Proactive Governance & Adoption In Microsoft 365
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This document discusses the importance of proactive governance and adoption in Microsoft 365. It emphasizes that governance is about efficiency and driving digital excellence, not just risk mitigation. It recommends focusing initially on technology governance to ensure foundational elements and decisions are in place, then prioritizing enablement and addressing high risks with low effort. Templates, approval processes, and automation can help centrally govern workspace creation to improve organization and apply default configurations. Collecting metadata at provisioning provides value for labeling, protection, retention and more. Effective directory experiences that surface this data improve navigation of sites, teams and communities.
Proactive Governance & Adoption In Microsoft 365
- 1. Why It Matters & What You Need To Know Pro-active Governance & Adoption In Microsoft 365 Richard Harbridge 2toLead Chief Technology Officer & Microsoft MVP
- 2. My Twitter is @RHarbridge, I’m super friendly & proud to work at @2toLead. Richard Harbridge 2toLead Chief Technology Officer & Microsoft MVP Speaker & Author Super Friendly
- 3. Successful & Modern Microsoft 365 Governance It’s About Efficiency Not Just Risk Plan For Technology Governance The Business Must Engage & Support Governance Is Never "Done" Pro-Active Governance & Adoption Is Better
- 4. Governance isn’t JUST risk mitigation it’s also about efficiency (think of how roles, play books, and structure help teams succeed) and driving better digital excellence (adoption).
- 5. Policies & Governance Assets Planning Analyzing Coordinating In other words, it’s not just policies but playbooks. The playbooks and execution pattern work is arguably more important as the policies naturally are a by-product from better coordination/focus.
- 6. Successful & Modern Microsoft 365 Governance It’s About Efficiency Not Just Risk Plan For Technology Governance The Business Must Engage & Support Governance Is Never "Done" Pro-Active Governance & Adoption Is Better
- 7. Successful & Modern Microsoft 365 Governance It’s About Efficiency Not Just Risk Plan For Technology Governance The Business Must Engage & Support Governance Is Never "Done" Pro-Active Governance & Adoption Is Better
- 8. Enablement • Configuration • Organizational Understanding • Critical Risk Mitigation • Roles & Responsibilities Identified Managed • Automation & Playbook Execution • Monitoring & Ongoing Risk Mitigation • Roles & Responsibilities Managed Optimized • Distributed Management & Automation • Pro-Active Monitoring • Roles & Responsibilities Optimized & Pro-Actively Reviewed What follows is a visual breakdown of the Governance approach we recommend currently. We can’t just jump to automation – though you can accelerate a service of M365 in a targeted way.
- 9. Enablement Risk Mitigation Prioritization Support Plan Forward Roadmap Configuration Organizational Understanding Technology Governance Planning Workshops Documentation Many organizations focus on technology governance first. This is GREAT as it ensures the right foundational elements have been considered and key decisions have been made.
- 10. Many organizations focus on technology governance first. This is GREAT as it ensures the right foundational elements have been considered and key decisions have been made. Enablement Risk Mitigation Prioritization Support Plan Forward Roadmap Configuration Organizational Understanding Technology Governance Planning Workshops Documentation Don’t Just Use Out Of The Box Configuration
- 11. Many organizations focus on technology governance first. This is GREAT as it ensures the right foundational elements have been considered and key decisions have been made. Enablement Risk Mitigation Prioritization Support Plan Forward Roadmap Configuration Organizational Understanding Technology Governance Planning Workshops Documentation Determine Your Gap In Enablement & Prioritize High Risks/Low Effort
- 12. Many organizations focus on technology governance first. This is GREAT as it ensures the right foundational elements have been considered and key decisions have been made. Enablement Risk Mitigation Prioritization Support Plan Forward Roadmap Configuration Organizational Understanding Technology Governance Planning Workshops Documentation Visualizes Priorities, Timeline & Effort
