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right so Benjamin Allen from shared gate is here with us today to talk about governance and as I was saying before not just governance in general but much more specific as to how does it apply to you why should you care and also how can you get the information that you want to get to the users as quickly and efficiently as possible so without further ado Ben I'm gonna make it a presenter here we go morning thank you very much Asif we go just testing can you hear me well yup I can hear you I can see the screen as well all good and perfect so I'll get start started thanks everyone for joining really excited to be talking about governance because it's a heavy burden and the journey can be long and it must be made that there's specific ways to do it you'll see by the way my slides definitely a strong positioning on movies because I watch a lot of movies but we're gonna focus on office 365 SharePoint but rather than that we're gonna be asking some pretty important questions of course feel free to ask questions at any point in time in this webinar so first and foremost my name is Benjamin Nilan I was already introduced I won't waste time on this you can reach out any any time during this webinar after the webinar on twitter at bean island you can also add me on linkedin if you desire if you want to ask me questions later on I'm more than happy to help if I have time I'll just hopefully it's not an urgent need but I'll try to respond as quickly as possible so feel free to reach out I've been on and on Twitter what I do is I work for a company called share gave my head of product there so I basically come up with new products and I make sure that the products we have or what you need whether it's for migration for even governance in office 365 or reducing your cost in Azure because they keep going up but don't worry no product pitch today the goal is to talk about governance so let's jump right in and of course this picture of my dog cuz I I get the same feeling sometimes oh here we go again another governance talk so broad doesn't necessarily why to me or you've done the unthinkable and you've done that 27 page document that's called the governance plan and you don't even remember where you saved that file because no one's using it but typically speaking this is not a new topic right and so what happens is that even today even this year in recent surveys by a morgue but I see some very similar things on Gartner and I see similar things from our own data to be honest we we have a couple thousand users that are using our products every week and through those users which are typically IT we see a lot of telemetry which tells us that there's a lot of challenges around governance and we can see that some of the biggest issues and ongoing issues for organizations today according to this survey are all related to ultimately governance I want to align my governance security by policies to our our business and our other apps I want to expand the use of share points for more business processes and I gotta make sure I stay on the control of that and I want to preciate users to manage and share their content in SharePoint and not elsewhere so that means that not only that we have to increase adoption but we have to put in place the the rails the guidance the guidelines to make sure that it's successful that it brings people back and that means making helping them to use it properly unfortunately if you're if you're here chances are you're living something right unfortunately it's rare that people jump into office 365 or whichever project really and think okay we need to plan for our guidance on governance typically speaking it's already a little late something happened if things are out of control they can quickly get there in office 365 with teams with groups with sites with all of this everywhere and you're trying to get it back together if possible so let's jump into that I've seen some pretty funky stuff in the past I think I've seen some pretty funky stuff in this in the past an entire intranet under the central administration of SharePoint which is like the admin Center if you will back in on-premises I'm not kidding I'm talking about the Central Admin which under they created a site called intranet called HR called sales and they built the whole thing this way we're talking about sites with 200 libraries where they go library by library to update a choice in a choice column and they were pretty annoyed so they called me and of course well there's a better way for you to use SharePoint I wish you had read the governance plan but there you never knew it existed and that's not what you were looking for or people that just take their file shares and just put them in a thing called SharePoint and move on as if it's the same thing and just continue to use it the same way in fact let's take a two-second break let's go to Google let's go to Google and let's search for something view all site content and look at this we have access to I don't know if I want to go into them but I have access to some pretty funky internal networks probably so if we go inside we'll see their list their libraries because depending on the use you may have forgotten to lock it down probably especially on premises online you don't have that word because Microsoft was so concerned that they made it for you but in on-premises a lot of the times this was something that was left out why because we don't have the good guidance and I think you've heard of governs I know I know but the great guidance the right governance to get us there ultimately but now it's not just SharePoint in the past yes in the and that was already a huge topic all the way back to 2014 2012 and I'm in terms of years but with SharePoint 2010 with SharePoint 2013 governance is not a new topic you've heard it we've heard it it's we consistently hear about it but now we're not just talking about SharePoint on average customers use Costra 10 products at the same time in office 365 and let me just add that you may think oh he's separating Word and Excel no all of the office suite counts as one product Office ProPlus but people are using all the way to 10 products at the same time which means that we're not just trying to govern the SharePoint usage which by itself is a big challenge but we're trying to govern the usage of all our products within the service of office 365 from Microsoft teams to power bi to planner to SharePoint the onedrive for business to office to everything and if I'm not going to dive into office 365 groups but I just want you to be aware that every time you create a Microsoft team's or every time you create a SharePoint site or every time you create a planner you're actually creating a thing called an office 365 group which means you're creating all of these products at