How to Put Governance Back on Track

Effective collaboration is vital for the success of your organization, regardless of size or the complexity of tools that you use. However, with the increasing use of cloud-based platforms and remote work environments, maintaining robust governance over collaboration tools and practices has become more challenging than ever. Microsoft 365, with its comprehensive suite of tools like Teams, SharePoint, and OneDrive, offers immense potential for streamlined collaboration, but without proper governance, organizations can face significant risks, including data breaches, compliance violations, and operational inefficiencies.

It is rare to come across a “green field” organization without any tools or processes already in place, providing an opportunity to create a collaboration platform adhering to best practices in security, compliance and governance on Day 1. The reality is that most organizations do not think about governance until sprawl in well underway, the findability of critical content is at a standstill, or a data breach has occurred.  As I talk about, write about, and present on various governance topics, one of the most common questions I hear is “How do I get started with governance right now?”

My goal here is to answer this question and outline three critical steps organizations should take immediately to get their collaboration governance back on track. By conducting a comprehensive governance assessment, identifying and implementing essential security and compliance measures, and optimizing information architecture and user experience, businesses can ensure their collaboration environments are secure, compliant, and effective. These steps not only mitigate risks but also enhance productivity and user satisfaction, laying a strong foundation for sustained growth and innovation.

To get their collaboration governance on track, mid-size to large organizations should consider the following three actions:

1. Conduct a Comprehensive Governance Assessment

Why:

Understanding the current state of governance is crucial for identifying gaps, risks, and areas for improvement. You cannot build a plan to improve if you don’t understand where you are today.

How:

• Audit Existing Policies and Practices: Review current governance policies, procedures, and tools to determine their effectiveness and compliance with industry standards.
• Gap Analysis: Identify gaps in current practices, including unmonitored collaboration spaces, insufficient data protection measures, and lack of user training.
• Stakeholder Interviews: Engage key stakeholders across different departments to understand their collaboration needs, pain points, and suggestions for improvement.

2. Implement Robust Security and Compliance Measures

Why:

Ensuring data security and regulatory compliance is critical for protecting sensitive information and maintaining organizational integrity. It is important that you know what is critical, what is essential, and what is a best practice – and the differences between them. You can’t do everything at once, so ensure that you understand, at a bare minimum, your legal and industry requirements and what needs to change to implement them.

How:

• Access Control and Permissions Management: Regularly review and update permissions to ensure that only authorized personnel have access to sensitive data and collaboration spaces.
• Data Loss Prevention (DLP) Policies: Implement DLP policies to prevent accidental or intentional data leaks and to ensure that sensitive information is handled appropriately.
• Compliance Audits: Conduct regular compliance audits to ensure adherence to relevant regulations (e.g., GDPR, HIPAA) and to identify and address any compliance gaps.

3. Optimize Information Architecture and User Experience

Why:

A well-structured information architecture enhances user experience, improves productivity, and ensures efficient data management. Whether investigating the use of Copilot, or improving your Search performance, an optimized IA is essential.

How:

• Design a Clear Taxonomy: Develop a clear and consistent taxonomy for organizing information, including metadata and tagging strategies to make content easily searchable and accessible.
• Standardize Collaboration Tools: Standardize the use of collaboration tools (e.g., Teams, SharePoint) across the organization, providing guidelines and best practices for their use.
• Training and Adoption Programs: Offer comprehensive training programs to ensure that employees understand and adopt the new governance policies and collaboration tools effectively.

 

By focusing on these three actions, organizations can create a solid foundation for collaboration governance, ensuring secure, compliant, and efficient collaboration across all departments. Remember that effective collaboration governance is not a one-time effort but an ongoing process that requires continuous monitoring, evaluation, and improvement. By taking immediate action to assess current governance practices, strengthen security and compliance, and optimize information architecture, organizations can significantly enhance their collaboration environments. These steps ensure that data is protected, compliance requirements are met, and employees can collaborate efficiently and effectively.

Incorporating these governance measures into your Microsoft 365 environment will not only address current challenges but also prepare your organization for future growth and technological advancements. By prioritizing collaboration governance, mid-size to large organizations can create a secure, compliant, and productive workspace that supports innovation and drives business success. Start your governance journey today and lay the groundwork for a robust and resilient collaboration framework that meets the evolving needs of your organization.