- 13. What follows is a sample visual breakdown of the Governance key activities/topics for certain workloads. This is very different per customer depending on the org technology landscape. SharePoint Responsible Enablement Provisioning Collection Lifecycle Management Monitoring Security (External Sharing) Adoption & Excellence Content Lifecycle Management Content Protection Customization & Apps Teams Responsible Enablement Provisioning Team Lifecycle Management Monitoring Security (External Sharing) Adoption & Excellence Content Lifecycle Management Content Protection Customization & Apps Yammer Responsible Enablement Provisioning Community Lifecycle Management Monitoring Security (External Sharing) Adoption & Excellence Content Lifecycle Management Content Protection Customization & Apps OneDrive Responsible Enablement OneDrive Lifecycle Management Monitoring Security (External Sharing) Adoption & Excellence Content Lifecycle Management Content Protection Exchange Responsible Enablement Mailbox Lifecycle Management Monitoring Security Adoption & Excellence Content Lifecycle Management Content Protection Customization & Apps Stream Responsible Enablement Channel Provisioning Channel Lifecycle Management Monitoring Security Adoption & Excellence Content Lifecycle Management Content Protection MyAnalytics / Viva Insights Responsible Enablement Adoption & Excellence Search Responsible Enablement Provisioning Of Answers Answers Lifecycle Management Monitoring Adoption & Excellence Customizations & Connectors Power Apps Responsible Enablement Environment Provisioning Environment Lifecycle Management Monitoring Security (DLP/Connectors) Adoption & Excellence Power App Lifecycle Management Data Protection Customizations Power Automate Responsible Enablement Environment Provisioning Environment Lifecycle Management Monitoring Security (DLP/Connectors) Adoption & Excellence Power Automate Lifecycle Management Data Protection Customizations Power BI Responsible Enablement Workspace & App Provisioning Workspace & App Lifecycle Management Monitoring Security (Layered) Adoption & Excellence Data Lifecycle Management Data Protection (Layered) Customization Power Virtual Agents Responsible Enablement Environment Provisioning Environment Lifecycle Management Monitoring Security (Layered) Adoption & Excellence Agent & Data Lifecycle Management Agent & Data Protection (Layered) Customization Microsoft Forms Responsible Enablement Adoption & Excellence
- 14. Let’s zoom in on one particularly challenging pain point which directly addresses the risks involved in unmanaged sprawl of SharePoint Sites, Microsoft Teams and Yammer Communities.
- 15. Problem: Content Grows Over Time… The modern digital workplace and Intranet has a continually increasing number of digital spaces or ‘sites’ where content is stored and shared.
- 16. Problem: Content Grows Over Time… Most organizations don’t know who created a digital space (SP Site, Team, Yammer Community, etc.). What was its purpose? It’s department? It’s product, client, project, etc.? As an end user this makes navigating these spaces extremely challenging. Think it’s better as an administrator or digital workplace/intranet leader? It’s not.
- 17. Problem: Content Grows Over Time… Most organizations don’t know who created a digital space (SP Site, Team, Yammer Community, etc.). What was its purpose? It’s department? It’s product, client, project, etc.? As an end user this makes navigating these spaces extremely challenging. Think it’s better as an administrator or digital workplace/intranet leader? It’s not.
- 18. Why Do We Need To Manage Sprawl? What are the common issues that come with unmanaged sprawl of Microsoft Teams, SharePoint Sites, or even Yammer Communities? www.M365Sprawl.com Ineffective Naming Unclear Purpose Or Workspace Focus Unclear Official vs Unofficial Cannot Differentiate At A Glance Inappropriate Name Usage Owners Missing Orphaned Teams/Sites Unmanaged Teams/Sites Sponsor vs Owner Challenge Private Channels (Don’t Require Owner) Redundant Teams/Sites Decreased User Confidence Inconsistent Workspaces Increased Operational Load Increased Costs To Support Data Loss Risks Limited Ability To Target Labels For Information Protection Limited Ability To Determine Risk Limited Ability To Pro-actively Mitigate Risks Limited Permission Review & Increased Chances Of Over Sharing Loss Of Control Often Unmanaged Use Of Apps (Cannot Target) Unmanaged Integration Limited Ability To Target Labels For Retention No Clear Escalation If Owner Missing Or Unresponsive Slower Team/Site Start Not Tailored Or Fit To Purpose Inconsistent Design/Layout Leads To Relearning Hesitation To Optimize Created Spaces Technically Challenging Navigation Productivity Costs Challenging For New Users To Ramp Hard To Find Workspaces Uncertain Who Owns A Workspace Reliance On Others To Link Training & Adoption Challenges When To Use What Challenges No Consistency Makes It Harder To Train Unmanaged Workspaces Cannot Be Targeted With Guidance Difficulty Identifying Champions & Pro- actively Targeting Champions
- 19. You will love the way we work. Together. ™ M365Sprawl.com Understand how to solve common Sprawl issues, and how they impact end-users and IT, in our eBook. Download: M365Sprawl.com
- 20. While OOTB can work great for many smaller orgs (less than 100 users), most need more structure to support governance, lifecycle management, and better search/navigation experiences. Out Of The Box ●
- 21. By centralizing and governing the creation of ‘spaces’ (groups, teams, sites etc.) we can improve content organization and apply things like default metadata and pre-configured templates. FREE: https://docs.microsoft.com/en-us/microsoftteams/platform/samples/app-templates#request-a-team Watch out for premium connector costs with Power Automate on the provisioning! (This is just meant as an example).
