A controlled, secure, and transparent operating environment for the organization’s everyday life

Microsoft 365 offers a vast range of collaboration and information management capabilities. Teams, SharePoint, and other M365 tools form a cohesive ecosystem that enables organizations to share information, manage documents, and collaborate regardless of time or place.

However, without standard rules and structures, the environment can quickly grow unmanageable – data becomes fragmented, access rights become complicated, and information security is compromised.

The Microsoft 365 governance model brings clarity and control to the entire environment. It helps ensure that the use of workspaces, documents, and applications supports business goals and meets information security and compliance requirements.

The governance model guides, for example, how new workgroups and teams are established, who is responsible for content, and how information lives throughout its lifecycle.

Unified governance for Microsoft 365

More and more organizations are making extensive use of the Microsoft 365 environment, but without unified operating principles, the system can become confusing. Finding information becomes difficult, and parallel workspaces easily arise. The governance model creates a structure that helps keep the whole under control and enables smooth collaboration between different teams.

Clearly defined roles and permissions reduce risks and ensure that the correct information is with the right people. At the same time, the governance model supports document management and information lifecycle processes – for example, by combining document management, workgroup management, and document template automation into one coherent entity.

Implementation of the governance model in stages

We help organizations build a Microsoft 365 governance model that combines business needs, information security, and usability. A typical implementation progresses in three phases:

1. Mapping the current state and defining goals

We start by analyzing the organization’s current Microsoft 365 environment. We find out how SharePoint, Teams, and other services are used, where the data is located, and what risks or bottlenecks have arisen. Based on the mapping, goals are defined to support the business and improve workflow efficiency.

2. Designing and implementing the governance model

Next, concrete principles and structures are created: the workspace creation process, access models, lifecycle management, and responsibility roles. During implementation, we document the practices and train users so that the model becomes rooted in everyday life. The governance model can be implemented in stages, for example, first in Teams workspaces and later in SharePoint sites.

3. Continuous development and monitoring

Microsoft 365 is constantly evolving, and the governance model must keep up with changes. We provide support for maintaining, reporting, and developing the model. Monitoring ensures that practices remain up to date and meet the organization’s changing needs.

A clear governance model benefits the entire organization

A clear governance model is not just a technical solution; it is part of the organization’s management structure. When the environment is designed correctly, employees can focus on what matters and fully utilize Microsoft 365 tools. The governance model establishes a common way of working, with information flowing in a controlled manner and collaboration flowing seamlessly between teams, units, and partners.

Key benefits include:

• Transparency and control: visibility into workspaces, content, and permissions
• Information security and compliance: roles and responsibilities are clearly defined
• Uniform practices: a consistent operating model for all users
• Efficiency and discoverability: less duplicate work and more straightforward information retrieval
• Continuous development: the model adapts to new features of Microsoft services

A clear governance model is not just a technical solution, but part of the organization’s management structure. When the environment is designed correctly, employees can focus on what matters and fully utilize Microsoft 365 tools. The governance model creates a common way of working, where information flows in a controlled manner and collaboration flows seamlessly between teams, units, and partners.

Contact us

We will assess your current situation and build a Microsoft 365 governance model for your organization that supports business goals and enables efficient, secure, and controlled work.

Contact us, and let’s start the journey together towards a managed Microsoft 365 environment.

Check out our customer stories:

• NRC Group & Solu Digital: Boosting project work with the Solu 365 automation tool
• Keskisuomalainen & Solu Digital: Location independent working with Microsoft 365 solutions using agile development
• HSY & Solu Digital: Managing projects and contracts using Investment Window
• Transmeri & Solu Digital: Seamless support for employees’ everyday work with Sharepoint Online and Power Platform
• Panostaja & Solu Digital: Solu 365® for Microsoft Teams provides a swift communications platform and document management
• Scania & Solu Digital: Efficiency for operations with easy-to-use solutions of Microsoft SharePoint, Power BI, Power Apps, Teams, and Solu 365®
• Trade Union Pro & Solu Digital: Solu 365® streamlines teamwork by enhancing communication and document management

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Want to hear more about developing Microsoft 365 governance model for your organization?

Please contact Henry:

Henry Scheinin
Managing Consultant, Partner

040 545 5448
henry.scheinin@soludigital.fi

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