Microsoft Teams Management with NAVOO® Governance
Secure, efficient teams management through governance, automation and clear processes
The Most Important Things at a Glance: Microsoft Teams Management
- Definition: Microsoft Teams Management strategically manages Teams environments to ensure security, compliance, and efficiency.
- Challenges: The most significant problems are uncontrolled growth of teams, unclear authorizations, and risks in adhering to data protection and compliance regulations.
- Governance: An effective governance strategy defines clear rules for team creation, management, and the lifecycle of teams.
- Tools: Some specialized solutions, such as NAVOO® Governance, offer advanced automation, reporting, and compliance features.
Why Is Governance Essential for Microsoft Teams?
Microsoft Teams is the central platform for digital collaboration. But as its use grows, so do the challenges: a proliferation of teams, unclear authorizations, and a lack of structures—all of which lead to inefficiency, increased administrative effort, and potential security gaps.
Our approach: A clear governance strategy is the key: it creates transparency, security, and acceptance. This is precisely where NAVOO® governance comes in, with best practices, automation, and transparent processes for sustainable Microsoft Teams management.
What Challenges Do Companies Face When Managing Microsoft Teams?
Many companies face the same challenges:
- Uncontrolled growth of teams and content
- High resource expenditure for manual creation and administration
- missing structure for authorizations and life cycles
- Data protection and compliance risks due to external collaboration
The result: frustration among employees, inefficient processes, and potential security risks.
The Solution: Microsoft Teams Management with NAVOO® Governance
With NAVOO® Governance from Arvato Systems, you can manage Microsoft Teams in a centralized, structured, and secure way.
- Controlling team lifecycles - from creation to archiving
- Customized Teams templates for recurring use cases
- Centrally control authorizations & approvals
- Automated compliance
NAVOO® governance integrates seamlessly into your Microsoft 365 environment and offers practical tools that give IT managers control and relieve employees.
What Functions Does Navoo® Governance Have?
Teams templates & provisioning
- Standardized templates with predefined channels, apps and governance settings - templates are 90% ready to use
- Self-service for users
- Uniform structures for teams and projects
Self-services & approval workflows
- clear rules for team creation and guest access
- Flexible approval processes prevent uncontrolled growth
- Full control for admins and departments
Regular audit processes
- automated security and compliance checks
- Transparency about approvals and classifications
- Responsibility remains with the team owners
Team lifecycle management
- automatic archiving, deletion or extension of teams
- Trigger after inactivity or project duration
- Order and overview instead of uncontrolled growth
Central authorization management
- Control of owner, member and guest rights
- precise release settings for internal and external partners
- automated workflow processes for temporary rights
Automation of governance guidelines
- Uniform naming conventions and memory limits
- automatic monitoring of inactivity and owner:inside
- sustainable, resource-saving control
Reporting & Monitoring
- Dashboards for admins and managers
- Transparency about authorizations, memory and life cycle
- Compliance at a glance at all times
Guest User Management
- qualified creation and control of external users
- Execution times and responsibilities defined
- transparent, secure exchange with partners
Secure Folder
- clear permissions at folder and library level
- Avoidance of uncontrolled authorization chains
- More overview and security for sensitive content
What Savings Potential Does NAVOO® Governance Offer in Microsoft Teams Management?
Process quality and security are often challenging to measure. However, considering process runtimes and the additional effort required for queries, structuring, and finding content, there are clear time and cost savings. NAVOO® governance reduces manual effort and creates targeted relief, depending on the respective user role:
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Specialist managers: Less configuration and maintenance work
Automated self-service processes enable team managers to carry out recurring tasks, such as checking internal and external authorizations, quickly and in a standardized manner. This significantly reduces manual effort. Metadata and labels are automatically inherited, which improves structuring and makes content easier to find.
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Administration & Security: less checking and control effort
Administrators benefit from the automated management of teams, M365 groups and guests. Lifecycles such as creation, archiving and deletion are rule-based, ensuring that compliance requirements are reliably met. This reduces the control effort and ensures high security standards at the same time.