- 22. Page 23 ESTIMATED COMPLEXITY Request A Team Microsoft 365 Management The app supports the organization's need to tailor Teams templating and enhance the Teams request process. End users request teams via a form that collects info such as business justification, while approvers can manage requests and builds can be automated. This includes the ability to reference existing teams as templates during the request process. Try It Yourself Today Microsoft Solution Discover Another 40+ Solution Ideas In Our eBook | M365Ideas.com
- 23. By messaging and following up with a user once they have created a space we can also get more insight, this way we don’t block the creation, but have a process to manage after. Note this is how Microsoft works “OOTB” with it’s apply site template functionality. Upon creation of a new site, it prompts if a template might be applicable (post creation).
- 24. Why is asking a few extra questions on provisioning so important? What value does this extra metadata provide once we have it for reference? Workspace (Site/Team) Metadata Enables Default Metadata Empowers Effective Labelling Targeted Content Protection Targeted Retention Management Differentiate Templates Faster Adoption Improved Productivity Consistency Manage More Effectively Target Support Improve Lifecycle Management Reduce Redundancy & Empower Discovery Sample Metadata Questions • What is the purpose or business reason for this workspace? • What division does this relate to? • What department does this relate to? • What product does this relate to? • What customer does this relate to? • What project does this relate to? • Will this workspace contain highly confidential information? • Who is the business sponsor for this workspace? • What should the visibility of this workspace be? Should it be shown in the directory?
- 25. It is important to have a process for new site and team creation and to automate the process so that you can provide tailored, or templated experiences for users and better management/navigation. Example of a High-level Site Provisioning process description
- 26. What is shown below is a really simple mockup of a filtered OOTB site directory experience. You can create many pages with different views/visuals and relevant links to resources (Team, Site, Yammer, etc.) Our communities can be filtered or explored by hierarchies (site explorer), by focus area (topic map), by the ones you recently visited or have favorited (your sites, your teams, your communities) or by filtering the columns below (just click the column header). Link ID Community Manager(s) Practice Groups Date Created Category Private Owner International Bank Of Banking EB001 Strange, Stephen; Connor, Sarah; Ripley, Ellen Corporate Securities 11/16/2018 RFP Y Snow, John Travis County, Washington TCT001 Opel, Glenn; Knight, Misty; Allen, Tim; Banner, Bruce; Marco, Polo, Rambo, John Litigation; Environmental 11/15/2018 RFP Y Jones, Jessica Gotham Housing Authority SAH012 Balboa, Rocky Government; Real Estate 11/03/2018 Pitch Y Jones, Jessica Harbridge Corp HIL003 Parker, Peter; Spector, Marc; Segal, Steven; Bond, James Trademark & Copyright 10/30/2018 Proposal N Danvers, Carol Metropolis Independent School District DIS020 Brooks, Mel; Knight, Misty; Grey, Jean; Banner, Bruce Public/Education Law 10/27/2018 RFP N Jones, Jessica International Bank Of Banking EB001 Strange, Stephen; Connor, Sarah; Ripley, Ellen Corporate Securities 11/16/2018 RFP Y Snow, John Travis County, Washington TCT001 Opel, Glenn; Knight, Misty; Allen, Tim; Banner, Bruce; Marco, Polo, Rambo, John Litigation; Environmental 11/15/2018 RFP Y Jones, Jessica Gotham Housing Authority SAH012 Balboa, Rocky Government; Real Estate 11/03/2018 Pitch Y Jones, Jessica Harbridge Corp HIL003 Parker, Peter; Spector, Marc; Segal, Steven; Bond, James Trademark & Copyright 10/30/2018 Proposal N Danvers, Carol SITES, TEAMS & COMMUNITIES IN OUR ORG Not Following BROWSE SECTIONS DEPARTMENTS SITES, TEAMS & COMMUNITIES MY LINKS Org Logo Search Out Of The Box ● OOTB Lists and web parts can give you directory experiences if you simply store the data from the request process (approved or already created spaces). * Public by default scales & works better in the long run
- 27. Since the registry or master list of sites, teams, and communities will now exist it is well worth presenting to users in effective navigation experiences. Easiest way to show value of metadata.