the same time and gathering them together that's how it works now and you know you're not an exception this is how it works now you may have stayed in classic for a little while but eventually whether you're gonna be using teams or your wanna use planner you'll want to use power bi Pro with you're gonna be using this method which means you're gonna have to see how can the same IT team you stay in control of an environment that's continuously scaling in a self-service model with multiple products at the same time this is the challenges that we're all facing today don't worry or you're not on home that's why we have these webinars and that's why we have things like the visual SP learning hub and some of the other things they provide but there's still hope let's avoid this and have governance the only thing that I'll ask you is to make sure that you go all the way through with it right to be prepared to go all the way through because just creating and answering the questions of governance is not gonna be enough but all right listen let's dive in because you want to get the really good stuff and I want to get to the good stuff again don't hesitate to drop questions at any point in time we're gonna be looking at them try to answer those questions a governance is not a document it's not policing it's not just blocking and what not to block it's the set of rules and guidelines this is the Microsoft sentences I adjusted them to not just be about SharePoint but this is Microsoft saying a governance is a guidebook outlining the administration the mint maintenance support of a businesses share upon in office 365 environments it identifies lines of ownership for both business and technical teams to find who is responsible what areas of the system furthermore it establishes the rules for appropriate usage of SharePoint and office 365 environments this is what ultimately your goal is when you're putting governance you're not putting governance to block certain things what you want is your desired outcome you want a well used well adopted office 365 environment that people are using on a day to day basis but that stays in the rules of your organization and that optimizes for that proper usage before you start you want to make sure that you have good reason for using the products that are in there I don't like hearing and I hear this still today well we got free licenses that is unfortunately not a good answer right the fact that you have licenses to use the product does not mean that you should be using the product you should have a good reason for it and what I've heard and systematically heard in the past tell me what SharePoint can do and I'll tell you what I want that's the opposite right or we hear all we want to collaborate what so the idea is to start from your business requirements and I don't think I'm learning I'm teaching you anything with this but I want to be clear even if you're starting with SharePoint with teams you're not just opening a product with features and letting people using features there has to be a desired outcome a goal you're trying to obtain and even though for six of your goals it might all be SharePoint or it might all be teams or it might all be planner there are different goals and they're different outcomes therefore you'll have different guidelines and use cases that you'll want to bring and please don't underestimate the platform this is a scenario that I systematically see today still at a customer's and it doesn't it's not just small customers with large organizations as well I will just temporarily put it for just us in IT and later on we'll figure out governance or what you probably this never works and has never worked and I'm talking to you from all the way back in 2007 this simply doesn't work because it just spirals out of control what we call sprawl in some cases where things have been created everywhere and you don't know anymore what's what so what we need to do is we need to make sure that we know why you want something and what you want to do with it the first things in any governance yes I know a lot of movie references the first thing in the governance plan and yes I'm going to talk about a governance plan and we are going to talk about a document but that's the first part and that's what I mean by having to go all the way through it in a governance plan you have to answer the in the important questions that are relevant to your environment but the second phase of governance is communicating and implementing it in your environment to your end-users so first just make sure that you have a team for that group of people that are going to choose this my recommendation is to always have someone that is not IT that has first you have to have the pine from the people that have ownership of the service but also have some people that we call out power users or you always know them even if you don't have a power user program in your organization there's certain key players inside of your organization that are in marketing that are in sales that are in whatever department that you have that are a little bit closer to you and understand what the product does and how it works that you can leverage and this is probably the only way to be successful with the rest it's to assign rules and to have clear responsibilities an example of this and we have access to a bunch of templates if you want I think I added the link in them in the slides if not I'll make sure to add it in the chat room in this webinar but essentially you have to have your rules so who's the Governance Committee what's an infrastructure administrator even an office 365 service administrators so that the tenant administration the application administration the service settings in the office 365 infrastructure administrator in the office 365 will be more everything related to the infrastructure that you have to put in place whether it's deploying even Pro Plus across the board the group policies on people's computers to make sure that it follows the right usage that you want but then where people tend to stop it's the site owner or the power user or the group owner the team's owner whatever you want to call it that the clear roles and their clear responsibilities of the people that are going hammered from these objects that you're creating especially if you're moving to a self-service model now word of advice you may be thinking to yourself Oh Ben don't worry we're not putting self-service in place in our organization it's going to be IT led that's going to be controlled they're gonna have to request the site and I agree there are some scenarios where that would be better for depending on your company your culture but ultimately in a service world of of office 365 and Microsoft you will be going in that direction where more and more will be created by group owners by team