10 Best Practices for Microsoft Teams Governance to Maximise Productivity

Setting up and maintaining an effective Microsoft Teams environment can be overwhelming, but with a comprehensive Microsoft Teams governance strategy in place, productivity can be maximised.

When it comes to Microsoft Teams, a well-thought-out governance best practices guide is essential. The Microsoft Teams Admin Centre provides tools for governing your Teams environment effectively, but when combined with governance tools such as Powell Teams your control and managed of Microsoft Teams can be increased dramatically without having to increase workload.

The first step, however, is establishing a Microsoft Teams governance framework and Microsoft Teams governance policy to ensure that Teams are used effectively, efficiently, and securely.

Microsoft Teams Governance

What is Microsoft Teams Governance?

Microsoft Teams Governance refers to the set of policies, roles, and processes that organisations establish to manage their Microsoft Teams environment effectively. It ensures that the platform is utilised efficiently while maintaining security, compliance, and productivity.

By implementing governance best practices, organisations can streamline team creation, assign appropriate team owners, monitor team activities, and ensure adherence to company policies. Effective governance in Microsoft Teams is crucial for optimising collaboration, communication, and workflow within the platform.

By incorporating governance strategies, organisations can create a structured and secure environment for their teams and channels.

How to Create an Effective Governance Plan for Microsoft Teams?

Creating an effective governance plan for Microsoft Teams involves defining clear policies, roles, and guidelines for team creation, management, and usage within the organisation.

Organisations should establish governance policies that align with their overall objectives, ensuring that teams are created and managed efficiently.

By outlining governance strategies, organisations can promote user adoption, enhance collaboration, and safeguard sensitive data within the Microsoft Teams environment.

A well-defined governance plan serves as a roadmap for implementing best practices and ensuring consistent oversight of teams and channels.

Best Practices for Team Creation and Management

Microsoft Teams offers a robust platform for managing and governing your teams and their associated Microsoft 365 groups. By implementing a Teams Governance Strategy and Governance Policy, organisations can control who has access to the teams and the ability for users to create teams.

Lock the out-of-the-box creation

Lock down who can use the out-of-the-box creation process

In Microsoft Teams governance, it’s crucial to control who has access to the out-of-the-box team creation process. By restricting this functionality to designated team owners or administrators, you can prevent unauthorised individuals from creating teams without adherence to governance policies.

Locking down the creation process helps maintain visibility and control over the teams environment, ensuring that new teams align with organisational guidelines. To implement restrictions on team creation, leverage the governance features available within the Teams admin center.

Define specific criteria for team creation eligibility and establish approval workflows to oversee the process. By enforcing strict controls over team creation, you can mitigate the risk of inactive or unauthorised teams, promoting a streamlined and compliant Teams environment.

Create a managed process for creating new Teams

Establish a standardised procedure for creating new teams in Microsoft Teams to maintain organisation and avoid duplicate or unnecessary teams.

By setting guidelines for team creation, organisations can control the proliferation of teams and ensure that each team serves a specific purpose.

Implementing a managed process streamlines team creation, facilitates better organisation, and enhances collaboration among team members.

Organisations can enhance team productivity by ensuring that new teams are created based on predefined criteria and requirements.

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Implement a straightforward naming convention for Teams

Utilise a consistent and descriptive naming convention for teams to enhance clarity, organisation, and searchability within the Microsoft Teams environment.

Establish naming guidelines to ensure that team names reflect their purpose, function, or project to avoid confusion among team members.

A clear naming convention simplifies team identification, promotes effective communication, and facilitates team collaboration.

By adhering to a standardised naming convention, organisations can streamline team management and improve the overall user experience within Microsoft Teams.

Use Teams templates to provide consistency

Implementing Microsoft Teams governance involves utilising teams templates to ensure consistency across different teams within the organisation.

By creating and implementing standardised templates, you can streamline the team creation process, making it easier for users to set up new teams that adhere to predefined governance guidelines. These templates can include pre-configured channels, tabs, and apps, providing a ready-made structure for teams to follow.