- 28. ESTIMATED COMPLEXITY Digital Workplace Directories Organizing the Digital Workplace Navigating sites, teams, communities and enterprise digital workspaces can be a challenge, but with metadata, user-led filtering and effective directory experiences you can solve this challenge. Implement the most important investment for solving governance-related challenges with sprawl while providing a better experience. See A Demo Of This In Action Today 2toLead Solution Discover Another 40+ Solution Ideas In Our eBook | M365Ideas.com
- 29. Custom Teams Templates & Approval Flows Prevent sprawl Control what workspaces will be created, define the approval stages, and choose the app Automate the control of who can create new workspaces and under what conditions: Configure easy-to-use custom templates for creating new workspaces Support teams self-service while keeping order Define your approval stages and choose the approvers Reduce IT workload by speeding up the creation process Avoid overflow of unwanted workspaces
- 30. Provide a Simple Interface for End-users
- 31. Office 365 Governance Automation Schedule periodical access reviews and lifecycle management for service owners Apply multiple access review policies designed to fit your access governance needs Request an instant access review to investigate potential security breaches. Set up a policy that requests owners to manage their inactive resources regularly
- 32. Let’s zoom in on one particularly challenging pain point which directly addresses the risks involved in unmanaged sprawl of SharePoint Sites, Microsoft Teams and Yammer Communities.
- 33. What follows is a visual breakdown of the Governance key activities/topics for certain workloads. This is very different per customer depending on the org technology landscape. SharePoint Responsible Enablement Provisioning Collection Lifecycle Management Monitoring Security (External Sharing) Adoption & Excellence Content Lifecycle Management Content Protection Customization & Apps Teams Responsible Enablement Provisioning Team Lifecycle Management Monitoring Security (External Sharing) Adoption & Excellence Content Lifecycle Management Content Protection Customization & Apps Yammer Responsible Enablement Provisioning Community Lifecycle Management Monitoring Security (External Sharing) Adoption & Excellence Content Lifecycle Management Content Protection Customization & Apps OneDrive Responsible Enablement OneDrive Lifecycle Management Monitoring Security (External Sharing) Adoption & Excellence Content Lifecycle Management Content Protection Exchange Responsible Enablement Mailbox Lifecycle Management Monitoring Security Adoption & Excellence Content Lifecycle Management Content Protection Customization & Apps Stream Responsible Enablement Channel Provisioning Channel Lifecycle Management Monitoring Security Adoption & Excellence Content Lifecycle Management Content Protection MyAnalytics Responsible Enablement Adoption & Excellence Search Responsible Enablement Provisioning Of Answers Answers Lifecycle Management Monitoring Adoption & Excellence Customizations & Connectors Power Apps Responsible Enablement Environment Provisioning Environment Lifecycle Management Monitoring Security (DLP/Connectors) Adoption & Excellence Power App Lifecycle Management Data Protection Customizations Power Automate Responsible Enablement Environment Provisioning Environment Lifecycle Management Monitoring Security (DLP/Connectors) Adoption & Excellence Power Automate Lifecycle Management Data Protection Customizations Power BI Responsible Enablement Workspace & App Provisioning Workspace & App Lifecycle Management Monitoring Security (Layered) Adoption & Excellence Data Lifecycle Management Data Protection (Layered) Customization Power Virtual Agents Responsible Enablement Environment Provisioning Environment Lifecycle Management Monitoring Security (Layered) Adoption & Excellence Agent & Data Lifecycle Management Agent & Data Protection (Layered) Customization Microsoft Forms Responsible Enablement Adoption & Excellence
