- What is Microsoft Teams governance and why is it important<\/a><\/li>
- Best practice No. 1: Understanding that Microsoft Teams governance is not only about Teams itself<\/a><\/li>
- Best practice No. 2: Decide who can create teams<\/a><\/li>
- Best practice No. 3: Establish Approval workflow<\/a><\/li>
- Best practice No. 4: Set up a Microsoft Teams naming convention<\/a><\/li>
- Best practice No. 5: Establish the right team ownership and membership<\/a><\/li>
- Best practice No. 6: Define teams’ settings<\/a><\/li>
- Best practice No. 7: Manage private channels<\/a><\/li>
- Best practice No. 8: Set up tagging<\/a><\/li>
- Best practice No. 9: Manage third-party apps<\/a><\/li>
- Best practice No. 10: Enable guest access<\/a><\/li>
- Best practice No. 11: Configure Lifecycle management policies<\/a><\/li>
- Best practice No. 12: Create custom calling policies<\/a><\/li>
- Best practice No. 13: Manage meeting settings and policies<\/a><\/li>
- Best practice No. 14: Define other admin level Teams settings<\/a><\/li>
- Best practice No. 15: Define Teams policies on the group level<\/a><\/li>
- Governance for Microsoft 365 Copilot and AI Workspaces<\/a><\/li><\/ul>\n\t\t\t<\/div>\n\t\t<\/div><\/div>\n\n\n
<\/div>\n\n\n\nWhat is Microsoft Teams governance and why is it important<\/h2>\n\n\n\n
<\/div>\n\n\n\n<\/p>\n\n\n\n
<\/div>\n\n\n\n\nBest practice No. 1: Understanding that Microsoft Teams governance is not only about Teams itself <\/h2>\n\n\n\n
<\/div>\n\n\n\nWhy?<\/em><\/h3>\n\n\n\n
You shouldn’t see Microsoft Teams governance as only a matter of your IT team. It is an organization-wide transformation that requires alignment with your company\u2019s business strategy and technical readiness. Therefore, you will need to define your Project Management governance for Teams adoption, Executive governance, and IT governance. You need to choose the right people to manage the adoption, set up meetings and agendas and define the vision before managing Microsoft Teams.<\/p>\n\n\n\n
<\/div>\n\n\n\nHow?<\/em><\/h3>\n\n\n\n
Executive governance<\/strong>: align the Teams deployment with organizational vision and strategy, set up goals, create an Adoption<\/a>, Communication<\/a> et Formation<\/a> plans, define scenarios,<\/a> and manage Champions<\/a>.<\/p>\n\n\n\n
Project Management governance<\/strong>: arbitrate the Teams adoption, track success indicators, remove roadblocks, create a communication plan, and share best practices.<\/p>\n\n\n\n
IT governance<\/strong>: build a deployment strategy and a roadmap, operate User Support Center, track incidents and escalation, manage risk.<\/p>\n\n\n\n
En savoir plus<\/a> about distinct types of Microsoft Teams governance.<\/p>\n\n\n\n
<\/div>\n\n\n\nBest practice No. 2: Decide who can create teams<\/h2>\n\n\n\n
<\/div>\n\n\n\nWhy?<\/em><\/h3>\n\n\n\n
In order to keep your teams organized you may want to restrict team creation<\/a> to certain groups of people. This will allow you to avoid having too many teams as they will be difficult to manage and avoid L'\u00e9talement des \u00e9quipes<\/a>. Sometimes there\u2019s confusion over when a new team should be created and when a new channel or chat<\/a> will cover the topic. Which is why it may be better to have a dedicated group of people who will be able to create new teams.<\/p>\n\n\n\n
Keep in mind though, if you restrict team creation to very few users you risk obstructing the collaboration process and limit Teams\u2019 capabilities for your employees.<\/p>\n\n\n\n
<\/div>\n\n\n\nHow?<\/em><\/h3>\n\n\n\n
