Microsoft Teams is an important tool for workplace collaboration, file sharing, communication, and planning. As more companies move to remote and hybrid work arrangements, this cloud-based application, which users can access from anywhere, has become even more important.

Microsoft Teams is an essential productivity tool for the modern workplace, but it brings a unique set of issues related to access, compliance, and security.

What is Microsoft Teams governance?

Microsoft Teams governance is the management of user access and data in a way that meets security and privacy standards. When you have employees or contractors in different locations using Teams, it is essential to ensure that everyone meets these standards and understands the best practices for using the application.

If you want to create an effective Microsoft Teams governance plan, you need to establish best practices for day-to-day use and ensure that everyone understands the standards and expectations.

Access, privacy, and security are important aspects of Microsoft Teams governance. However, the management of this collaboration system should also improve usability, efficiency, and organization. For example, you can have an established naming hierarchy for each channel within teams. By creating conventions for naming channels, you can ensure that users can find the right place for their project or work group. You can also make rules about how to store and organize data and ensure everyone is aware of any compliance requirements related to the use, storage, and deletion of sensitive information.

Microsoft Teams Governance: 10 Best Practices

Embracing the world of digital collaboration, Microsoft Teams has become a cornerstone for many organizations striving to enhance productivity and streamline communication. However, with great power comes great responsibility, and this is where Microsoft Teams governance plays a crucial role. Governance in Microsoft Teams isn’t just about control; it’s about guiding the tool to work effectively and safely within an organization.

The essence of governance lies in maintaining a balance between flexibility and control. It ensures that while Teams empowers employees with collaboration and communication tools, it also aligns with the organization’s policies, compliance requirements, and business goals. An effective governance strategy prevents common pitfalls such as data breaches, chaotic management of channels and teams, and misuse of the platform.

  • Key Takeaway: Effective governance in Microsoft Teams is essential for balancing flexibility with control, aligning the platform with organizational goals, and preventing potential misuse and data breaches.

Let’s delve into the importance of governance in Microsoft Teams. It is not just a tool for communication; it’s a workspace that integrates chat, meetings, notes, and attachments. This integration makes governance more crucial as it involves aspects like who can create teams, how data is shared and stored, and how to ensure compliance with industry standards. The goal is to leverage Microsoft Teams to its fullest potential while safeguarding sensitive information and maintaining order.

Fun Fact: Did you know that Microsoft Teams witnessed an explosive growth of 70% in daily active users in just four months in 2020, jumping from 44 million in March to 75 million in April?

Understanding Microsoft Teams’ features and capabilities is the first step towards effective governance. From its robust chat functionality to integration with various Microsoft 365 apps, Teams is designed to enhance collaboration. However, without proper governance, these features can lead to data sprawl, security vulnerabilities, and inefficiencies. Thus, a thorough understanding is crucial for setting up governance policies that are both effective and user-friendly.

  • Key Takeaway: Understanding the full spectrum of Microsoft Teams’ features and capabilities is crucial for creating governance policies that enhance collaboration while ensuring security and efficiency.

1. Establishing a Governance Strategy

Creating a robust governance strategy for Microsoft Teams is akin to laying the foundation for a strong, organized, and secure digital workplace. This begins with clearly defining governance goals and objectives that align with the organization’s broader vision. The strategy should address how Microsoft Teams will be used, who will use it, and the rules governing its use. This involves decisions on team creation, naming conventions, guest access, and archival policies.

Understanding your organization’s specific needs is pivotal. Different organizations have varying requirements based on their size, industry, and regulatory environment. A financial institution, for instance, would have stricter compliance and security requirements compared to a marketing firm. Tailoring your governance strategy to meet these unique needs is essential for its success.

  • Key Takeaway: A successful governance strategy in Microsoft Teams requires a clear understanding of organizational goals and crafting policies that reflect the unique needs of the organization.

Fun Fact: Microsoft Teams supports over 44 languages, emphasizing its global reach and the need for governance policies that consider diverse linguistic and cultural contexts.

