Microsoft Teams was turned on for a company without proper rollout, training, or governance policies. This led to uncontrolled creation of Teams and confusion among users. The document recommends: 1. Defining administration and governance policies for Teams creation, naming conventions, external access, meetings and security. 2. Reining in existing Teams usage by reviewing current Teams and applying new policies. 3. Rolling out Teams in a controlled pilot program before broader usage, including training and feedback loops.

1. WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH
1
SM
Is Microsoft Teams Turned On, But Not Rolled Out?
December 11, 2018

2. WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH
2
SM
About Jill
Jill Hannemann
@ImJillHannemann
jhannemann@withum.com
Principal
Editor, Digital Workplace Today
15+ years in Knowledge Management
Office 365 Expertise: Knowledge
Management, Information
Architecture, Records
Management, Content Migration,
Document Management
Culinary project:
Pizza!

3. WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH
3
SM
0101010101010101010101010101001010101010101010101011001111010101100011111000000000000000000000000000000
1111101101101101010101010101010101010101010010101010101010101010110011110101011000111110000000000000000
0000000000000011111011011011101010101010101010101010101001010101010101010101011001111010101100011111000
0000000000000000000000000001111101101101101010101010101010101010101010010101010101010101010110011110101
0110001111100000000000000000000000000000011111011011011010101010101010101010101010100101010101010101010
1011001111010101100011111000000000000000000000000000000111110110110110101010101010101010101010101001010
10101010101010101100111101010110001111100000000000000000000000000000011111011011011
Microsoft MVPs
On Staff
4
100+
Microsoft Cloud
Deployments
(Office 365, Azure, Dynamics, Power BI)
50+Consultants
(Project Managers, Business
Analysts, Developers, Data Scientists,
Engineers, Software Developers,
User Experience Designers)
16Years as:
Microsoft Gold
Partner
About Withum Digital

4. WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH
6
SM
Agenda
 How to Rein in your Teams App
 Rolling Out Teams the Right Way
 Teams Demo

5. WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH
7
SM
Launch Poll

6. WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH
8
SM
Teams is Turned On
 You upgraded your tenant and users have access to Teams
 You started creating Teams for different groups of users
without training, announcement, or policy
 IT is using Teams, and other departments are hearing about
it
 Skype for Business, Teams, and other communication tools
are active together

7. WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH
9
SM
Reining in
Microsoft Teams
 Administration Policies and Configuration
 Address Teams that have been created
 Define Governance Moving Forward
 Create an Adoption/Roll Out Strategy

8. WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH
10
SM
Microsoft Teams
Communicate
through chat, meetings & calls
Collaborate
with deeply integrated Office 365 apps
Customize & extend
with 3rd party apps, processes, and devices
Work with confidence
enterprise level security, compliance,
and manageability
Give your teams a fluid environment for real-time
collaboration, allowing them to iterate quickly on
projects while sharing files and working together on
deliverables.

9. WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH
11
SM
What Microsoft Teams Is
 Chat based collaboration work space meant for a group of people within
an organization that work together closely
 Allows for collaboration and communication to occur in one application
 Integrates with other Microsoft and third party services
 Each Team created gets a SharePoint site collection and a group
 Skype for Business integration
 Mobile app and desktop app

10. WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH
12
SM
Reining it in… what do you need to check
Teams Creation
and Management
External Access
Meetings and Chat
Security and
Compliance
Governing
Microsoft Teams

11. WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH
13
SM
Teams
Creation and
Management
 Managing Teams Creation
• By default Teams Creation is open to all users
• Recommended to restrict Teams/Office 365
Group creation to a subset of users
 To change – run Powershell Command to realign
Office 365 Group creation to 1 security group
 More info in article: docs.Microsoft.com – Manage
who can create Office 365 Groups
 Group Naming Policy
• Define a naming convention for Teams
Creation (It creates a Site Collection & Office
365 Group after all)
 Prefix Suffix naming policy (ex. Team_Baking
Competition_Innovation)
 Blocked Words – block words that should never be
in the name of an Office 365 Group or Team
• Run Powershell Command to define the
Group settings for naming in Azure AD
 More info in article: docs.Microsoft.com – Office
365 Groups naming policy

12. WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH
14
SM
Security and
Compliance
 Review created Teams and SharePoint Site
Collections
• Monitor what has been created
• Check last modified information
• Go into Teams and Skype for Business admin
center, there are new teams options
 Listing of all teams
• E-discovery features that run against teams
content
• Rename teams – can rename team, but it
does not change the site collection or O365
Group names
 Use Labels and Policies
• Set up an aging policy to autodelete content
after a certain period of time
• Apply any retention policy to content in
teams
• Choose locations, teams and channels and
target where you want to apply policies

13. WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH
15
SM
External
Access
 Determine the level of interaction with
people outside your organization
 Org wide Settings
• Adjust External Access – applies to chat
and call federation
• Guest Access – inviting users outside your
org to collaborate in a team/channels

14. WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH
16
SM
Meetings and
Chat
 Types of Meetings:
• Private Meetings
• Channel Meetings
• Meet Now Meetings – Not scheduled
 Meetings – Options/co-existence modes
• Can work for a clear cut over, but doesn’t
work for moving some users and not
everyone
 Islands mode – full capability of both, but
they can’t talk to each other
(*Recommended)
 Shut off Teams meetings
 Power shell script to turn off SfB
 New modes coming soon – Teams can talk to
Skype and vice versa
 Meeting Options in Outlook –
 Meeting options in Skype
 No meeting options in Teams

15. WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH
17
SM
Rolling Out Teams – the Right Way

16. WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH
18
SM
Launch Poll

17. WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH
19
SM
Microsoft Teams Launch Plan – 4 Step Process
1. Building the Business Case – the Why
2. Configuration/Settings – Defining Governance and setting it
that way
3. Creating and Supporting Pilot Groups
4. Bringing More Users into Teams

18. WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH
20
SM
Create Governance for Teams
Teams Creation
and Management
External Access
Meetings and Chat
Security and
Compliance
When to
use Teams

19. WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH
21
SM
Define the rules of the road
Teams Creation External Access
Meetings and Chat
Security and
Compliance
How to request a new team?
When to create a new team?
Training for Teams Owners
Apps that are OK for adding
How to invite guest users
What can be shared with guest users
When will a guest’s access be
removed?
Difference between Teams and your
other virtual meeting and chat platform
When to use what?
Roadmap/timeframe for transition
Are there any teams or types of
content that need greater
security?
How to manage users in a team

20. WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH
22
SM
Creating and Supporting Pilot Groups
 If you’re worried about adoption, create pilot groups.
 2-3 groups of varying use cases (project, department, small
team)
 Provide training or a workshop to orient them to a
Team/Channels
 Create feedback loops with regular meetings
• Continual training
• Modifications/configuration changes
• Troubleshooting

21. WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH
23
SM
Training and Communication
If Teams is going to become
a collaboration or
communication platform of
choice, users need to know
about it.

22. WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH
24
SM
Training Teams Owners
 Why? Teams Owners have access to many settings that can
impact experience. Governance. Lead by example.
Teams Settings
 Team Picture: Logo for the team
 Member Permissions: Configure team
member experience
 Guest Permissions: Configure guest
member experience
 @mentions: Impacts notifications team
members will receive
 Fun Stuff: GIFs, memes, stickers
Ways to be a Great Team Owner
 Monitor channel creation
 Observe the subject matter of
conversations, meetings, and files in
channels
 Add useful tabs to your teams channels
 Keep up to date on the newest apps for
Teams
 Know the team settings and communicate
to team members when making a change

23. WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH
25
SM
Microsoft Teams Demo

24. WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH
26
SM
Next Steps
Digital Workplace Today Blog:
http:/digital.withum.com/blog
Microsoft Teams Administration and Settings Check
Sign Up
A quick Administration and Settings check for your Microsoft Teams set up to
make sure it's meeting your organization's collaboration goals and objectives.