The first way to achieve that is to create a security group where only this group of people will be allowed to create Microsoft 365 groups. It means that only this group of people will be allowed to create a Team, and all the other won\u2019t have the right to create them, Planificateur<\/a>, Outlook Groups, etc. You can find step-by-step instructions ici<\/a>.<\/p>\n\n\n\n
If you would like to have more granular possibilities, such as letting some people create teams but on your terms, then you can rely on Microsoft Teams templates. To achieve that is to enable Audience targeting<\/a> at the Microsoft Teams template level offered by nBold. <\/p>\n\n\n\n
It allows you to set up targeting rules based on your users\u2019 profile data such as geolocation, spoken language, business department, email address or any Active Directory Attributes to target the right users with the templates available.<\/p>\n\n\n\n
<\/p>\n\n\n\n
\n![\"Microsoft](\"https:\/\/downloads.intercomcdn.com\/i\/o\/175628319\/9367e7d111ffcaeb0e0001b5\/image.png\")
<\/figure>\n\n\n\n<\/div>\n\n\n\n![\"\"](\"https:\/\/nboldapp.com\/wp-content\/uploads\/2020\/10\/picture1-1024x572.png\")
<\/figure>\n<\/div>\n\n\n\n<\/div>\n\n\n\nBest practice No. 3: Establish Approval workflow<\/h2>\n\n\n\n
<\/div>\n\n\n\nWhy?<\/em><\/h3>\n\n\n\n
You might find yourself in a situation where you want to control the team creation process to avoid chaos caused by too many teams. In this case, one of the best Microsoft Teams governance practices will be to enable Processus d'approbation<\/a>. This means that in order to create a new team, users will need to send a request first.<\/p>\n\n\n\n
At the same time, to reduce the workload of the admin who might receive dozens of requests per day, depending on the organization size, you can delegate this responsibility to other individuals in the organization. For example, to managers of different business departments.<\/p>\n\n\n\n
<\/div>\n\n\n\nHow?<\/em><\/h3>\n\n\n\n
1. Through PowerApps or Connecteur Power Automate<\/a> et Formulaires<\/a><\/p>\n\n\n\n
To create an approval flow with Power Automate, you can follow these<\/a> instructions.<\/p>\n\n\n\n
2. At the template level by nBold<\/p>\n\n\n\n
With nBold, you can set up Approval workflow policies<\/a> at the template level. Thus, whenever a user wants to create a new team from a pre-built template, a delegated person will automatically receive the request which they can approve or reject.<\/p>\n\n\n\n
![\"\"](\"https:\/\/nboldapp.com\/wp-content\/uploads\/2022\/02\/approval-policy-1-1.png\")
<\/figure>\n\n\n\n<\/div>\n\n\n\nBest practice No. 4: Set up a Microsoft Teams naming convention<\/h2>\n\n\n\n
<\/div>\n\n\n\nWhy?<\/em><\/h3>\n\n\n\n
Setting up a convention d'appellation<\/a> is key for effective Microsoft Teams governance. It allows users to easily navigate through teams and documentation, which fosters productivity<\/a>. Your workspace will be well-structured and organized which will also facilitate the work of your IT department<\/a>.<\/p>\n\n\n\n
It is defined by a set of attributes, such as country, city, name of the department or function.<\/p>\n\n\n\n
<\/div>\n\n\n\nHow?<\/em><\/h3>\n\n\n\n
There are a few solutions for implementing a naming scheme:<\/p>\n\n\n\n
1. Creating guidelines<\/strong><\/p>\n\n\n\n
Discuss with your IT department how users search for documentation and based on that build a set of guidelines for naming convention. Then share these guidelines with users and pray that they\u00b4ll do it.<\/p>\n\n\n\n
2. Azure AD Plan 1<\/strong><\/p>\n\n\n\n
This Office 365 technology allows you to define a list of blocked words that cannot appear in the name of a team. It also lets you set up prefix-suffix naming policy and add attributes to your teams name. It can help your team identify which office, department, or geographic region was created for which group. But there are challenges here as every group created from the same user will get the same suffix \/ prefix, which doesn\u2019t make sense in many cases.<\/p>\n\n\n\n
