How to best Govern Microsoft Teams in 2023

In recent years, the use of Microsoft Teams has increased exponentially because of the need for staff to share, communicate and work from home. The application now has more than 270 million users worldwide. This is not without consequences, both for IT administrators and users.

As one customer put it, “Microsoft Teams is excellent; however, it’s like lifting a glass full of spiders and watching them run away without being able to control them”.

Example issues with governing Microsoft Teams

There are several issues that organisations may encounter when trying to govern Microsoft Teams effectively. Some common issues include:

  • Difficulty setting up Teams: Setting up a new Team can be time-consuming and require a lot of effort to get all the necessary components in place, such as file structures, whiteboards, OneNote, and so on.
  • Security concerns: If users are not confident that their Teams are secure, they may be hesitant to use them, which can lead to abandoned Teams.
  • External sharing: If there is a fear that content within a Team may be shared externally, this can lead to users being hesitant to use their Teams or engaging in risky behaviours to share content.
  • Difficulty finding the right Team: If there are multiple Teams with similar names, it can be difficult for users to find the right Team, which can lead to confusion and frustration.
  • Inactive Teams: If the owner of a Team leaves the organisation and there is no one to manage it, it may become inactive, leading to wasted resources and a cluttered Microsoft Teams environment.
  • Increased IT support requests: If users are having trouble setting up or using Microsoft Teams, this can lead to an increase in support requests for IT, which can be time-consuming and costly.

By taking a proactive approach to governing Microsoft Teams, organisations can help ensure that it is being used effectively and efficiently.

How do you keep the spiders under control?

There are several strategies that can help IT administrators keep Microsoft Teams under control and maintain a proper level of governance. These include:

  • Establishing clear guidelines and policies for Teams creation and usage. This can include setting templates for Teams and providing guidance on when it is appropriate to create a new Team.
  • Implementing user permissions and roles: By carefully controlling who has the ability to create and manage Teams, IT administrators can ensure that Teams are created and used in a way that aligns with organisational goals and policies.
  • Leveraging Microsoft Teams’ built-in governance features: Microsoft provides a number of built-in governance features, such as the ability to limit the number of Teams that can be created, control who can create Teams, and set expiration dates.
  • Using third-party tools to assist with governance: There are a number of third-party tools available that can help IT administrators manage and govern Microsoft Teams more effectively. These tools often provide features such as reporting, template management, and user permissions management.

PTeams GovernanceScore


Ultimately, the key to keeping Microsoft Teams under control is to strike the right balance between enabling users to be creative, communicate, and collaborate while also maintaining a level of governance that ensures Microsoft Teams are being used in a way that aligns with organisational goals and policies. Using a combination of the strategies outlined above, IT administrators can effectively manage and govern Microsoft Teams.


If you are an IT administrator or want to learn more about your Microsoft Teams environment, it may be helpful to watch the video “Manage Microsoft Teams Governance & Lifecycle with Powell Teams for IT” or contact us for more information.

If you’re struggling to manage your Microsoft Teams environment and ensure proper governance, Vantage 365 can help. Our team provides expert advice and guidance on the best practices for managing Microsoft Teams. Whether you’re an IT administrator or simply looking to optimise your Microsoft Teams usage, we can provide the support you need to ensure that your Microsoft Teams environment is running smoothly and effectively. We can also provide Powell Teams, a tool specifically designed to help organisations effectively govern and manage their Microsoft Teams environment.

With features such as an administration dashboard for IT staff and a user-facing dashboard to help employees find and create Microsoft Teams, Powell Teams provides a comprehensive solution for managing Microsoft Teams. The governance framework and life cycle management capabilities ensure that Microsoft Teams are being used effectively and efficiently and that best practices are being followed. Overall, Powell Teams is a valuable tool for organisations looking to manage and govern their Microsoft Teams environment.

How Vantage 365 can help your organisation

Vantage 365 is a specialist consultancy that helps businesses of all sizes get the most from their investment in Microsoft 365’s powerful suite of business tools and productivity apps. Our team of expert consultants has years of experience creating customised solutions, applications and strategies to optimise our clients’ technology, capabilities, and performance.

Our mission is to help every client reach their true potential by future-proofing their business and enabling them to thrive in today’s digital landscape. From small businesses to large enterprises, we understand that each company has unique needs and goals, and we work closely with our clients to develop tailored solutions that address their specific challenges.

Whether streamlining workflows, improving collaboration, or enhancing security, we have the expertise to maximise the benefits businesses receive from their investment in Microsoft 365. Our commitment to ongoing support and service ensures that our clients continue to achieve success and stay ahead of the curve in today’s rapidly evolving business environment.

Get in touch today to discover the potential of your Microsoft Subscriptions. We look forward to hearing from you.

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