When using Teams templates, make sure to customise them based on the specific needs of your organisation. Tailoring templates to align with your governance plan and strategy ensures that teams are set up in a way that promotes productivity and collaboration.

By establishing clear guidelines within the templates, you can help maintain uniformity and compliance across all teams.

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Ensure that your Teams are used by teams

To maximise the effectiveness of Microsoft Teams governance, it’s essential to ensure that the platform is being utilised by teams as intended. Encouraging team collaboration and communication through the Teams environment is key to fostering productivity and achieving business goals.

By promoting active engagement among team members, you can create a dynamic and interactive workspace that drives efficiency. To ensure teams are actively using Microsoft Teams, provide training and support to help users understand the platform’s features and capabilities.

Encourage team owners to take a proactive role in facilitating communication and collaboration within their teams. By fostering a culture of teamwork and knowledge sharing, you can enhance the value of Microsoft Teams within your organisation.

Ensure at least two owners for a Team

Assign at least two designated team owners for each team to share responsibility, manage team settings, and oversee team activities.

Having multiple team owners ensures continuity in case one owner is unavailable and promotes collaborative decision-making within the team.

By designating dual owners, organisations can prevent disruptions in team management and maintain operational efficiency in Microsoft Teams.

Having two owners for a team fosters accountability, facilitates communication, and ensures effective team leadership within the platform.

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Educate your users

Educating users on Microsoft Teams governance best practices is essential for promoting a culture of compliance and accountability within the organisation. Provide training, resources, and guidelines to help team members understand their roles and responsibilities in maintaining governance standards.

By raising awareness about security protocols, data management practices, and compliance requirements, you empower users to make informed decisions and contribute to a secure teams platform.

To educate users effectively, conduct regular training sessions, workshops, and communication campaigns that highlight key governance policies and procedures. Encourage open dialogue and feedback to address any questions or concerns related to governance best practices.

By fostering a culture of continuous learning and awareness, you can strengthen the overall governance framework of Microsoft Teams and support a productive and secure collaboration environment.

Clearly explain the rules for using a particular type of Team

One of the critical aspects of Microsoft Teams governance is establishing clear guidelines and rules for using different types of teams. By clearly defining the purpose, scope, and rules for each team within the platform, you can ensure that team members understand their responsibilities and adhere to governance policies.

Documenting these rules in a governance plan helps mitigate risks and ensures uniformity across teams. When explaining the rules for using a particular type of team, consider factors such as data sensitivity, access permissions, and team ownership.

Communicate these guidelines to team members and owners to promote compliance and accountability. By providing detailed instructions and best practices, you can create a structured framework for teams to operate within, maximising productivity and minimising risks.

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Stay on top of housekeeping

Maintain regular housekeeping tasks such as managing inactive teams, archiving outdated teams, and monitoring team activities to keep the Microsoft Teams environment organised.

Regular housekeeping practices help declutter the platform, improve performance, and enhance user experience for team members.

By staying on top of housekeeping activities, organisations can optimise team management, promote collaboration, and ensure that teams are actively used for productive purposes.

Implementing effective housekeeping routines is essential for maintaining a streamlined and efficient Microsoft Teams environment.

Control external access

Maintaining security and compliance in Microsoft Teams governance involves controlling external access to sensitive data and information. By configuring external sharing settings and access permissions, you can ensure that only authorised individuals have the ability to view or interact with team content.

Limiting external access helps safeguard sensitive data and mitigates the risk of unauthorised exposure or data breaches.

To control external access effectively, establish clear policies and guidelines for sharing data outside the organisation. Educate team members on the importance of data security and privacy, emphasising the need to exercise caution when sharing information externally.

By implementing secure sharing mechanisms and monitoring external access, you can enhance the overall security posture of your Microsoft Teams environment.