3. Forms and Power Automate<\/strong><\/p>\n\n\n\n
You can build an app that will request from your users all the information necessary for team creation request, which you can then use to set a team name. In Power Automate you can implement a Form that will trigger the flow to create a new team based on the user\u2019s data.<\/p>\n\n\n\n
4. Template-based Naming Convention by nBold<\/strong><\/p>\n\n\n\n
With Collaboration Templates by nBold you can easily build a differentiated Naming convention (both static and dynamic) depending on your business context based on any Azure AD Attribute. En savoir plus<\/a>.<\/p>\n\n\n\n
![\"\"](\"https:\/\/nboldapp.com\/wp-content\/uploads\/2022\/02\/naming-convention-1-1024x782.png\")
<\/figure>\n\n\n\n<\/div>\n\n\n\n![\"\"](\"https:\/\/nboldapp.com\/wp-content\/uploads\/2022\/08\/MicrosoftTeams-image-11-1024x576.png\")
<\/figure>\nWhite Paper with free Teams Naming Convention examples <\/h4>\n\n\n\n
- \n
- Use Cases Examples<\/li>\n\n\n\n
- Microsoft Teams Naming Convention Solutions<\/li>\n\n\n\n
- Naming Convention at Teams Templates Level<\/li>\n\n\n\n
- Convention de nommage fixe et dynamique<\/li>\n<\/ul>\n\n\n\n\t\t\t\n\t\t\t\t\n\t\t\t\t\tT\u00e9l\u00e9charger<\/span>\n\t\t\t\t<\/div>\n\t\t\t<\/a>\n\t\t<\/div><\/div><\/div><\/div>\n\n\n\n<\/div>\n<\/div>\n\n\n\n
Best practice No. 5: Establish the right team ownership and membership<\/h2>\n\n\n\n
<\/div>\n\n\n\nWhy?<\/em><\/h3>\n\n\n\n
Simply put, to better manage your teams and control what information is being shared. Team owners can remove members, add guests, change settings, and perform some administrative tasks.<\/p>\n\n\n\n
<\/div>\n\n\n\nHow?<\/em><\/h3>\n\n\n\n
1. Create a set of guidelines for adding owners and members that you users will follow when creating a new team.<\/p>\n\n\n\n
2. Do it manually in each team.<\/p>\n\n\n\n
3. Set up Dynamic membership<\/a> for teams. This means the membership of a team can be defined by one or more rules that correspond to certain user attributes in Azure AD. As a result, users are automatically added or removed to the right teams if their attributes change.<\/p>\n\n\n\n
![\"Microsoft](\"https:\/\/cdn.shortpixel.ai\/spai\/w_546+q_lossless+ret_img+to_webp\/https:\/\/www.salestim.com\/wp-content\/uploads\/2020\/03\/A761461C-3C08-4ACA-8A86-2A6F400DEEA9.png\")
<\/figure>\n\n\n\n4. Define Permanent owners and members<\/a> at the template level by nBold.<\/p>\n\n\n\n
To elaborate a little on the last one: when you build a template, you can assign permanent owners and members that will be automatically added to new teams created from this template.<\/p>\n\n\n\n
<\/div>\n\n\n\n\nBest practice No. 6: Define teams’ settings <\/h2>\n\n\n\n
<\/div>\n\n\n\nWhy?<\/em><\/h3>\n\n\n\n
By customizing your teams’ settings, you can manage channels visibility, give moderator capabilities to your team members, set up guest permissions, choose who can use @mentions and set the mood of your team by enabling the use of gifs, stickers and emojis.<\/p>\n\n\n\n
These features will help you ensure security and structure of each team.<\/p>\n\n\n\n
<\/div>\n\n\n\nHow?<\/em><\/h3>\n\n\n\n
1. Through guidelines<\/p>\n\n\n\n
You can formulate a set of guidelines for your admins and team owners that they should follow when creating a team and arranging the settings.<\/p>\n\n\n\n
![\"\"](\"https:\/\/nboldapp.com\/wp-content\/uploads\/2020\/10\/10.png\")
<\/figure>\n\n\n\n2. Through templates by nBold<\/p>\n\n\n\n