owners by regular people in your organization I was having a fun talk with I can't tell the name of the company but very very large organization we're talking few like close to 50,000 people inside of the organization and I was telling him about oh you know you should set up our users and it says Ben we have no more power users we only have power users now in the sense that everyone in their company is now considered to be someone who at one point in time will become a site owner because of the nature of teams of groups a planner at power bi which means that we have to have clear responsibilities for when you own certain products and that's we're asking the right questions come in I'll give you a few examples so for each solution area who's accountable to ensure that policies are followed how will accountability be evaluated how often in by whom how will the governance plan be communicated to users and more importantly what are the expectations around user training who takes which training for example how our new site owners expected to take any type of training before they get their superpowers and that's going to be some questions that you'll have to answer what is the provisioning process process to get a new site or team does it vary by type or by site requested by site design by starting from teams by starting from SharePoint by starting from planner how do you make sure that there's a process in place well everyone have a 1 try for business I've seen organizations where not everyone can just because of certain deals inside of the company what I really enjoy and I thought you know what I'm not gonna recreate what somebody else has already made in a really truly great content and I recommend you go to this URL is Susan Hamleys governance guideline questions I've opened it up here it's a lot I'm not gonna go through 98 slides but I recommend you go through Susan Hanley's governance asking the right questions tool essentially and what it does that it helps you to go through this slide with your team with the Governance Committee and making sure you know for each of these solution areas who the ownership and accountability goes to when you go to these decisions what's our decision going to be about this who can provision new collaboration and what this does is it forces that group of people right away to make these decisions I've learned this from my personal experience here is you want to have written right black on white the answer to this because what happens is as time progresses you forget what was your sense you may have a certain answer somebody else may have a certain answer so although I don't encourage you to have a hundred and fifty page document I do strongly recommend you move in the direction of making sure that everyone that is accountable for that governance is sitting down and is doing workshops to answer these important questions right what's going to be our raishin policies what's gonna be our naming policy what's gonna be our provisioning model for what department for what go through all of this right and make sure you answer these very tough questions external sharing how does it work when do you want it when do not want it do you allow people from coca-cola comm and Pepsi calm or are you gonna block one or the other are you going to allow anyone to add external users into your environment or only certain managers or only power users or only group owners how do you define all of these so what's important is to go through these set of questions that go on for 98 slides in different categories you don't have to go through all of them it's only depending on the products that you're using but if you're in office 365 chances are you'll be using all of these products at some point and my recommendation is you go through all of these with that Governance Committee you define the roles and responsibilities of who is going to have these calls together and you move through it and that's going to create for you that governance plan document right but that's not to be honest that's not the difficult part the tough part is actually guiding your users to follow that governance I was sitting down I think Asif was telling me this story actually where someone was complained not complaining but like trying to find an answer to how are we going to make our governance plan being followed but ultimately when you ask them right where was that governance plan that person themselves did not know where the document was yep that was it that's systematically is a story we hear and I'm gonna tell you the story of when I first started I wanted to follow the right rules right so I went this was a large customer for me a few thousand users they were in different locations around the world in different geographic look positions offices rather and I thought I'm going to make sure that there's a governance for this share point are we building because I make sure that it's successful right I'm in charge of it I want to be successful so what do I do while I google governance plan where do I land microsoft.com do I trust Microsoft comm absolutely I trust Microsoft comm so I downloaded the governance plan template right which I forget I think was around 27 pages so I went through it and I answered all of these questions went to my customer who asked for this at the same time and delivered very proudly a governance plan document with all of the answer to the questions that I recommended that they should put for right environment for protected environment for an environment with the right lifecycle management and you know what happened right no one read this not even the customer read the document because it doesn't apply to their job when they're in their day to day job no one wants to stop go read a document and then make sure that it's being applied on a day to day basis everyone's busy everyone's got things to do and opening up a 27 page PDF or Word document will just not work so our bigger challenge today it's not what is governance and do you need governance and getting the right group of people together and answering these questions because you have great people like Susan handy that provided you the template you have Microsoft who provided you with the template and you've heard of governance before so likely you even came up with a couple of these answers that you wanted to go through it's just it's nice when somebody else already did a lot of the hard work to figure out what are all these questions that we need to ask once you have the answer to all of this we need to make sure that the thousands or hundreds of users that you have that our day-to-day trying to get things done follow this governance because they're not going to read it no one in the history of office 365 of SharePoint of any projects really that involved end users for collaboration has leveraged a document