- 34. What follows is a visual breakdown of the Governance key activities/topics for certain workloads. This is very different per customer depending on the org technology landscape. SharePoint Responsible Enablement Provisioning Collection Lifecycle Management Monitoring Security (External Sharing) Adoption & Excellence Content Lifecycle Management Content Protection Customization & Apps Teams Responsible Enablement Provisioning Team Lifecycle Management Monitoring Security (External Sharing) Adoption & Excellence Content Lifecycle Management Content Protection Customization & Apps Yammer Responsible Enablement Provisioning Community Lifecycle Management Monitoring Security (External Sharing) Adoption & Excellence Content Lifecycle Management Content Protection Customization & Apps OneDrive Responsible Enablement OneDrive Lifecycle Management Monitoring Security (External Sharing) Adoption & Excellence Content Lifecycle Management Content Protection Exchange Responsible Enablement Mailbox Lifecycle Management Monitoring Security Adoption & Excellence Content Lifecycle Management Content Protection Customization & Apps Stream Responsible Enablement Channel Provisioning Channel Lifecycle Management Monitoring Security Adoption & Excellence Content Lifecycle Management Content Protection MyAnalytics Responsible Enablement Adoption & Excellence Search Responsible Enablement Provisioning Of Answers Answers Lifecycle Management Monitoring Adoption & Excellence Customizations & Connectors Power Apps Responsible Enablement Environment Provisioning Environment Lifecycle Management Monitoring Security (DLP/Connectors) Adoption & Excellence Power App Lifecycle Management Data Protection Customizations Power Automate Responsible Enablement Environment Provisioning Environment Lifecycle Management Monitoring Security (DLP/Connectors) Adoption & Excellence Power Automate Lifecycle Management Data Protection Customizations Power BI Responsible Enablement Workspace & App Provisioning Workspace & App Lifecycle Management Monitoring Security (Layered) Adoption & Excellence Data Lifecycle Management Data Protection (Layered) Customization Power Virtual Agents Responsible Enablement Environment Provisioning Environment Lifecycle Management Monitoring Security (Layered) Adoption & Excellence Agent & Data Lifecycle Management Agent & Data Protection (Layered) Customization Microsoft Forms Responsible Enablement Adoption & Excellence Determine Your Phase 1 Teams Rollout Related?
- 35. What follows is a visual breakdown of the Governance key activities/topics for certain workloads. This is very different per customer depending on the org technology landscape. SharePoint Responsible Enablement Provisioning Collection Lifecycle Management Monitoring Security (External Sharing) Adoption & Excellence Content Lifecycle Management Content Protection Customization & Apps Teams Responsible Enablement Provisioning Team Lifecycle Management Monitoring Security (External Sharing) Adoption & Excellence Content Lifecycle Management Content Protection Customization & Apps Yammer Responsible Enablement Provisioning Community Lifecycle Management Monitoring Security (External Sharing) Adoption & Excellence Content Lifecycle Management Content Protection Customization & Apps OneDrive Responsible Enablement OneDrive Lifecycle Management Monitoring Security (External Sharing) Adoption & Excellence Content Lifecycle Management Content Protection Exchange Responsible Enablement Mailbox Lifecycle Management Monitoring Security Adoption & Excellence Content Lifecycle Management Content Protection Customization & Apps Stream Responsible Enablement Channel Provisioning Channel Lifecycle Management Monitoring Security Adoption & Excellence Content Lifecycle Management Content Protection MyAnalytics Responsible Enablement Adoption & Excellence Search Responsible Enablement Provisioning Of Answers Answers Lifecycle Management Monitoring Adoption & Excellence Customizations & Connectors Power Apps Responsible Enablement Environment Provisioning Environment Lifecycle Management Monitoring Security (DLP/Connectors) Adoption & Excellence Power App Lifecycle Management Data Protection Customizations Power Automate Responsible Enablement Environment Provisioning Environment Lifecycle Management Monitoring Security (DLP/Connectors) Adoption & Excellence Power Automate Lifecycle Management Data Protection Customizations Power BI Responsible Enablement Workspace & App Provisioning Workspace & App Lifecycle Management Monitoring Security (Layered) Adoption & Excellence Data Lifecycle Management Data Protection (Layered) Customization Power Virtual Agents Responsible Enablement Environment Provisioning Environment Lifecycle Management Monitoring Security (Layered) Adoption & Excellence Agent & Data Lifecycle Management Agent & Data Protection (Layered) Customization Microsoft Forms Responsible Enablement Adoption & Excellence Phase 1? Teams Rollout Related? Phase 2?
