Category: Microsoft 365 Governance

Who should be able to create new teams and how to handle it?

The answer is (as so often) here too “It depends”

Here are some examples of solutions you can choose based on your needs. (Of course, there are many other solutions “out there” but the tools are usually the same.)

Self-Service

If all users are able to establish new teams then you must get a provisioning solution in place before the roll-out, otherwise I can guarantee that you will get a chaos and lose control in very short time.

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Continue reading “Who should be able to create new teams and how to handle it?”

How “What’s New for me” can become “What’s new for Us”.

How do i stay updated?

In Office 365 there are a lot of news and updates all the time and it is hard to stay on top of all the stuff you need to be aware of in order to be able to plan for upcoming changes. I do my very best to stay updated on what’s new within the workloads/services that are most relevant to me and my customers. My primary sources are The fabulous “Microsoft Community”, Microsoft 365 Roadmap, Office 365 Message Center, Twitter and LinkedIn.

For me it is important to share news, updates, findings, opportunities, obstacles and general knowledge about Office 365 and most of its services. I share it with Customers, Colleagues and the Community. For me this is the best way to learn and it is also of a great value for me that my customers are informed and updated so that we have a common understanding and thus can have a dialogue on how to manage and implement everything new. Continue reading “How “What’s New for me” can become “What’s new for Us”.”

Office 365 Retention, Disposal and archiving. How hard can it be?

If you are using Office 365 and want to define rules for retention, disposal and archiving, it is not something that is particularly difficult to activate (It is rare that features are difficult to activate…). Continue reading “Office 365 Retention, Disposal and archiving. How hard can it be?”

Oh no! What has happened to my files !!!

An accident happens so easily.

What if your files are deleted or overwritten? They may even become corrupt or in the worst case infected with malicious software. It starts to creep in the body and whizzes in the ears. The butterflies begin to flaunt in your stomach and the sweat rushes into your forehead. What in the world should you do now? Continue reading “Oh no! What has happened to my files !!!”

Don’t let your cloud-based platform be “The Ugly Duckling”.

How do you think about buying a new or upgrading your house?

Should you build new or should you buy a used one? Whichever option you choose, the most important thing is that the new house meets the needs and requirements you have. It should be reasonably maintenance free. The roof must be tight. You want a modern kitchen and a laundry room where you know that the appliances are working. The home electronics and automation you want is something you carefully select before you mount it.

You want everything to work and it should be safe. After all, it’s your home it’s all about… Continue reading “Don’t let your cloud-based platform be “The Ugly Duckling”.”

Using policies in Office 365 in order to retain and/or delete content

Many of us are like squirrels. We collect and store more content than we can/should consume.

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After some time the content of our Office 365 Tenant becomes a “Content Flea Market”. One of the challenges with a flea market is that it is difficult to get an overview of what is valuable and what is worthless.

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What if we could have a function that cleans away old unimportant content and that also ensures that we keep current and important content as long as we need to keep it?

Surely You have a whole lot of various content stored in Your Office 365 Tenant. Probably some of this content should not be deleted and most likely You would benefit from deleting a whole lot of other content that does not qualify as useful, valid or current.

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In Your Office 365 Environment (Exchange, OneDrive and SharePoint)

  • Do you have a requirement to retain content for a minimum period of time?
  • Do You want to permanently delete old content that you are no longer required to keep?
  • Do You want to ensure that your users only work with content that is valid, current and relevant to them?
  • Do You want to be able to select where the policy should be applied?

Here is an overview of retention policies in Office 365 works and how to do implement it!

Simplify your work by using filtered views in the new Microsoft 365 Roadmap to focus on the updates of your core area

Are you one of the “chosen ones” with responsibility to keep track of changes in one or more services in Office 365? Congratulations, then your job has just become a little easier. With the new “Microsoft 365 Roadmap” it is now much easier to create filtered views that show the updates that are relevant to you.

As you may have read in my previous posts regarding “Office 365 Governance“, I use Microsoft Teams to get an overview of updates as well as structuring governance plans. I have a Team where each service has its own channel. In the channel of each service, I have (among other things) a tab that shows the “Office 365 roadmap” in a view that I have filtered to show updates only for the current service.

Now, when the new “Microsoft 365 Roadmap” was launched, of course, my previous home-made filtered views were broken. Sometimes this type of change causes some degree of irritation but this time it was only positive. The filtration capabilities of the Microsoft 365 Roadmap are much better than they were in the Office 365 Roadmap.

So now I’m sitting here, sipping a cup of coffee, creating new filtered views and updating my tabs. Below is an example of how easy you can create a filtered view that shows the updates for the service “Microsoft Teams” and how you embed the filtered view in a tab of a channel in your “Office 365 Governance Team”.

Open the Microsoft 365 Roadmap

1 M365Roadmap
Filter on the service “Microsoft Teams” and status “In development” and “Rolling out”.

2 FilterTheView

Copy the url of the view

3 CopyTheUrl

Open Your Office 365 Governance Team, go to the channel of the service and edit the url of the Roadmap tab.

4 OpenTeamsAndEditUrl

The filtered view in the roadmap tab is now only displaying updates for the current service and you do not have to view the updates of the services that you are not responsible for. This saves you from unnecessary noise that could otherwise steal your focus from your core area.

5 FilteredRoadmapInTab

Now, repeat this exercise and update the “Roadmap tabs” for the channels of the other services.

The unwanted effects of postponing things to tomorrow

It is September 2018. Every morning, I dedicate 15 minutes to update me on Office 365 Roadmap. Today i find that 67 updates are currently being rolled out and 234 that are in development.Roadmap

My thoughts go away (once again) to all companies “out there” and the crew and individuals who have some form of responsibility for Office 365, either in its entirety or for any of its services. How about you?

  • Do you have full control of all updates?
  • Do you have a plan for how to apply these updates?
  • Do you know how to inform your colleagues about new functionality?
  • Can you ensure that user adoption is carried out in the most effective way and with the desired effect?

If you answer yes to these questions then you are  quite unique. Too many companies let updates and news launch without being in control of the positive and negative effects it brings.

“Whether you are a fast runner or good at hiding, you will not be able to escape the reality. The longer you wait, the harder it will hit you.”

I’m not a strong supporter of scaring people into action but unless you and your company have a very strong focus on Governance and User Adoption, you will not be able to take advantage of the full potential of your platform. The risk is rather that ignorance and poor planning cause disorder, misunderstandings and security problems. In plain text, this means that you will not achieve the profits and goals you wish

How can you get started?

A good (and compulsory) first step that creates great value is to define service owners/Change agents. A service owner shall be responsible for his/her service and keeping up to date on the Office 365 Roadmap and to follow related blogs (a good source of information is the Microsoft Tech Community.

Next step, when the service officers are appointed and have got their routines in place, is to establish a Change-/Governance Team and provide it with a tool that supports their needs.

When should you start?

It’s only a day left until tomorrow. Procrastination is not an option (It is not often that it is). Put this on the agenda today and start planning now. If you do not have the time or resources, there is always someone who can help you. It is better to use the time on planning than on putting out fires later.

 

Microsoft Teams + Microsoft Forms and the beauty in simplicity

Have you thought of how easy it is to combine the strengths of Microsoft Forms and Microsoft Teams when you need to analyze and document the services you use in Microsoft 365? If not then you should read my new article on Microsoft Tech Community: Combine Microsoft Forms and Microsoft Teams to analyze and document governance