to read to know how to use it right no one will read it and after sadly I have to say decade now but after quite a bit of years of doing this I can tell you guaranteed no one will read it the only thing that I have seen is finding some form of contextual guidance because what are you trying to do right you've in one hand you've answered all of these hard questions what are you gonna do for naming convention how do you want people to use it how do you want people to use it properly how do you wanna increase usage what does a site owner do it what is that site roller responsible for do they change the share the sharing settings do they allow external sharing who controls you've answered all these questions but now how do you insert those guidances sorry I'm French first and foremost so sometimes it's not the right English work but how do you bring this guidance contextually at the right moment to these users right finding other methods of sharing them trying to be as close as possible to what your customer because that's who they are they're your customers and either they're gonna buy what you're selling or they won't and they'll go elsewhere and they buy something because and this is what we're expecting today in everything we do by the way right if you're getting any consumer technology you're expecting it to be contextual to what you're doing based on your geolocation based on what you're doing currently on your smartphone your advertisement is already contextual for many years now they know you are and they bring you the right information at the right time so how do your end-users right did you know that the recycle bin like keeps things for 93 days by default and then after they've been be deleted from the recycle bin they go to a second stage recycle bin so if you didn't know that perhaps you did how does end-users know how do they know that that's your governance that's your guidance that when something is deleted it stays for X amount of time that you've modified and that if it does get deleted there there's another process there's another guidance to go and request it from the second stage recycle bin that we used to call the recite collection recycle bin or still call it this way so the idea is at that moment we're in the recycle bin at that moment where you delete something how do you provide that guidance and there's a couple of things my recommendation is and always will be to incorporate your guidance as well into your training and this is something I've seen shared from many other people that I trust and training is a very large term it can mean a lot of things to a lot of people in the past I saw a lot of in-class training that means that you would stop people from working they would go somewhere for three to five days and it would come back trained I'm not seeing that as much anymore of course we're still seeing it but in this busy days in this world of technology and this growing digital transformation that we keep hearing all the time I'm seeing a lot of other things and something that you've probably have already noticed noticed is the self-service videos or the short videos what we've did what we've done for one of our organization actually multiple including internally here I can show you right now our training I'm gonna open up my environment here we go let's go - here we go hopefully it's going to load quickly there we go this is my production environment don't tell anybody but what we have is we have to training the training find it very quickly bear with me it's in French but nowadays training will be something that you can do in self-service and that once you go in I forget which one it's in but we'll have videos sharepoint 101 share pointing in english three minutes it's because I'm using a safari browser that it doesn't work I have to open it up as a separate window most people use a chrome or edge or something or the other so this will work for you but we use something called Microsoft stream right Microsoft stream is a amazing video service it has been used by the Olympics is just under another name as your media services but that's what's being packaged and used when we're talking about stream when you're in office 365 that technology is I mean if there's one thing an office 365 that I will and have never complained about it's their video service it is flawless and historically whether it's been here internally or for customers we make sure that we have videos for training and then we provide these videos either you can go get the playlist and you can dedicate some time to watch the videos but what we found much more interesting is providing these videos in context at the right moment for example you just created a team site I send you an email with the video because sometimes that's what we we were able to do if I have the capacity to do a pop-up right after you created the SharePoint team side and make the video available there or as a sidebar as as I've showed us earlier I definitely want to put it there and what we found is to keep the videos below three to five minutes each and based on our stats we saw that close to 87% of our entire user base had watched a hundred percent of all our videos why because hey I've got another five minutes but if your video training was a video of an hour of 50 minutes of an hour and a half ah not so not so sure I want to start that video so what's important is to make sure that you have small video capsules you put them in playlists and then individual videos you embed them or pop them at the right moment for the right person based on what they're doing it can be documentation or to be honest I it's more like a communication site these days I'll create a SharePoint site I'll make sure that all the pages for the guidance is provided and tagged and then I'll surface it in the right time and of course the best in my opinion is contextual depending on what people are trying to do you provide them in context with that guidance right when you're creating a column hey here's the importance of these different column types right when you're creating a new list or library hey here's a couple of things that you should know before you start from right when you're starting an approval process here's a suggestion to use Microsoft flow instead or how to use a workflow inside of SharePoint why to make sure that they're using it according to those questions that you had answered earlier but at the time where they need it because no one's going to read your document no one's going to listen to a classroom training or an hour training and remember it people will follow the guidance if it's presented to them at that moment a couple of tips from Susan Handley which instead of trying to make up on my own I will definitely recommend you look at make sure that they're integrated everywhere everywhere SharePoint is