Effective governance also involves stakeholder engagement. Engaging with IT, security, compliance, and end-users ensures that the governance strategy is comprehensive and practical. Involving these stakeholders in the decision-making process can lead to better adoption and adherence to the policies set forth. User feedback is critical in refining these policies over time.

Finally, it’s essential to document the governance strategy and communicate it clearly to all users. This transparency helps in setting the right expectations and aids in the smoother implementation of the policies.

  • Key Takeaway: Stakeholder engagement and clear communication of the governance strategy are vital for its effective implementation and user adherence.

governance strategy for microsoft teams

2. User Access and Permissions Management

Managing user access and permissions is a cornerstone of Microsoft Teams governance, crucial for maintaining security and operational efficiency. The key lies in establishing who gets access to what within Teams. This involves defining user roles, from team owners and members to guests, and setting permissions accordingly.

Setting up user roles and permissions begins with categorizing users based on their needs and responsibilities. For example, team owners should have the authority to manage members and settings, while team members may have more limited capabilities. Carefully planning these roles prevents unauthorized access and ensures that each user has the necessary tools to perform their tasks effectively.

  • Key Takeaway: Strategic user role definition and permission setting are essential to ensure secure and efficient operation in Microsoft Teams

It’s crucial to regularly review and adjust permissions, especially in dynamic work environments where roles and responsibilities can change rapidly. Periodic audits help in identifying unnecessary or outdated access, reducing the risk of security breaches. For instance, when an employee leaves the company or changes departments, their access rights should be updated accordingly to maintain security.

Another aspect of effective access control is the use of conditional access policies. These policies can restrict access based on certain conditions like location, device compliance, or user risk level. Implementing such measures adds an extra layer of security, ensuring that sensitive information within Teams remains protected.

  • Key Takeaway: Regular audits and conditional access policies play a crucial role in maintaining a secure and appropriate access control environment in Microsoft Teams.

Lastly, educating users about the importance of proper permissions management is paramount. Training sessions and easily accessible resources can empower users to understand the rationale behind these policies, encouraging compliance and reducing accidental breaches.

Fun Fact: Microsoft Teams integrates seamlessly with Azure Active Directory, offering advanced security features like multi-factor authentication (MFA) and single sign-on (SSO) to enhance user access control.

3. Data Security and Compliance

Ensuring data security and compliance within Microsoft Teams is a vital component of governance. As Teams becomes a repository for sensitive corporate information, protecting this data while adhering to legal and regulatory standards becomes paramount.

The first step in data security is to understand the types of data being shared and stored within Teams. Classifying data based on sensitivity helps in applying appropriate security measures. For example, confidential financial reports require higher security levels compared to general communication.

  • Key Takeaway: Classifying data based on sensitivity is crucial for applying appropriate security measures in Microsoft Teams.

Compliance with legal and industry-specific regulations is another critical aspect. Whether it’s GDPR, HIPAA, or any other regulatory framework, Teams must be configured to comply with these requirements. This involves setting up data retention policies, managing data access, and ensuring proper encryption of data in transit and at rest.

Utilizing the built-in security features of Microsoft Teams and the broader Microsoft 365 ecosystem can significantly enhance data protection. Features like Advanced Threat Protection (ATP), data loss prevention (DLP), and eDiscovery are essential tools for maintaining data security and compliance.

  • Key Takeaway: Leveraging built-in security features and complying with legal regulations are essential for data security in Microsoft Teams.

Regular training and awareness campaigns for employees about data security best practices are also essential. Educating team members on recognizing potential security threats, such as phishing attempts, and how to handle sensitive data can significantly reduce the risk of data breaches.

Fun Fact: Microsoft Teams saw a 200% increase in usage in China during the initial months of the COVID-19 pandemic, highlighting the need for robust data security measures in times of rapid digital transformation.

4. Teams and Channels Organization

Effective organization of teams and channels is fundamental to maximizing efficiency in Microsoft Teams. It involves structuring the workspace in a way that reflects the organization’s workflow and communication needs. An organized Teams environment promotes productivity, reduces clutter, and enhances user experience.