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Support & Helpdesk: Fewer incidents and service requests
Predefined self-service workflows enable employees to manage authorizations, create guests or set up new teams and SharePoint sites independently. Standardized provisioning with prepared templates significantly reduces support requests and ensures a uniform setup.
Our Approach for Your Success
We accompany you step by step - from analysis to rollout. Our experienced experts offer practical advice and in-depth knowledge to help you develop the best solution for your Microsoft Teams environment. In doing so, we rely on a structured approach that takes all relevant aspects of your current and future collaboration into account.
How does your company work today? Together, we assess the status quo of your Microsoft 365 environment, existing tools and processes. We identify optimization potential and provide valuable insights for transformation, migration and change management.
- Inventory: Microsoft Teams, SharePoint Online & other tools
- Analysis of the creation and management of teams & guest users
- Consideration of relevant use cases
- Examination of existing structures, data repositories and authorization and role concepts
- Input for transformation, migration and change management
In order to objectively evaluate your current environment, we create comprehensive reports of your Microsoft 365 environment to accompany the ACTUAL analysis. These serve as a sound basis for decision-making for the development of the TARGET concept.
Container analysis
- Reporting across all teams and SharePoint sites
- KPIs: Number, memory consumption, usage data
- Identification of obsolete or inactive teams
- Overview of responsible owners per team/site
- Analysis of share settings (e.g. external shares without active guests)
Guest user analysis
- Evaluation of all existing guest accounts in Entra
- Detection of guests who were never active but still have access
- Identification of inactive guest accounts (e.g. for several months)
Content analysis
- Inventory of SharePoint libraries incl. directories, files and versions
- Check permissions at directory and document level (e.g. Everyone)
- Versioning and age/currency of content
- Use of labels (retention, data protection)
- Use of content types
Based on the ACTUAL analysis and incorporating proven Arvato Systems best practices, we work together to develop a customized TARGET concept for your modern Microsoft Teams environment.
We define clear structures, processes and responsibilities:
- Definition of use cases and associated tools & structures
- Using best-practice templates as a basis
- Creation of team templates
- Determination of governance processes
- Definition of responsibilities and authorizations
- Classification and auditing of content (e.g. sensitivity labels, metadata, organization)
- Development of a guest user strategy
- Development of a lifecycle strategy (e.g. deletion & archiving of teams, files and versions)
Your result: The developed target concept provides a clearly structured architecture. Processes, templates and governance guidelines are precisely described and can be configured and implemented directly in your environment.
In this phase, we transfer the jointly developed target concept into the concrete technical implementation and prepare your environment for pilot operation:
- Setting up global Microsoft 365 tenant settings (OneDrive, SharePoint Online, Teams)
- Setting up global governance and security settings
- Provision of Microsoft Teams rooms
- Introduction of a consistent Microsoft 365 architecture
- General tenant settings in the Entra ID, SharePoint, Teams and OneDrive environment
- Fine tuning of the parallel test phase
- Start of the test phase and pilot operation
Optimize Your Microsoft Teams Management Now
For further information on our solution, please do not hesitate to contact us. Send us your inquiry - we will get back to you as soon as possible!
Frequently Asked Questions About Microsoft Teams Management with NAVOO® Governance
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Why is the introduction of a Teams governance strategy essential for the security and compliance of your data?
Implementing a Teams governance strategy is crucial to ensure the security and compliance of your data. Implementing clearly defined policies and processes that are tailored to the specific needs of your organization will ensure that data can be securely stored, properly archived and restored when needed. This minimizes risks and increases efficiency when handling sensitive information.
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How can users, requirements and applications be managed effectively in teams?
The effective management of Microsoft Teams includes the monitoring and control of user access, requirements and applications. This includes precise control of authorizations, management of team memberships, continuous monitoring of activities and ensuring adherence to company-specific compliance guidelines. A systematic approach helps to reduce potential security risks while promoting productivity.
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Why is NAVOO® Governance a good introduction to our holistic IT governance solution NAVOO®?
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What customizations do I need to make for NAVOO® Governance?
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Can I book NAVOO® Governance independently of other modules of our holistic IT governance solution NAVOO®?
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What does the name NAVOO mean?
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