MS Teams Governance Best Practice Pt. 2

Updated: July 26, 2023 Published: July 26, 2023

The Importance of Microsoft Teams Governance:

A Road Trip Towards Best Practices


In today’s fast-paced organizations, effective Microsoft Teams governance is crucial to reduce task overload, maintain strategic focus, ensure consistent security, and streamline lifecycle management. In part 01 of this series, we explored the initial two steps towards robust governance, focusing on defining team creation permissions and lifecycle boundaries. Now, let’s continue our best practice road trip and discover three more signposts toward superb Microsoft Teams governance.

Signpost 03: Guest Access Management

Microsoft Teams offers the valuable option of guest access, enabling collaboration with external partners and customers. However, if not managed properly, it can pose security and governance risks. Striking a balance is essential; certain team members may need guest access for cross-functional collaboration, while it should be limited in other scenarios. A clear policy defining guest access conditions and management, in alignment with your lifecycle strategy, is a must.

Signpost 04: Structured Channels for Enhanced Oversight

Inside teams, information can become chaotic, leading to lost data and poor visibility. To minimize complexity and risks, structuring channels into relevant sub-groups is vital. Use the General channel as a place for group-level interactions, while creating separate channels for specific topics. This approach ensures that documents, files, and conversations within each channel remain relevant, boosting efficiency and clarity in projects. Consider augmenting this process with apps like OneNote or Microsoft Planner for further refinement.

Signpost 05: The Power of Cohesive Naming Conventions

Naming conventions play a pivotal role in Microsoft Teams governance. While unique and fun names might be appealing initially, they can cause confusion and hinder productivity in the long run. To address this, enforce a consistent naming system for every team and channel. This way, users can quickly understand the purpose of each team, leading to streamlined workflows and reduced time wastage. Additionally, pair clear naming conventions with a document tagging policy to ensure proper organization and compliance with data storage and protection standards.

Embracing Governance for Microsoft Teams Success

Governance is the backbone of organizational efficiency, and incorporating it into Microsoft Teams transforms the platform’s functionality and maximizes employee value. At IQBG, we specialize in the Microsoft Teams ecosystem, and our expertise can assist your business in establishing governance best practices. Let us collaborate with you to elevate your Microsoft Teams investment to a whole new level, introducing even more best-practice steps that will transform your Teams into true teamwork.