Structuring teams and channels should start with a clear naming convention. This helps in quickly identifying the purpose of a team or channel, making navigation easier for users. For larger organizations, implementing a hierarchy or grouping similar teams can significantly aid in organization and accessibility.

  • Key Takeaway: Adopting a clear naming convention and organized structure for teams and channels enhances navigation and efficiency in Microsoft Teams.

Managing large teams effectively requires additional considerations. Setting up guidelines for posting and replying within channels can prevent information overload and ensure that communication remains focused and relevant. Also, leveraging features like channel moderation and announcement channels can help maintain order and clarity in communications.

Regular cleanup and archiving of inactive teams and channels is also crucial. This practice prevents data sprawl and ensures that the Teams environment remains relevant and efficient. Automated policies for archiving can simplify this process, ensuring that old teams are archived in accordance with set guidelines.

  • Key Takeaway: Effective management of large teams and regular cleanup of inactive channels are essential for maintaining an organized and efficient Teams environment.

Fun Fact: Microsoft Teams allows for the creation of up to 500,000 teams per organization, showcasing its scalability and the need for effective organizational strategies.

Another aspect of organization is the use of private channels. These can be valuable for sensitive discussions or smaller project teams within a larger team. However, they should be used judiciously to avoid excessive compartmentalization of information and to maintain overall transparency within the team.

  • Key Takeaway: Judicious use of private channels can enhance privacy and focus within teams, but should be balanced with the need for transparency and information sharing.

It’s also important to engage users in the organization process. Soliciting feedback on the structure of teams and channels can provide valuable insights into how users interact with Teams and how the organization can be improved.

Lastly, leveraging the analytics and reporting features of Microsoft Teams can provide valuable insights into how teams and channels are being used. This data can inform decisions on how to better organize and manage the Teams environment for optimal efficiency.

  • Key Takeaway: Utilizing analytics and user feedback is crucial for continuous improvement in the organization of teams and channels in Microsoft Teams.

5. Effective Communication Policies

team communication

Developing and implementing effective communication policies is a pivotal element of Microsoft Teams governance. These policies guide how users should communicate within the platform, ensuring that interactions are efficient, professional, and aligned with organizational norms.

Establishing clear communication guidelines is the first step. This includes setting expectations for response times, appropriate use of channels versus private messages, and the types of content that can be shared. Clear guidelines help prevent misunderstandings and maintain a professional environment.

  • Key Takeaway: Clear communication guidelines in Microsoft Teams are essential for maintaining professionalism and preventing misunderstandings.

Managing notifications and alerts effectively is another crucial aspect. Overwhelming notifications can lead to decreased productivity and user frustration. Educating users on customizing their notification settings and creating policies for the use of @mentions and announcements can greatly improve the user experience.

  • Key Takeaway: Effective management of notifications and alerts is critical for maintaining user focus and preventing information overload in Microsoft Teams.

For large organizations or those with diverse teams, it’s important to consider language and cultural differences in communication. Creating a culture of inclusivity and respect for diverse communication styles can enhance collaboration and team cohesion.

Fun Fact: Microsoft Teams offers inline message translation, supporting communication in multiple languages and fostering inclusivity in diverse teams.

Regular training sessions on communication best practices can also be beneficial. These sessions can cover topics like effective message writing, the use of emojis and GIFs in a professional context, and how to conduct productive virtual meetings.

Finally, monitoring and feedback are key to refining communication policies. Regularly soliciting user feedback and monitoring communication patterns can help identify areas for improvement and ensure that policies remain relevant and effective.

  • Key Takeaway: Regular training and feedback are essential for continually improving communication policies in Microsoft Teams, ensuring they meet the evolving needs of the organization.

With these strategies in place, organizations can harness the full potential of Microsoft Teams as a powerful tool for efficient and effective communication.

Fun Fact: Microsoft Teams saw a surge in daily users to over 115 million in 2020, highlighting the platform’s critical role in communication during the shift to remote work.

6. Integrating with Other Tools and Services

Integrating Microsoft Teams with other tools and services amplifies its functionality, turning it into a comprehensive hub for collaboration and productivity. This integration streamlines workflows and enhances user experience, but it must be managed carefully to maintain governance and security.

