Alerts displayed in a Channel

 

 

The channel "Change"

If I do not exercise Change Management "by the book" I should at least have a simple process to keep track of changes and news so that I have the ability to plan for the introduction of them.

I create the channel "Change". Under the channel I do the following:

  • Create the tab "Process" and link it to a PowerPoint that describes the process in a simple way. This gives me a visual overview of what to do.

Change-Process.PNGVisual overview of a simplified Change Process

  • Create the tab "Plan" and link it to a Planner in which I have created one bucket per sub-process of the change process. By using this I can keep track of all activities we have to perform in order to plan the implementation of the function.

Change-Plan.PNGThe teams planner with sub process buckets

  • Create the tab "Meetings" and link it to the Group Calendar. Her we get an overview of the upcoming change meetings.

Change-Meetings.PNGThe Change Meeting Calendar

The channel (Service)

For each channel that belongs to a service I capture service-related alerts from the Security and Compliance center. This may, for example in the Channel for Microsoft Teams, be if someone has deleted a Team. I copy the channel's email address and enter it on the alert I set up in the Security and Compliance Center under Activity Alerts. In this way, I do not have to log in as Global Administrator to get an overview of the Service-related alerts I set up. However, to see details, I have to log in

 

Under the channel for Microsoft Teams I do the following:

  • Create the tab "Governance Plan" and link it to my Governance Plan for Microsoft Teams. Her we get an overview of the settings we have implemented and our policies and guidelines and how we handle creation of new teams, backup and restore etc.

Service-GovernancePlan.PNGGovernance Plan for the Service

  • Create the tab "Roadmap" and connect it to the Office 365 Roadmap which I have filtered to show only information about Microsoft Teams. By doing this I (and/or the service responsible) do not have to see all news for all services in Office 365, instead he/she sees what is relevant for him/her.

Service-FilteredRoadmap.PNGOffice 365 Roadmap pre-filtered on the current service

Other

Each service (Teams, SharePoint, Yammer etc.) should have its own channel that contains tabs for Roadmap filtered on the service, Governance Plan for the Service and the service-related activity alerts should be set up for each service.

 

The governance plans, of the various services, and their content and disposition are something that you can and should establish based on the parameters that are important for your company to control.

This post is not the answer to how everyone should manage Office 365 Governance but I hope it gave you something useful that you can take advantage of if you wish to get started with basic governance for Office 365.

 

If you have any questions or suggestions, please comment on the post or send me a message.

/Magnus

23 Replies

Very fine real-world use case setting up and customizing the team's channels, tabs, docs, etc.

Thank you for sharing, this is absolutely fantastic - and something that every organisation should be implementing if they take Office 365 seriously.
I'd be keen to see your governance plan if you care to share that?

I agree with the other commenters, you have done a great job of making a complex topic simple. This really demonstrates the power of the Teams app and should become a showcase by MS. 

 

@Anne Michelscheck this out !

@Susan Hanleyhere is a very creative approach to governance documenation

That is one great use-case! Thanks for sharing Magnus. I too am interesting in looking at your governance plan(s) documents. Would you mind sharing that? Maybe via DM?

Excellent, thanks for sharing

@Magnus GoksøyrThese are excellent thoughts.

Thanks much, not only for the great idea, but for the spark that is sure to lead to a lot of other ideas.

Cheers!  

Magnus this is a great article, thank you for sharing!  We've had many recent customer asks on how to best to govern Office 365, I've shared your article with the broader field and the idea is catching on with customers.  I also created this use case example in my demonstration tenant to share with customers and added some additional enhancements to the General channel tabs.

 

What's new in Office 365
Office 365 Weekly

 

Thought it might be a good idea to have the community share content to enrich the experience.  All the best!

@Magnus GoksøyrCan you provide some more details about how you added a tab for your Calendar? I can't get that to work.

 

Dean,

 

I had some problems with this at first because it defaults to the current logged on user calendar.  I had to add the team mailbox calendar, click on it and then copy/paste the URL as a webpage tab. Just make sure you are copying the URL for the team calendar. 

Would you mind sharing your O365 governance doc? I am trying to build one now and would love to plagiarize...
Highlighted

I'm trying to get away from a single governance doc. @Susan Hanley has published a bunch of good ideas about how to use a communication site instead of a document.

@Dean Gross, I create a modern page and add a Group Calendar Web part to it. Then I copy the page url and use it when I create the Tab in the Team.

I prefer to have one high level Governance document for O365 and then create one more or less detailed Governance document pr service/workload. That makes it much more easier to manage/maintain and to overview. I will take a look at the ideas of @Susan Hanley, that sounds interesting. 

Embed the Group Calendar to a page on the teams SharePoint Site. The adress should look something like this: https://mycompanyname.sharepoint.com/teams/O365Governance/SitePages/changemeetings.aspx

 

Thanks, i never would have guessed that I need to have the modern page as a step between OWA and teams.

 

 

@Loryan Strant @Abhimanyu Singh and @Deleted  here You can find an example of a Governance plan for a service. It would be great if You could give me some feedback on that article so that i can finish a template that i can distribute to You (and everybody else thats interested)

Thank you in advance!

Regards, Magnus

https://techcommunity.microsoft.com/t5/Microsoft-Teams/What-points-should-a-standardized-and-reusable-governance-plan/m-p/239847#M17169 

Hi Magnus, this is a very good use of MS Teams! Thank you for sharing this and the template, too!

I have some questions:

  1. Who are the members of this team?
  2. It looks like you have an overall O365 governance and one governance plan for each service. Am I correct? What the content you choose to keep in the overall or leave out for the individual service? Some services share some common elements, like for example SharePoint as a storage, so maybe the same retention policy?

 

Hi Jessie!

 

  1. My opinion is that the members of the Governance Team should be the "Service owners" (each service should have an owner who is responsible for monitoring news, and changes to the service) together with the members of the "Change Board".
  2. You are correct. I have one overall O365 Governance plan which is more of a Business Focused plan that contains Ownership, roles, goals, business value, overall compliance and security, and an overview of the services. I addition each service has a detailed Governance plan that describes it in detail. In case that some services share some common elements i guess one can lift it out to a separate document (or even up to the overall plan, and refer to it from the plans instead of document the same thing in multiple plans.

The structure and disposition of the documentation is the most complicated part and that is why i am looking for feedback and tips on how others do it so that i hopefully can establish some form of standard. (I have established my own standard and i am sure of that there are many standards out there :) )

Hello Dean, I am internal to Microsoft, specifically in the Education space. I am evangelizing this particular use case internally. It's a strong example of how Teams can be used with a lot of benefit to O365 admins. Nice work @Magnus Goksøyr

Glad to hear that! Thanks @Dustin Taylor :)

Thank you very much for your reply Magnus! It's a very good idea to have an owner per service, so at least one person has deep insight into how the service has been used. I also like the idea to seperate each individual service out of the overall O365 governance.

Again, thank you for sharing your ideas! They are very helpful!

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