- 36. What follows is a visual breakdown of the Governance key activities/topics for certain workloads. This is very different per customer depending on the org technology landscape. SharePoint Responsible Enablement Provisioning Collection Lifecycle Management Monitoring Security (External Sharing) Adoption & Excellence Content Lifecycle Management Content Protection Customization & Apps Teams Responsible Enablement Provisioning Team Lifecycle Management Monitoring Security (External Sharing) Adoption & Excellence Content Lifecycle Management Content Protection Customization & Apps Yammer Responsible Enablement Provisioning Community Lifecycle Management Monitoring Security (External Sharing) Adoption & Excellence Content Lifecycle Management Content Protection Customization & Apps OneDrive Responsible Enablement OneDrive Lifecycle Management Monitoring Security (External Sharing) Adoption & Excellence Content Lifecycle Management Content Protection Exchange Responsible Enablement Mailbox Lifecycle Management Monitoring Security Adoption & Excellence Content Lifecycle Management Content Protection Customization & Apps Stream Responsible Enablement Channel Provisioning Channel Lifecycle Management Monitoring Security Adoption & Excellence Content Lifecycle Management Content Protection MyAnalytics Responsible Enablement Adoption & Excellence Search Responsible Enablement Provisioning Of Answers Answers Lifecycle Management Monitoring Adoption & Excellence Customizations & Connectors Power Apps Responsible Enablement Environment Provisioning Environment Lifecycle Management Monitoring Security (DLP/Connectors) Adoption & Excellence Power App Lifecycle Management Data Protection Customizations Power Automate Responsible Enablement Environment Provisioning Environment Lifecycle Management Monitoring Security (DLP/Connectors) Adoption & Excellence Power Automate Lifecycle Management Data Protection Customizations Power BI Responsible Enablement Workspace & App Provisioning Workspace & App Lifecycle Management Monitoring Security (Layered) Adoption & Excellence Data Lifecycle Management Data Protection (Layered) Customization Power Virtual Agents Responsible Enablement Environment Provisioning Environment Lifecycle Management Monitoring Security (Layered) Adoption & Excellence Agent & Data Lifecycle Management Agent & Data Protection (Layered) Customization Microsoft Forms Responsible Enablement Adoption & Excellence Phase 1? Partially Tackled In Rollout Phase 2? 3rd Party AUTOMATION?
- 37. Many organizations focus on technology governance first. This is GREAT as it ensures the right foundational elements have been considered and key decisions have been made. Enablement Risk Mitigation Prioritization Support Plan Forward Roadmap Configuration Organizational Understanding Technology Governance Planning Workshops Documentation
- 38. Successful & Modern Microsoft 365 Governance It’s About Efficiency Not Just Risk Plan For Technology Governance The Business Must Engage & Support Governance Is Never "Done" Pro-Active Governance & Adoption Is Better
- 39. Successful & Modern Microsoft 365 Governance It’s About Efficiency Not Just Risk Plan For Technology Governance The Business Must Engage & Support Governance Is Never "Done" Pro-Active Governance & Adoption Is Better
- 40. Alongside effective enablement you should consider the organizations readiness. This means considering the policies, frameworks for decisions, who is accountable and more. Enablement Risk Mitigation Prioritization Support Plan Forward Roadmap Configuration Organizational Understanding Gap Analysis Can Help Technology Governance Planning Workshops Business Readiness Policies & Enforcement Guidance & Excellence Cultural & Org Alignment Roles & Responsibilities Service Model Documentation
- 41. Do you have people who own and lead key roles, do you have the resources that support a role? Does the role communicate, coordinate and engage effectively? Office365Resources.com Role Resources Communication Coordination Engagement Trend Office 365 Project Manager 4 - Managed 5 - Optimizing 5 - Optimizing 5 - Optimizing Business Owner 4.5 – Managed 5 - Optimizing 5 - Optimizing 5 - Optimizing Executive Sponsors 4.5 – Managed 5 - Optimizing 5 - Optimizing 4 - Managed Champions 4 - Managed 4 - Managed 5 - Optimizing 4 - Managed Departmental Leads 3.5 – Defined 4 - Managed 4 - Managed 2 – Opportunistic Education Leads 4 - Managed 4 - Managed 4 - Managed 2.5- Opportunistic IT Leads 4 - Managed 4.5 – Managed 5 - Optimizing 4.5 – Managed HR Manager 3 – Defined 3.5 – Defined 3.5 – Defined 3 – Defined Communication Leads 5 - Optimizing 5 - Optimizing 5 - Optimizing 5 - Optimizing Community Managers 0 - None 1 – Ad Hoc 1 – Ad Hoc 0 - None