Best practices for integrating external applications into Teams involve assessing the security and compliance aspects of these apps. It’s crucial to ensure that they adhere to the organization’s data protection standards. Administrators should regularly review and approve third-party apps before they are integrated into the Teams environment.

  • Key Takeaway: Careful assessment and approval of third-party apps are essential for maintaining security and compliance when integrating external applications into Microsoft Teams.

Streamlining workflows with Microsoft Teams involves leveraging integrations to reduce the need to switch between different applications. For example, integrating project management tools, CRM software, or document storage services can create a seamless workflow, thereby increasing efficiency and reducing time wastage.

  • Key Takeaway: Integrating complementary tools into Microsoft Teams can streamline workflows and enhance overall productivity.

Training users on how to effectively use these integrations is also crucial. Providing resources and support ensures that team members can make the most out of the integrated tools without confusion or mismanagement.

Regularly evaluating the effectiveness of integrations is important. This involves monitoring usage patterns and soliciting feedback from users to understand which integrations are beneficial and which may be redundant or underutilized.

  • Key Takeaway: Regular evaluation and user training are critical for optimizing the use of integrated tools in Microsoft Teams.

Lastly, considering scalability and future needs is important when integrating tools. As the organization grows, the integrations should be able to scale accordingly, without compromising performance or governance standards.

Fun Fact: Microsoft Teams has over 700 integrated apps and services, offering vast possibilities for customization and enhancement of the Teams experience.

With thoughtful integration and management, Microsoft Teams can serve as a powerful central hub, bringing together various tools and services for a streamlined, efficient workflow.

7. Training and Support for Users

Training program

Implementing a comprehensive training program for Microsoft Teams users is vital for maximizing the platform’s benefits. Training ensures that team members are equipped with the knowledge and skills to use Teams effectively, adhering to governance policies while maximizing productivity.

Developing a robust training program involves creating resources that cater to different learning styles and proficiency levels. This can range from basic tutorials for new users to advanced sessions for power users. Tailoring training to individual needs ensures that all users, regardless of their familiarity with Teams, can benefit.

  • Key Takeaway: Tailored training programs are essential for ensuring all users can effectively utilize Microsoft Teams, regardless of their initial proficiency level.

Providing ongoing support and resources is equally important. This could include a dedicated helpdesk, online resources, and regular update briefings. Continuous support helps users adapt to new features and resolves any issues promptly, maintaining the efficiency of Teams usage.

  • Key Takeaway: Continuous support and readily available resources are crucial for addressing user issues and adapting to updates in Microsoft Teams.

Encouraging a culture of self-help and peer support can also enhance the learning experience. Platforms like internal forums or chat groups where users can share tips, ask questions, and help each other can foster a collaborative learning environment.

Measuring the effectiveness of training programs is key. This can be done through surveys, user feedback, and monitoring usage patterns. Understanding the impact of training helps in refining the approach and ensuring that it remains relevant and effective.

  • Key Takeaway: Measuring the effectiveness of training and adapting it based on feedback ensures that it remains effective and relevant for Microsoft Teams users.

Lastly, it’s important to align training with the organization’s broader digital transformation goals. Training should not only focus on how to use Teams but also on how it fits into the larger picture of digital collaboration and efficiency within the organization.

Fun Fact: Microsoft Teams has seen rapid adoption in educational institutions, with features like Assignments and Class Notebooks tailored specifically for academic environments.

Effective training and support are the linchpins in ensuring that Microsoft Teams is used to its fullest potential, aligning with both user needs and organizational goals.

8. Regular Auditing and Reporting

Conducting periodic governance audits and utilizing reporting tools in Microsoft Teams are crucial for maintaining a healthy digital workspace. Regular audits help identify areas of non-compliance, potential security risks, and opportunities for improvement in governance practices.

Periodic governance audits involve reviewing user activities, access levels, and content management practices. This helps in ensuring that the use of Teams aligns with the organization’s policies and regulatory requirements. Identifying irregularities or misuse early can prevent larger issues down the line.