With nBold, you can pre-configure team settings and they will stay permanent, so no additional step will be needed after creation of a new team. Al the settings will be automatically cloned.<\/p>\n\n\n\n
![\"\"\/](\"https:\/\/cdn.shortpixel.ai\/spai\/w_661+q_lossless+ret_img+to_webp\/https:\/\/www.salestim.com\/wp-content\/uploads\/2019\/11\/Template-Catalog.png\")
<\/figure>\n\n\n\n<\/p>\n<\/div>\n\n\n\n
<\/div>\n\n\n\n\nBest practice No. 7: Manage private channels<\/h2>\n\n\n\n
<\/div>\n\n\n\nWhy?<\/em><\/h3>\n\n\n\n
Cha\u00eenes priv\u00e9es<\/a> facilitate collaboration on a specific project within a team without having to create a separate team. Only channel owners and members can get access to them.<\/p>\n\n\n\n
Anyone can be added to a private channel, including guests, as long as they are already members of the team. For this reason, one of the Microsoft Teams governance best practices is to manage private channels accordingly and ensure security of confidential information.<\/p>\n\n\n\n
<\/div>\n\n\n\nHow? <\/em><\/em><\/h3>\n\n\n\n
1. In Microsoft Teams admin center<\/p>\n\n\n\n
In Teams policies you can determine who can create canaux priv\u00e9s<\/a>.<\/p>\n\n\n\n
![\"Microsoft](\"https:\/\/nboldapp.com\/wp-content\/uploads\/2020\/10\/Teams-policies-1024x468.jpg\")
<\/figure>\n\n\n\nEn savoir plus<\/a> about how to master the Microsoft Teams admin center.<\/p>\n\n\n\n
<\/div>\n\n\n\n2. Through Templates by nBold<\/p>\n\n\n\n
With nBold, you can create a template with several private channels, assign several owners by default for better control over shared materials, and pre-configure tabs. <\/p>\n\n\n\n
Permanent owners become default owners in private channels.<\/p>\n\n\n\n
You can disable the ability for members to create private channels in teams by disabling this setting in the original team.<\/p>\n\n\n\n
Additionally, you can disable Private channels creation for everyone and configure private channels only in templates by nBold.<\/p>\n\n\n\n
![\"\"\/](\"https:\/\/cdn.shortpixel.ai\/spai\/w_486+q_lossless+ret_img+to_webp\/https:\/\/www.salestim.com\/wp-content\/uploads\/2020\/05\/A6F85371-1A9A-491B-8C34-9C3C7E6BABB3.png)
<\/figure>\n\n\n\n<\/div>\n\n\n\n![\"\"\/](\"https:\/\/cdn.shortpixel.ai\/spai\/w_486+q_lossless+ret_img+to_webp\/https:\/\/www.salestim.com\/wp-content\/uploads\/2020\/05\/A350DEA7-4BFA-4F0D-AEFE-9D4070178E58_4_5005_c.jpeg\")
<\/figure>\n\n\n\n<\/p>\n\n\n\n
<\/div>\n<\/div>\n\n\n\n\nBest practice No. 8: Set up tagging<\/h2>\n\n\n\n
<\/div>\n\n\n\nWhy?<\/em><\/em><\/h3>\n\n\n\n
Tagging<\/a> allows you to organize your teams at the organization level by letting users connect with a specific set of people. You can create tags to categorize users based on such attributes as their location, job position, project or skill.<\/p>\n\n\n\n
Tags can be used in @mentions in channel posts or to start a chat with a specific category of users.<\/p>\n\n\n\n
For example, if you work in a healthcare organization<\/a> and need to tag all the doctors and nurses in a post, you can create @nurses and @doctors tags. All the team members associated with these tags will receive a notification.<\/p>\n\n\n\n
<\/div>\n\n\n\nHow?<\/em><\/h3>\n\n\n\n
You can manage tags in the Microsoft Teams admin center.<\/p>\n\n\n\n
![\"Microsoft](\"https:\/\/docs.microsoft.com\/en-us\/microsoftteams\/media\/manage-tags-admin-settings.png\")
<\/figure>\n\n\n\nThere you can decide who can add custom tags: team owners and members, only team members, or disable this feature. <\/p>\n\n\n\n
Additionally, you can create and assign custom tags. <\/p>\n\n\n\n
![\"Microsoft](\"https:\/\/docs.microsoft.com\/en-us\/microsoftteams\/media\/manage-tags-teams.png\")
<\/figure>\n\n\n\n<\/div>\n<\/div>\n\n\n\n\nBest practice No. 9: Manage third-party apps<\/h2>\n\n\n\n