displaying a list or a document library it's actually a SharePoint page a SharePoint page means you can press edit and add whatever content you want so instead of just having people go to your document library how about adding a little extra text below it or above it rather with hyperlinks to those guidance that you had those guidelines that you provide if you have your governance pages somewhere instead of a giant 2327 PDF documents how about creating SharePoint pages or communication pages I strongly recommend and tagging them with the subject with the type of page it is so that you can roll them up so you can provide them with to the right audience again definitely worth pursuing in this day and age always create short content these are all individual little guidances don't make this huge page that no one's going to read because no one will read it what you want is small little snacks of guidance that they can use at the right moment because when you're helping people during their jobs to be done which is a framework I encourage you to follow but if you're encouraging or grabbing people tours at the right moment of their doing something well you have to make sure that what you're trying to guide them to is a little nudge it cannot be oh you're about to upload a document here's a 500 word page on how to do this properly because they're not gonna read it but if you're uploading your file and you're like hey make sure you have this as a naming convention and here's an example good to go people will consume that and we'll follow your guidance and always bring this integrate it into your communications what are you going to use Yammer whether you're gonna use teams try to make sure that you integrate those hyperlinks into the training you provided what I really enjoyed from Susan Hanley's tips is trust but verify and that's an important quote and it's something that I've been talking about for years now because in office 365 especially we have a challenge together we have a little setting called self service it's called something else but we call it self service do we allow people to create whatever they want whenever they want or do we block it and there's pros and cons for both I'm not here to tell you oh you have to go to self service because mark shops pushing us there or oh you have to use blog so that you can apply all of your governance you have to find balance because now you're in a multi-product world you're in a world that needs to scale and you're in a world where IT is providing the service of office 365 the service of productivity the service of collaboration that means that in this day and age it's not so much where people don't know anything about technology and then ask you something and then in a month you can deliver them a site with all the right settings they have to be within five minutes able to use what they wanted to use right and that means that your guidance has to also provide them with or provide you with the trust that they're gonna do it right and they're gonna follow what you and I recommend is you put something in place to verify that it's being followed right instead of blocking everything and going through a specific funnel of creation because the downside of this is people leaving your environment too go to Dropbox to go to slack to go to Trello to go to whatever else because that's the challenge that we have today and you saw it in one of the first questions earlier when I did the aim or dotto aimed or a survey where the highest request was to try and get people to use the office 365 platform that they put in place for them I know I still have a lot of content we still have a lot of tips for you logical architecture how are you going to organize things and now we're talking about hub sites we're talking about teams that are attached to your groups we're talking about your team sites your your your home sites see everything in office 365 comes down to how are you going to logically organize everything and I do mean logically right people have a tendency of saying oh he means sub-sites you need to stay away from sub sites unfortunately if this is you learning it today you must go away from some from sub sites as much as possible now when I say must it's not the end of the world it's just that everything moving forward will be targeting sites at the top level instead of your sub sites so if you're creating a sub site or a site called projects and every time you start a new project you're creating a new sub site below it these will never get a Microsoft teams these will never get the benefits of the rest of office 365 because that's not where Microsoft is going at the moment right so you really need to make sure that the logical architecture that you plan fits your governance guidance and can help you automatically apply because once again going into these logical architecture concepts or what I used to call towers it helps you apply the right guidance automatically because as much as you can help these end users the better you want to automate the process and provide the little nudges at the right time in context of what they're doing what we have here is an example where you have an intranet and extranet collaboration space and then under it you have various spaces that people could be collaborating or intent and today this will likely be site designs or templates if you will that you but when people create a site and they apply a site design or a template if you will we should call it a site design now because that's what Microsoft wants us to call it if we apply a site design how's everybody doing by the way I'll get don't forget to ask questions don't hesitate but if you apply a site design to a site you just got yourself the intent that your end user or site creator has an intent means what you're trying to accomplish if your site designs just say site with three sub sites or site with four libraries that's not gonna help you do anything your site design should have in their name the intended purpose of the customer which is your end-users collab project ad hoc or community site and this allows you to put them in a category which you will have identified the right policies going faster but I just want to see if I can get to my example which I believe is right here before I get to the example here's some tools in the years that I found could be helpful doing a logical architecture my favorite is X mine because it's exactly like mine manager but it's free so it allows you to do kind of like these little mind manager mind maps that allows you to start from okay how we're gonna organize this and as you organize you you find categories and to these categories you apply this and this is inside of your governance plan this is just for you to be able to help people when they create something to have the right list of guidance automatically