04-17-2018 04:18 AM
04-17-2018 04:18 AM
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.
Under the General channel (which, by definition, should contain general information) I do the following:
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.
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:
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:
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.
04-17-2018 01:36 PM
Very fine real-world use case setting up and customizing the team's channels, tabs, docs, etc.
04-18-2018 03:53 PM
04-18-2018 05:55 PM - edited 04-18-2018 05:57 PM
04-19-2018 05:47 AM
04-20-2018 06:03 AM
@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.
04-25-2018 07:51 AM
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.
Thought it might be a good idea to have the community share content to enrich the experience. All the best!
05-11-2018 01:21 PM
@Magnus GoksøyrCan you provide some more details about how you added a tab for your Calendar? I can't get that to work.
05-14-2018 02:50 PM
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.
05-15-2018 09:55 AM
05-15-2018 10:30 AM
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.
05-15-2018 10:32 AM
@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.
05-15-2018 10:38 AM
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.
05-15-2018 10:47 AM
@Chad Stoutthe url i'm pasting looks like this but it doesn't work, how does this compare to yours?
05-15-2018 10:53 AM
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
05-15-2018 11:23 AM
Thanks, i never would have guessed that I need to have the modern page as a step between OWA and teams.
08-30-2018 06:31 AM
@Loryan Strant @Abhimanyu Singh and @Troy Davis 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!
09-05-2018 04:51 PM
Hi Magnus, this is a very good use of MS Teams! Thank you for sharing this and the template, too!
I have some questions:
09-06-2018 03:16 AM - edited 09-06-2018 03:31 AM
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 :-) )
09-12-2018 05:48 AM
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
09-12-2018 03:17 PM
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!