- 42. Resources can be even more complex. Do you have common and expected policies, guidance, or content available and up to date today? # Need Current State Notes & Recommendations Support 1 Office 365 Champion Coverage & Selection Plan Current State No, Champion coverage and/or selection plan exists which identifies champions per business unit, office, department, team, or floor nor one that outlines how new Champions can/should be identified or nominated to improve Office 365 adoption. Current Champions were selected based on their role within the different units and to get a good cross section of individuals (executives, reception area, field and office workers) Recommendations: • Ensure there is an accessible list of these active champions. • Ensure you have shared the details of how you select champions, remaining champion gaps/needs, and how users can sign up to be one in your Campion Coverage and Selection Criteria guidance. 2 Champion Commitment Guide Current State No, Champion Commitment Guide exists that articulates the value of champions and the champion’s community while outlining champion commitments and benefits Recommendations: • Draft an Office 365 Champion Guide detailing the value of Champions and their community within your organization, the required commitments necessary to be a Champion and the associated benefits. Current State No, the Champion community does not have a fact sheet that can be provided # Icon Description 1 Does Not Exist: The starting point of usage and guidance. There is no plan being followed. 2 Partially Defined/Started: An approach may have been decided upon and is being opportunistically applied. The approach has not been widely accepted nor adopted. It may be informally defined. 3 Defined: The approach has been reviewed and accepted within the organization. There has been buy-in to the documented approach and the approach is often followed. The way this area is implemented is defined and/or standardized, but not in use across the entire organization. Some governance is defined but may not be widely understood/followed. 4 Defined & Managed: This area is centrally supported, standardized, and implemented across the organization. It is defined and understood/followed. Metrics may be gathered and reported. 5 Optimized & Managed: This area is functioning optimally and continuous improvement occurs based on defined and monitored metrics or feedback. Assets are pro-actively maintained to ensure relevancy and correctness. Leadership in this area is demonstrable.
- 43. Success readiness is something you can evaluate, and it spans roles, programs, policies, guidance, even incentives and rewards. M365Resources.com At An Organizational Level How Ready Are You?
- 44. Finally, you need to ensure that you have considered how you will maintain funding, effective management, support, and align with the organization culture. Enablement Risk Mitigation Prioritization Support Plan Forward Roadmap Configuration Organizational Understanding Gap Analysis Can Help Technology Governance Planning Workshops Business Readiness Policies & Enforcement Guidance & Excellence Cultural & Org Alignment Roles & Responsibilities Service Model Documentation More Complicated To Change But Important To Plan For
- 45. As an example, during performance reviews do your key questions connect back to things that benefit and exemplify digital best practices? If not, then why not?
- 46. Finally, you need to ensure that you have considered how you will maintain funding, effective management, support, and align with the organization culture. Enablement Risk Mitigation Prioritization Support Plan Forward Roadmap Configuration Organizational Understanding Gap Analysis Can Help Technology Governance Planning Workshops Business Readiness Policies & Enforcement Guidance & Excellence Cultural & Org Alignment Roles & Responsibilities Service Model Documentation More Complicated To Change But Important To Plan For
- 47. Successful & Modern Microsoft 365 Governance It’s About Efficiency Not Just Risk Plan For Technology Governance The Business Must Engage & Support Governance Is Never "Done" Pro-Active Governance & Adoption Is Better
- 48. Successful & Modern Microsoft 365 Governance It’s About Efficiency Not Just Risk Plan For Technology Governance The Business Must Engage & Support Governance Is Never "Done" Pro-Active Governance & Adoption Is Better
- 49. While you can establish effective foundational Governance, the reality is that Microsoft 365 is an always changing service and your Governance must change along with it. Viva Connections Viva Dashboard Governance ➢With only one dashboard per tenant how will you manage the dashboard cards and authoring process? ➢How will you manage audience targeting at scale (consistent for all audience targeting OOTB)? ➢How will you handle approvals of dashboard cards (is there a separate approval need)? ➢How will you handle custom dashboard cards approvals (ACE) and how does this map to dev Governance? Viva Connect Governance ➢Who will manage the connected SharePoint Home experience? ➢Who will manage “Global Navigation” links that show in the app bar and Teams Viva Connect app bar? Viva Topics Topic Planning ➢Who will ensure key topics are excluded? (Anything beyond labels?) ➢How will you manage and govern the publishing process for topics? ➢How will you measure/monitor topics over time? ➢With thousands of topics being suggested how will you curate and distribute management effectively? ➢Which topics represented in Managed Metadata or in Digital Workplace pages should be prioritized first? ➢How will you align Microsoft Viva Topics with existing ‘topic’ like pages on key departments, focus areas, etc.? ➢How do you intend to manage ambiguous topics? Search Integration ➢How will you manage Microsoft Search connectors with other systems and how is that governed?