applied so when they're creating something in collaboration they're gonna get a certain things no matter what they choose that's global to collaboration within collaboration we have site designs or templates those are intense and within them we'll have different rules some for lifecycle and some for other things that you have to design one thing that you have to make sure that you have a handle on how do you control how do you categorize find to find out the intent of what people are trying to create so people are gonna be creating sites groups teams whatever you want to call these things no matter where you are I couldn't even be we could be talking about a governance plans for your file share right now what happens when people create a new folder do they just create a new folder whenever they feel like it do they have no access but certain people have access to creative when they feel like it cuz they follow training do you block it and there has to be a form that is filled out I mean this is not anything new right it's just a now we have not only sharepoint we have teams we have and now we have external sharing we have lifecycle expiration we have teams chat we have it's just our impact is a lot larger than a new folder under the wrong location so we need to figure out how do the people create and that doesn't mean oh self service or not it means who can create them when why what are the templates and if they start from teams how do we make sure that they also have the right categorization are they here for collaboration but they're here for a project are they here for community and so that you can apply the right governance to it the right policies the right rules the options you have to create that that way of collecting the requirements there's a ton of them there's you can just do a simple email that detects the new site creation and then sends an email to the group owners and says hey you just created a group can you answer these few questions for me or it can be a custom forum custom forum can be anything today that can be power ups but it can be something you've built yourself it can be well I used to say InfoPath but I don't think that I'd recommend that today but hey if it works for you it works for you just know it's not a product really supported in the long run so how do you collect the information that you need that helps you provide the right guidance is it gonna be through a SharePoint list do you follow it you use Microsoft flow to automate the process do you build your own custom map do you buy a third party software and back in the days we did our own custom applicants put together and this was what it looked like it doesn't have to be fancy it's just okay side request they go through here we ask a couple of questions and then all of the sites that were created they were following certain guidance based on what they were followed they have certain days until they expire what happens when they expire to get deleted did they get archived how do you archive they do we ask for renewal to use the office 365 model so basically all of the information that we want all these questions that you have you want to try and grab them while people create and these thing can be tons of questions I put a couple here of course you don't want people to fill out a mortgage form to create a site because they're not going to create the site a lot of things you can gather using scripting using some intelligence where the name the email the phone the department the manager the site name you already have those when did they want the site or if you don't want to have a desired date or who's gonna be the administrator of the site who's not necessarily the owner of the site all the time who what is it going to be used for because these are our templates that apply certain rules that you have policy different policies and office 365 I all these questions of features of policies do you want to add sensitivity to your data retention this is easy you can figure it out I can send you two documents if you want but all the options in the admin Center I'm not gonna spend the time to go over that there's tons of info around there what you need is to find ways to help people at the moment that they are doing something like creating a site and asking them or guiding them towards understanding what's gonna happen next and for you being able to do that means understanding why they want to create it a couple of examples that we did in pass was like well have these different site templates or site designs and based on that we'll have different policies and then we'll make sure that they're communicated to the group owner or whoever created them once they create them my favorite way of doing this has been the site agreement this is the most powerful tool I've ever implemented in office 365 in SharePoint in whatever as soon as you create something whether it's a pop-up whether it's an email whether it's a training that's required what I don't care it doesn't have to be a pop-up that's a side agreement I just want if somebody creates something of a certain type I want them to get a summary don't make it a legal document that has 20,000 make it a summary hey you just created a site the name of your site User Agreement this is what you got this is what you get this is when we're gonna expect some other things this is what's allowed to not and here's some link to the governance wiki or pages a communication site very very important more importantly how does support work and I'm pretty I'm pretty harsh on this if I've provided training in terms of capsules or video capsules I require especially in larger organization where we're just like for IT people and we still have thousands of users I require and I've tracked this using stream or whatever I require the videos to be to be followed and I'm not talking about the end user training videos or end user capsules how to upload a file I'm saying that every time a new site owner creates a site or every time there's a new site owner every time there's a new group owner I have specific videos for that for these people specific to their roles and responsibilities and for them I make sure that if they answer support ticket if they request one it validates that they follow the training if they haven't no I'm not going to delete the support ticket but it goes to the bottom of the list so it's in the site agreement that they're gonna get their answer when we're gonna get their to their answers but we're helping the people that follow the training first and that's part of the site agreement and because we did this established in the Governance Committee at first well we're we're good to go everyone agreed ever even if it's the VP of whatever was experiencing this he was in the Governance Committee he agreed to this process and that's why it's