Hey, I do not have time for principles. I need answers: Who can create MS Teams and what naming conventions do we agree on? Do we allow guest access? What apps do we approve of? What data security conventions do we apply?
With the four principles discussed earlier in mind, let’s take a renewed look at the Governance of Microsoft 365. Is it a rule book? I genuinely hope you are as convinced as I am that it should not be a rulebook or a top ten list of steps to take to create a well-oiled machine. It should do that and foster organizational growth.
From an IT perspective, you want structure and maximum utilization of available resources. However, the idea of restricting people in your organization when creating their Teams conflicts with all the business innovation literature in the world. People need autonomy and freedom to express themselves and to test their thoughts and ideas. The faster they can test, the quicker they can let go of ideas that are not supported or ready yet. Who can create Teams? That question should be replaced with “Who can drive innovation?”
As far as naming conventions are concerned, in my personal environment, I have at least 4 Maria's and maybe 6 John's; while browsing through our active directory, I see many duplicate names and although I do not know them, there are even more Herbert’s at SoftwareONE than I thought. Computers cannot handle duplicates yet - with the emphasis on yet. However, as you place an "@-Mention" in a document, Microsoft 365 already suggests the most frequent and likely person you’re trying to mention. Since computing systems need unique identifiers, naming conventions need to foster uniqueness and autonomy - structure and freedom all at the same time. Creating automated systems that make automatic naming creates inflexibility and standardization.
Finally, when determining who to give access to, there are some things to consider: are you open to input from others? How do you know who you can trust? Do you trust everybody? What purpose do guests have and what permissions do you all them to have? It depends on the guest. One you can give more space and one you might give less. It is, however, crucial to know who is in the house in case of a fire, so to speak. For that reason, you need to have a structured and unique overview of who-is-who and what permissions have been assigned.