- 50. Successful & Modern Microsoft 365 Governance It’s About Efficiency Not Just Risk Plan For Technology Governance The Business Must Engage & Support Governance Is Never "Done" Pro-Active Governance & Adoption Is Better
- 51. Successful & Modern Microsoft 365 Governance It’s About Efficiency Not Just Risk Plan For Technology Governance The Business Must Engage & Support Governance Is Never "Done" Pro-Active Governance & Adoption Is Better
- 52. A view of why Adoption (or Governance) like a service makes more sense in Microsoft 365. Adoption Projects •Typically oriented around a launch. •Typically uses point in time metrics (before & after). •“Tragedy of the commons” risk. Adoption Services •Works better with continual launch. •Works better with continual metrics. •Joint ownership and collaborative nature of a service model makes opposition obvious and public.
- 53. Governance isn’t JUST risk mitigation it’s also about efficiency (think of how roles, play books, and structure help teams succeed) and driving better digital excellence (adoption).
- 54. We need to invest in key areas to enable and accelerate adoption. Governance isn’t JUST RISK MITIGATION it’s also about efficiency and driving better digital excellence. Governance Policies & Guidance
- 55. We need to invest in key areas to enable and accelerate adoption. Adoption Campaigns
- 56. Planning For Adoption… We need to be more tactical and granular to drive meaningful commitment. Plan and execute adoption campaigns! Office365Campaigns.com
- 57. For users to improve their digital skills and technology use we need them to embrace and commit to change. It’s about more than training. Drive Interest/Awareness Guide Understanding Realize Value
- 58. Developing a roadmap for adoption where we plan activities before launch, during launch and after launch is important. Plan and execute campaigns!
- 59. When each day’s Yammer/SharePoint News tip is posted by a member of the tip team it ensures that these tips come from different users which gets more people involved.
- 60. Tips drive users to take action, should be themed, should be pre-written before the start of the campaign and can be easily adapted from existing ones.
- 61. Developing a roadmap for adoption where we plan activities before launch, during launch and after launch is important. Plan and execute campaigns!
- 62. Starter List Of Sample Contests can be found in the “Contests, Challenges & Ideas For Office 365” document in the Office 365 Resource Kit (http://Office365Resources.com)
- 63. Having a campaign over a duration of days enables greater measurement, clearer accountability, and simplifies the coordination and commitment needed. Baseline Measure Impact Measure Continued Impact
- 64. What About Business Impact? M365Metrics.com contains guidance on ways to measure Office 365 & samples of common business impacts it can drive.
- 65. The campaign generates new resources, training, tips, tricks, success stories, and much more that adds continual value to your digital center of excellence.
- 66. Page 74 ESTIMATED COMPLEXITY Center Of Digital Excellence Adoption Every organization is working hard to improve digital excellence. Having a center for digital excellence is a foundational solution that will work to reinforce and communicate governance, provide a hub for self- service learning, connect champions, mentors, and experts, and house tips, tricks and considerable adoption material. See A Demo Of This In Action Today 2toLead Solution Discover Another 40+ Solution Ideas In Our eBook | M365Ideas.com
- 67. Start implementing some of these practices in your organization today and shift from tackling adoption and governance as projects to tackling adoption and governance like a service. Adoption Services Review Governance Readiness Align With Business Objectives Measure & Review Plan & Execute Adoption Campaigns Improve Digital Center Of Excellence
- 68. Successful & Modern Microsoft 365 Governance It’s About Efficiency Not Just Risk Plan For Technology Governance The Business Must Engage & Support Governance Is Never "Done" Pro-Active Governance & Adoption Is Better
- 69. M365Intranets.com M365Sprawl.com M365Campaigns.com Explore 800+ Pages of Free Expert Guidance… M365Metrics.com M365Resources.com SharePointMigrations.com M365Ideas.com
- 70. Let’s connect and find ways to do more and work together. Message me on LinkedIn or email Richard@2toLead.com 200+ Awesome Presentations at: Richard Harbridge 2toLead Chief Technology Officer & Microsoft MVP Super Friendly Thank You Slideshare.Net/RHarbridge 800+ Pages of Whitepapers at: 2toLead.com/Whitepapers Elsewhere… M365Resources.com Office365Campaigns.com M365Sprawl.com M365Intranets.com M365Metrics.com SharePointMigrations.com https://2tl.co/NavBook M365Ideas.com
- 71. Demo