super important to have the committee with the right people it's important to ask all of these questions and define black and white what the answers are so that they're written validated and signed and then guiding people as they create things to follow these right it's all just us trying to answer those right questions asked by the team and set by the committee and there's tons of things that you should be asking yourself and I named a lot of them but this is in the name of the features of SharePoint what's the naming convention gonna be what's the expiration policy so life cycle how do you allow people to create groups what's the prevention of content duplication there's a couple of scripts for you out there how do you classify sites asides based on their site designs or teams how do you make sure that it works in a hybrid environment who has the ownership for regulations and permissions management IT the some of it go to the group owners is it the managers of the department who can share what - outside of their team we can share what to external users all of these these are features that you can set but you need to have the answers written and then you have to guide people to that and a lot of the time is definitely through contextual help I have this governance guide if ever you're interested that you can download there's no product pitch in there it's hundred-percent MVPs and other experts including some Microsoft people that just wrote content and it's in this book but also strongly recommend you watch or visual espy webinars and they're contextual help and guidance is there ultimately what we're trying to do is set of a set of rules and guidelines that will be easily consumed by those who need it at the time that they need it that's what a successful governance is and that's how we're gonna get there I hope that this has provided some insight into a simple governance plan for you to have and hopefully you're feeling like whoa I know governance of course I'm gonna stick around for questions I'm sure there's a ton of them or Assaf and I will just have conversations of a bundle of this because something we see quite a bit again thank you for your time in your hour so far thanks a lot this was definitely very very informative in my point of view as well and I appreciate you making time to do this there's definitely questions out there and questions that I have in my mind thoughts that I have my mind that I want to put forward you know the word governance I'm sure you've seen this also when you say the word governance it kind of puts off people at times it just seems like a sundry right so large and know what's in it start where do you start well I say you start just like you said a couple of slides ago is what do users need where they need do they need it in what format do they need it in and then just give it to them you know it's you can simplify a thing as much as possible don't let governance be a thing that you have to check off with a governance document that you never look at just like you said because I've seen the exact same stories I've heard the exact same stories the one that you and I talked about but there's others like that too which what's the point you're just wasting money wasting time and no one really cares after that the worst part is people not using your office 365 I mean ultimately that's what we want we want people to use our the thing we put in place and we the only way that that can happen is if they're using it well and the way for them to use it well to provide guidance and it doesn't have to be like you said I really love what you say it's not a one-time governance plan this is an organic thing and you can start very small and it depends on your company if you're a large financial institution there's gonna be a governance plan moment of course but in other situations you may just want to say okay let's start with the creation process what do we what are the questions we want during creation what do we want to make sure the group owners what are they accountable for but you need to ask these questions they need to have the answers to be able to provide them with the I like to call them little nudges to the right path agree completely let me go through a few questions that folks have put out there and we only got about nine minutes remaining anyway and I'm you know you and I know it can go on for hours talking about this thing so but I think questions from folks who have made the time to be here is super important to both of us so the first one is sort of a comment from Michael he's saying making sure so this is actually the beginning when I had asked that if there's any specific questions or thoughts you have that you want to cover Michael I put it there he said making sure permissions meet organizational needs and goals and I you've talked about this quite a bit right yeah this is a really good question and can go in multiple ways I don't know that it answered specifically your question what's important is do you know what those organizational needs and goals are because that that's that first part and I encourage you to download that my Susan Hanley's like template of questions and going to the Security section of it so that if you don't know where these organizational goals and requests are to make sure that you get that group of people sitting down and just write them down after that it's just a matter of setting the right features to be honest the security aspect of it Microsoft has provided a lot of ways to control and do that what's gonna be important is two things is answer the questions and then make it well set the features in place but I think that's going to be straightforward in whether it's in Azure ad with a lot of security settings actually are and people don't realize whether it's an office 365 admin centers but then after it's the guidance that you provide in context when people click share because that that little pop up menu is not that great for people's understanding of what's happening when they press share agree it has gotten a lot of people in trouble in the past from what I've seen the default is set to and you like basically when you click share right it creates a company link unless you've changed the default behavior it creates a hyperlink that makes everyone in the company let me just while you you prepare the next question I think I have my SharePoint environment very quickly here so if I take anything and I click on share if I want to do this in this site but let me go to a test environment that I have let's go to Ben demo right if a user clicks on share on the let's click on business files if I click share write an employee review I've already changed the default behavior but typically it's said to this right so people click on share and then they type the name of someone say they want to share with