<\/div>\n\n\n\nWhy?<\/em><\/h3>\n\n\n\n
Open access to third-party apps for end-users puts at risk the security or organization\u2019s confidential data. Managing third-party apps, therefore, is vital in ensuring effective collaboration while keeping sensitive information safe <\/em><\/p>\n\n\n\n
<\/div>\n\n\n\nHow?<\/em><\/h3>\n\n\n\n
1. By managing app setup policies<\/a>.<\/p>\n\n\n\n
You can highlight and pin the most important apps in teams and install apps on behalf of users.<\/p>\n\n\n\n
![\"Microsoft](\"https:\/\/docs.microsoft.com\/en-us\/microsoftteams\/media\/app-setup-policies-add.png\")
<\/figure>\n\n\n\n2. By managing app permission policies<\/a>.<\/p>\n\n\n\n
You can control what apps are available for users in admin center:<\/p>\n\n\n\n
- \n
- Autoriser toutes les applications<\/li>\n\n\n\n
- Autoriser des applications sp\u00e9cifiques et bloquer toutes les autres<\/li>\n\n\n\n
- Bloquer certaines applications et autoriser toutes les autres<\/li>\n\n\n\n
- Bloquer toutes les applications<\/li>\n<\/ul>\n\n\n\n
![\"\"](\"https:\/\/nboldapp.com\/wp-content\/uploads\/2020\/10\/MicrosoftTeams-image-1024x673.png\")
<\/figure>\n\n\n\nEn savoir plus<\/a> about Microsoft Teams security best practices.<\/p>\n\n\n\n
<\/div>\n<\/div>\n\n\n\n\nBest practice No. 10: Enable guest access<\/h2>\n\n\n\n
<\/div>\n\n\n\nWhy? <\/em><\/h3>\n\n\n\n
With Microsoft Teams you can invite external guest to your teams, thus giving them access to channels, documents, apps and chats. While it\u00b4s a great feature that enables communication with clients and partners, it can cause leaks of sensitive data.<\/p>\n\n\n\n
Determining whether guest access should be allowed at all or who can enable it will lower security risks.<\/p>\n\n\n\n
<\/div>\n\n\n\nHow?<\/em><\/h3>\n\n\n\n
In the Microsoft Teams admin center, you can enable guest access<\/a> in Teams for the whole organization. However, you can choose what features your guest users can or cannot use in Microsoft Teams.<\/p>\n\n\n\n
You can manage calling, meeting, and messaging features.<\/p>\n\n\n\n
![\"\"](\"https:\/\/nboldapp.com\/wp-content\/uploads\/2020\/10\/guest-access-1-1024x470.jpg\")
<\/figure>\n\n\n\n<\/div>\n\n\n\n![\"\"](\"https:\/\/nboldapp.com\/wp-content\/uploads\/2020\/10\/guest-access-2-1024x470.jpg\")
<\/figure>\n\n\n\nIf you\u2019d like to enable guest access only for specific teams, you can do that by using Microsoft PowerShell<\/a>.<\/p>\n\n\n\n
<\/div>\n<\/div>\n\n\n\n\nBest practice No. 11: Configure Lifecycle management policies<\/h2>\n\n\n\n
<\/div>\n\n\n\nWhy?<\/em><\/h3>\n\n\n\n
Lifecycle management policies allow you to better structure and organize your teams, as well as save storage space from unnecessary data. Additionally, some teams that are no longer in use can still contain some sensitive information that, if not managed properly, can be leaked.<\/p>\n\n\n\n
<\/div>\n\n\n\nHow?<\/em><\/h3>\n\n\n\n
You can simply archive or delete the teams you no longer need. However, if your organization has too many teams, it\u2019s better to automate this process.<\/p>\n\n\n\n
You can establish Lifecycle policies with Azure AD Premium license. For example, you can set to archive all office 365 groups with no activity in the past 90 days or set a group expiration<\/a>.<\/p>\n\n\n\n
![\"\"\/](\"https:\/\/docs.microsoft.com\/en-us\/azure\/active-directory\/users-groups-roles\/media\/groups-lifecycle\/expiration-settings.png\")
<\/figure>\n\n\n\n<\/div>\n<\/div>\n\n\n\n\nBest practice No. 12: Create custom calling policies <\/em><\/h2>\n\n\n\n
<\/div>\n\n\n\n
- Best practice No. 1: Understanding that Microsoft Teams governance is not only about Teams itself<\/a><\/li>