  • Key Takeaway: Regular governance audits in Microsoft Teams are essential for ensuring compliance, security, and efficient management of the platform.

Utilizing reporting tools provided by Microsoft Teams can offer valuable insights into usage patterns, team dynamics, and communication efficiency. These tools can help administrators understand how Teams is being used and identify areas for optimization.

  • Key Takeaway: Leveraging reporting tools in Microsoft Teams provides critical insights for optimizing usage and governance practices.

Encouraging transparency and accountability through these audits and reports is important. Sharing findings with team leaders and members fosters a culture of responsibility and continuous improvement.

It’s also vital to adapt governance strategies based on audit findings. Regular reviews of governance policies ensure that they stay relevant and effective in the ever-evolving digital workplace.

  • Key Takeaway: Adapting governance strategies based on regular audits ensures continuous improvement and relevance in Microsoft Teams governance.

Implementing automated monitoring tools can enhance the efficiency of these audits. Automation allows for continuous monitoring of compliance and usage patterns, enabling proactive management of the Teams environment.

Lastly, training users on the importance of adhering to governance policies, highlighted through audit findings, reinforces the significance of responsible usage. This education helps in building a more secure and efficient Teams environment.

Fun Fact: Microsoft Teams includes advanced analytics features, allowing administrators to track user engagement and activity levels down to the individual user, enhancing the effectiveness of audits.

Regular auditing and reporting not only ensure compliance and security but also drive the evolution and optimization of Microsoft Teams as a key collaboration tool in organizations.

9. Adaptation and Evolution

The landscape of digital collaboration tools like Microsoft Teams is constantly evolving, making adaptation and continuous improvement essential components of effective governance. Staying abreast of new features, updates, and best practices ensures that Teams remains a valuable and secure tool for collaboration.

Keeping up with Microsoft Teams updates is crucial. Regularly reviewing and testing new features allows organizations to leverage new functionalities while assessing their impact on governance policies. It’s important to have a process in place for evaluating and integrating these updates into the organization’s Teams environment.

  • Key Takeaway: Staying updated with the latest features and updates in Microsoft Teams is vital for leveraging new functionalities and maintaining effective governance.

Adapting governance practices to changing needs involves being responsive to new challenges and opportunities. As the organization grows and evolves, so too should its governance policies. This may involve revisiting user access policies, data security measures, and compliance requirements.

Engaging with the Microsoft Teams community and industry forums can provide valuable insights into emerging trends and best practices. This engagement can aid in anticipating future needs and preparing the organization to adapt to changes effectively.

  • Key Takeaway: Engaging with the broader Microsoft Teams community helps in staying informed about emerging trends and adapting governance practices accordingly.

Fostering a culture of agility and flexibility within the organization is also important. Encouraging team members to provide feedback on the Teams experience and to experiment with new features can lead to innovative uses of the platform that better serve the organization’s needs.

Lastly, conducting regular training sessions to keep users informed about new features and changes in governance policies ensures that the organization can quickly and effectively adapt to changes in the Teams platform.

Fun Fact: Microsoft Teams regularly introduces new features, such as virtual breakout rooms and improved meeting experiences, demonstrating its commitment to evolving in line with user needs and technological advancements.

By fostering a culture of adaptation and continuous improvement, organizations can ensure that their use of Microsoft Teams remains effective, secure, and aligned with their evolving business needs.

10. Engagement and Feedback

Engagement and feedback are key to refining and enhancing the governance of Microsoft Teams. Encouraging user feedback and participation ensures that governance strategies are aligned with the real needs and challenges of the users, leading to more effective and user-friendly policies.

Encouraging user feedback involves creating channels through which team members can express their thoughts and suggestions regarding Teams’ usage and governance. This could be through surveys, feedback forms, or open forums. Actively seeking and valuing this feedback demonstrates a commitment to user-centric governance.

  • Key Takeaway: Actively seeking and valuing user feedback is crucial for developing user-centric governance strategies in Microsoft Teams.