this Benjamin person right and they click send what do they think just happened they think they just shared this file with Benjamin but that's not what they did what they did is they created a high per link that has the permission within the hyperlink for anyone in the company to access the document and they sent that link to Benjamin but then that hyperlink can be found in teams in a chat and it just expressed and that's the default behavior so we strongly recommend you go to specific people instead yeah anyways I don't want to take over that question but very true though yeah some of these things is I'm how you supposed to know this thing you know you cannot become a SharePoint guru and just make this your job SharePoint is just a tool that you're supposed to use to get your job done not be the expert and do that as a job so all right I'm gonna move on to the next one over here Mike is asking what work governance plan questions I'm sorry where work governance client's available I think he's talking about when you talked about finding in a Microsoft site right yeah to be honest I think Microsoft took it down okay they do have it I can still send it to you I you can still find it but there's a SharePoint governance template by Microsoft it's just that all to be honest it wasn't it's not something that I strongly recommend that much rather you go through Susan Hamleys template of questions for governance then you go through that but I'll try and find it and provide it somehow or say a LinkedIn or Twitter or something I'm not sure sounds good Alicia said this was an awesome webinar Thank You Alicia and she also had a question over here will you post a link again for their shared governance information that was the first part of the book yeah yeah this is a book with content yeah check it out come slash governance guide straightforward but just content very important always and there Alisha also had a question if sites have been created and training is being encouraged but there's no governance in place what do you do well if if sites has been created what was the question sorry yeah I have sighs I've been created and training is being encouraged but there's no governance in place I guess that's good train yeah the training was just the training on what is SharePoint and how to upload files type of thing so I would start back from the beginning and just answer those questions first from it from the template and I hate to be saying that as if it's my escape answer but and just start from one thing to be honest who do you want to help and how do you want to help them if you don't want to start from this whole governance template and like go through all these questions it start from one scenario how do you want to help the side owners or how do you want before you start helping everyone right so what are the set of rules that you want them to to follow to use it properly and then work back from what questions but typically speaking it's better to start from what do you want as an outcome mm-hm answer those questions and then see how we're gonna help the site owner follow those how are we gonna follow help the administrator yeah you know well we're of course in the business of well had been the business I should say of training but now where I'd like to think of it as we're mostly in the business of helping and supporting and then just training because to me in my mind when I think of training is some money somebody has to remember what you taught them and then they have to apply it later while contextual help or contextual learning is I learn I apply I learn and I apply so the example that you gave and I'm very very specific you talk about the recycle bin see you in the classic recycle bin oddly in the classic and recycle bin there's an informational icon in inline helped by Microsoft and in there it says when you click on it that it's going to be there for 93 days after 90 days the information will go away from here in the modern recycle bin there is no informational icon so you are just guessing this - hey you how many days gonna be here or my information is I here anymore where did it go because 100 years ago so we as a company basically we did that we put the inline help icon in the modern recycle bin because it's not there so we put it there to make to bring it into parity with you know with the classic stuff and sometimes the vendor Microsoft does it sometimes a vendor like us does it to supply information like that and same thing here with what Alisha is asking if you have any type of information you want to give to users don't even think of that as training just think of that information or policy communication that you're doing however you want to do it the best way the most efficient way possible so don't overthink it is my you know suggestion just get information to them as efficiently quickly as possible because it'll thank you for that and it'll just help them get the job done absolutely I think we have time for one more question before we have to split from here Jim is asking just curious what are you seeing about how companies are specifically storing their governance information I have seen SharePoint sites called governance a dedicated team a wiki and one bug document all of these includes videos of course yeah I mean that's the example I've seen most of the time is is a governance sight communication site nowadays that's just pages that we create as we go right it's not a one-time Word document rather it's pages that we create when we just encounter something and we realize huh we need to provide guidance for this because they're not using it the way that we want of course ideally we've prepared all of we cured before but we just create pages and then we a big fan of video capsules that support our pages so whether they're embedded on the pages or they're individual videos themselves and then we provide that content at the right time and at the right moment that in many different ways right that's that's what I've seen and of course who says somebody a group of people building that governance site and those videos and maintaining it says an office 365 group therefore a Microsoft teams where people are collaborating to get that done but I wouldn't tell people to go to teams to get the governance if that makes sense it's more communication site that I've seen agree well good stuff I like to try to keep the webinar in time and it's exactly like an half a minute over I think so we're gonna end over here but hey guys like Ben said if you want to email him or if you want to tweet Adam or something like that please welcome to do so same with me as well mine is a SIF at vigil SP calm if you'd like to email me or hit me on Twitter at ossifer money hey Ben thank you very much this was really fun absolutely to you and have a great day all right take care guys