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Implementing Governance Strategies in Microsoft Teams

Implementing governance strategies in Microsoft Teams is crucial for maximising productivity and ensuring a streamlined workflow within the platform. To start, it’s essential to establish a governance plan that outlines policies and procedures for team creation, management, and data security. Assigning a team owner responsible for overseeing the team’s activities and ensuring compliance with governance policies is a key best practice. Regularly reviewing the number of teams and archiving inactive teams helps maintain a tidy and organised teams environment.

Furthermore, utilising templates for new team creation can standardise the process and promote consistency across the teams environment. Implementing governance policies to manage sensitive data within Microsoft Teams is imperative to safeguard confidential information. Leveraging the Teams Admin Center to configure security and compliance settings adds an extra layer of protection to the Teams platform.

Expanding on the concept of governance best practices, having a well-defined governance strategy in place is essential for the effective management of Microsoft Teams. This strategy should address key aspects such as team members’ roles and responsibilities, team and channel structure, and adherence to security and compliance standards.

Ensuring Security and Compliance in Microsoft Teams

To ensure security and compliance in Microsoft Teams, it’s important to establish clear guidelines and best practices for users. Educating team members on the proper use of Microsoft Teams and the importance of safeguarding sensitive data is crucial. Regularly reviewing and updating governance policies to align with the latest security measures and compliance requirements is a recommended practice.

Implementing security measures such as enforcing multi-factor authentication, data encryption, and access controls can enhance the overall security of the Microsoft Teams environment. Creating a protocol for managing teams and channels effectively helps prevent unauthorised access to confidential information.

Furthermore, organisations can benefit from leveraging Microsoft 365 capabilities to monitor and protect sensitive data shared within Teams. By establishing a robust governance plan that enforces security protocols and compliance standards, organisations can mitigate risks associated with data breaches and ensure a secure collaboration environment within Microsoft Teams.

Frequently Asked Questions

What are the key best practices in Microsoft Teams governance?

Key best practices in Microsoft Teams governance include defining clear governance policies, assigning team owners, creating a governance plan, managing inactive teams, and implementing governance rules.

How can I create an effective Microsoft Teams governance plan?

To create an effective Microsoft Teams governance plan, identify your governance goals, define roles and responsibilities, set up policies for team creation and management, establish guidelines for channel usage, and regularly review and update the plan.

What actions can be taken to manage Microsoft Teams effectively?

Actions to manage Microsoft Teams effectively include setting up governance policies, monitoring team activity, facilitating communication among team members, enforcing data retention policies, and using the Teams Admin Center for centralised management.

What are best practices to help maximise productivity in Microsoft Teams?

Best practices to help maximise productivity in Microsoft Teams include organising teams using a clear folder structure, setting up access permissions to control data leaks, implementing retention policies, creating private channels for sensitive information, and ensuring team members are aware of governance rules.

How can I handle inactive teams in Microsoft Teams?

To handle inactive teams in Microsoft Teams, regularly review team activity, archive inactive teams, set up notifications for team owners to monitor activity, and establish guidelines for reactivating or deleting inactive teams.

What are some tips for managing Microsoft Teams channels effectively?

Tips for managing Microsoft Teams channels effectively include setting up clear naming conventions, defining channel purposes, organising channels into logical categories, restricting access to sensitive channels, and regularly reviewing channel activity.

How can I ensure proper governance of private channels in Microsoft Teams?

To ensure proper governance of private channels in Microsoft Teams, grant access only to authorised members, set up policies for creating private channels, monitor channel activity for compliance, and regularly review and update access permissions.

Matt Weston, CEO

Matt Weston

Matt has been working with Microsoft technology since his career began in 2004, following his graduation from the University of Wolverhampton. Since then he has progressed from being a .NET developer, to being a specialist in SharePoint, and the later into Microsoft 365 and the Power Platform.

Matt has been recognised as a Microsoft Certified Trainer, Microsoft Most Valuable Professional, and as a Fellow in the Institute of IT.

Matt can often be heard talking about his “why” which is to empower people to work smarter by using Microsoft technology more effectively.

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