SharePoint Governance for Microsoft Teams Sites

Governance in SharePoint is essential, particularly in collaborative environments like Microsoft Teams, where sites are often created automatically. A well-structured governance plan ensures that these sites remain organized, secure, and aligned with organizational objectives. This article outlines strategies for managing SharePoint governance for Teams sites, focusing on best practices, monitoring, and lifecycle management.

1. Policies for Site Creation

Definition of Criteria

Establish clear criteria for site creation, including who can create sites and for what purposes. Consider implementing an approval process to control site creation.

Automation and Control

Utilize automation policies to limit site creation to specific groups or users. Configure rules for site creation based on an approval model to prevent unnecessary proliferation of sites.

2. Naming Convention Structure

Consistency

Develop a naming convention for sites to ensure that names clearly reflect the purpose and associated team. This aids in quick identification and reduces confusion.

Unique Identifiers

Incorporate prefixes or suffixes that indicate the associated team or project, facilitating easier searches and management.

3. Permission Management

Permission Reviews

Conduct regular audits to review and update site access permissions. Ensure that only necessary users have access to each site.

Security Groups

Utilize security groups to manage permissions more efficiently, allowing users access only to relevant sites.

4. Monitoring and Reporting

Usage Reports

Implement regular reporting that provides insights into site usage, helping to identify inactive or underutilized sites.

Engagement Analysis

Monitor user collaboration and engagement with sites to determine their effectiveness and relevance to the organization.

5. Information Architecture

Site Hierarchy

Plan a site hierarchy that reflects the organizational structure. This helps avoid redundant site creation and keeps information organized.

Content Standards

Define standards for the type of content that can be stored on each site, including templates for documents, lists, and libraries.

6. Training and Awareness

User Empowerment

Provide regular training to users on best practices for using SharePoint and Teams, emphasizing the importance of governance.

Documentation

Create a repository of documentation and guides for users to understand how to utilize the sites and the platform effectively.

7. Managing Inactive Sites

Identifying Inactive Sites

Establish a process for identifying and managing sites that are no longer in use. Use usage metrics to determine inactivity.

Deactivation and Archiving

Define policies for deactivating or archiving inactive sites after a specified period, ensuring that the platform remains organized.

8. Lifecycle Management of Teams-Created Sites

Site Creation

• Trigger: The creation of a new channel in Teams typically results in the creation of a corresponding site in SharePoint.
• Approval: Implement an approval process for channels and sites to prevent excessive creation.

Utilization and Monitoring

• Engagement: Regularly monitor site usage and channel activity. Establish clear metrics to determine if the site is active or inactive.
• Monthly Reports: Generate monthly reports on site and channel activity, including access numbers, document uploads, and user participation.

Biannual Review

• Evaluation: Every six months, evaluate associated channels and sites. Identify those that are not in use or no longer meet organizational goals.
• User Feedback: Collect user feedback on the utility of channels/sites to better understand their needs.

Transition to SharePoint

• Transition Criteria: Define criteria for transitioning active Teams channels to permanent SharePoint sites. This may include consistent use, documentation needs, or long-term collaboration.
• Structure Planning: When a channel becomes a permanent site, plan the structure and information architecture in SharePoint to ensure proper organization.

Deletion of Teams Channels

• Advance Notification: Inform users of the intent to delete a channel, allowing them to save important information or request the channel’s retention.
• Grace Period: Establish a grace period (e.g., 30 days) before deleting the channel, during which users can back up their data.

Site Deactivation

• Prolonged Inactivity: If a site has not been used for an extended period (e.g., 6 months), initiate a deactivation process.
• Archiving Options: Offer the option to archive the site, preserving the content while removing it from active view.

Site Deletion

• Deletion Criteria: After archiving, if the site continues to be unused for an additional period (e.g., 6 months), consider permanent deletion.
• Documentation: Maintain a record of deletions and archivals for audit and future reference.

9. Conclusion and Continuous Improvement

Process Evaluation

Periodically review and adjust governance policies based on evolving organizational needs and user feedback.

Ongoing Training

Continue to offer training and resources on SharePoint and Teams governance, ensuring all users are aware of best practices.