It’s also essential to analyze feedback for continuous improvement. This involves not just collecting feedback but also thoroughly analyzing it to identify trends, common issues, and areas for enhancement. Making changes based on this analysis shows responsiveness to user needs and helps in building a more effective digital workspace.

Regular communication about the changes made in response to feedback can further enhance user engagement. This transparency shows that user opinions are not only heard but acted upon, fostering a sense of community and shared responsibility in the governance of Teams.

  • Key Takeaway: Analyzing feedback and communicating changes made in response are key to enhancing user engagement and the effectiveness of governance in Microsoft Teams.

Additionally, recognizing and rewarding active contributors can incentivize more users to engage in the feedback process. This could include acknowledging helpful suggestions in company communications or offering small rewards for constructive feedback.

Creating a culture where feedback is encouraged and valued not only enhances the governance of Teams but also contributes to a more collaborative and inclusive workplace environment.

Fun Fact: Microsoft Teams itself was developed based on user feedback on Microsoft’s previous collaboration tools, highlighting the impact of user input on product development.

By prioritizing engagement and feedback, organizations can ensure that their governance strategies for Microsoft Teams are continually refined and aligned with the evolving needs of their users.

Cultivating a Governance Mindset

In conclusion, establishing effective governance in Microsoft Teams is not a one-time effort but an ongoing process that requires continuous attention and adaptation. It involves balancing the need for control with the flexibility to meet the evolving needs of users and the organization.

Cultivating a governance mindset within the organization is about making governance a part of the everyday conversation. It’s about integrating governance considerations into the decision-making process, whether it’s about deploying new features, managing user access, or adapting to new workflows.

  • Key Takeaway: Effective governance in Microsoft Teams is an ongoing process that requires a consistent governance mindset, integrating governance considerations into all aspects of Teams usage.

Effective governance in Microsoft Teams ensures that the platform remains a powerful tool for collaboration, productivity, and communication while safeguarding the organization’s data and compliance with regulatory requirements.

Ultimately, the goal of governance in Microsoft Teams is to create an environment where users can collaborate effectively and securely, contributing to the overall success and efficiency of the organization.

Bonus Best Practices

1. Define who’s in charge

IT administrators will likely oversee day-to-day Microsoft Teams governance. These tech pros understand the nuances and capabilities of Microsoft Teams and related Microsoft 365 applications. They probably already handle security, database access, and updates, so they are certainly capable of creating policies and best practices and ensuring proper security.

Depending on your industry, executives, analysts, or company lawyers can either provide insights or offer approval for any practices or rules the IT team wants to instate.

Every user should be aware of who makes the final policy decisions about Microsoft Teams and 365 and who they should contact if they have questions.

2. Decide who can grant access

Administrators can grant access to employees of the company. However, Microsoft Teams also allows users to add guests who can also access the platform. This is necessary if you work with people from other departments or companies, certain B2B service providers, freelancers, or contractors. The administrator needs to decide if they will allow everyone to invite guests or if only department admins or project leads can do so.

3. Have clear naming practices

You need to clearly define the process for selecting names for different teams. This is important on a practical level because it ensures teams don’t create confusion by using the same or similar titles.

The best way to ensure clarity is to require teams to use identifiers. Administrators can actually apply directory settings so that a prefix or suffix gets used for a team from a specific department, location, or group.

4. Protect sensitive data

Microsoft Teams offers unparalleled data-sharing features. This is great for productivity, but it can bring privacy and security concerns. You need to limit and encrypt information that could be sensitive. In addition to protecting your company’s data and trade secrets, you may need to comply with privacy laws.

Administrators can set privacy protections for each document on their Teams platform. The settings will allow you to limit access to files or drives, encrypt data sent outside of the office, or place a watermark on documents that will get shared publicly.

5. Manage and secure add-ons and third-party apps

Another great feature of Microsoft Teams and 365 is the ability to add apps from Microsoft or third-party providers. These additional tools can help you customize your platform and increase productivity. However, you need to set parameters so that employees don’t add apps that could compromise security.

Teams lets you allow specific apps and block others. For example, you can permit software from Microsoft or other major publishers or apps built by your IT teams. You can block other third-party products or require employees to get permission from an administrator before downloading a third-party tool.

6. Manage access

One of the more traditional aspects of Microsoft Teams governance involves giving permissions to users. In addition to log-in credentials and other basics, you can set visibility so that only invited team members can view specific documents. This can be useful when there are sensitive documents or if you hold the personal information of clients or customers.

Of course, some information and resources will be useful to everyone. You can set organization-wide access for items that you want everyone to see and use.

7. Set data loss prevention parameters

Microsoft Teams actually automatically tracks some data, such as credit card numbers, and alerts administrators when the numbers are moved outside of the network.

You can actually set up additional rules through the MS Teams Compliance Center. In addition to specific types of data, you can set up alerts for specific accounts, projects, and teams. It is also possible to collect data on information that gets shared, which can be useful for tracking and data collection for analytics.

8. Set rules for keeping and erasing data

While some information will be useful for analytics, a lot of data will cease to be relevant after a project gets completed. Administrators can set up rules that will automatically archive important data from certain teams after a project is done. At the same time, you can also create settings that will erase teams from the system after a set period of inactivity. To ensure nothing sensitive gets deleted, Teams will send an alert to the administrator to review the team before deletion.

This governance feature allows you to avoid a cluttered system with teams that are no longer active or useful.


What are the common pitfalls in Microsoft Teams governance?

Common pitfalls in Microsoft Teams governance include inadequate user training, resulting in poor adoption or misuse of features; lack of clear policies leading to data sprawl and security risks; and failure to regularly update governance policies in line with organizational and technological changes. Over-restrictive policies can also hinder productivity and user engagement.

How to handle sensitive data within Microsoft Teams?

To handle sensitive data within Microsoft Teams, implement strict access controls and user permissions. Use encryption for data in transit and at rest, and apply data loss prevention (DLP) policies. Regularly educate users on handling sensitive information and conduct audits to ensure compliance with data protection policies.

Strategies for managing international teams in Microsoft Teams?

Managing international teams in Microsoft Teams involves accommodating different time zones, languages, and cultural practices. Utilize features like automated translation and flexible scheduling tools. Foster an inclusive environment by respecting cultural differences and encouraging diverse perspectives.

What are some advanced features in Teams that aid governance?

Advanced features in Teams that aid governance include audit logs for tracking user activities, advanced threat protection for security, compliance center for regulatory adherence, and eDiscovery for data searches. Automation of governance tasks and integration with other Microsoft 365 compliance tools are also beneficial.

How to measure the success of a governance strategy in Microsoft Teams?

The success of a governance strategy in Microsoft Teams can be measured by user compliance rates, the effectiveness of data security measures, ease of information retrieval, and user satisfaction levels. Regular audits, surveys, and analytics can provide insights into the effectiveness of the governance strategy.

Here is a closer look at how to create Microsoft Teams governance best practices for your company.

What if you don’t establish Microsoft Teams governance best practices?

A lack of good governance can lead to a disorganized Teams system that is confusing to navigate and contains numerous teams that are no longer in use but may still contain sensitive data.

Lacking Microsoft Teams governance can also cause security and compliance issues because users will be able to share sensitive information or allow unauthorized users to access it unwittingly.

At the same time, policies that are too restrictive will harm productivity and may actually harm security because employees may switch to unsecured third-party apps if they are frustrated with the restrictions on Teams.

You can get professional help to establish your company’s Teams governance systems

If you need professional assistance setting up your system for easy Microsoft Teams governance, you can contact the Microsoft consultants at Softlanding. We provide IT consulting and managed IT services and help you establish and manage Microsoft 365, Teams, and other Microsoft technologies.

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Softlanding is a long-established IT services provider of transformation, professional services and managed IT services that helps organizations boost innovation and drive business value. We are a multi-award-winning Microsoft Gold Partner with 13 Gold Competencies and we use our experience and expertise to be a trusted advisor to our clients. Headquartered in Vancouver, BC, we have staff and offices in Toronto, Montreal and Calgary to serve clients across Canada.

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