The Teams Manager Governance Score serves as a useful tool for organizational evaluation. It acts as a sort of monitor that congregates all of your Administrative Actions and gives you actionable tips to improve them.
Let's go through the Governance Score's main features together to better understand how you can best leverage it in your day-to-day workflow.
⚙️ Accessing Your Governance Score
Navigate to Teams > Admin View to get started.
You'll notice a Governance Score button in the top left corner of the screen.
Clicking this button will transfer you to the Health overview page, where you can start exploring different aspects of your managerial performance.
💎 Enterprise users have the ability to enable the Synchronize daily toggle, which will constantly keep the summarized information up-to-date.
🧩 Governance Score Components
The Governance Score page will be split into several subsections that summarize and visualize your data in different ways.
1. Governance Score
At the very top of the page, you'll find your Governance score represented by a convenient visualizer in the form of a gauge.
The gauge dynamically adjusts based on changes in your score and is split into three distinct, colored sections.
🔴 Low (0-50pt) - Your governance infrastructure is far from perfect and needs to be taken care of.
🟡 Medium (50-80pt) - Your governance infrastructure is functional, but could use some improvement.
🟢 High (80-100pt) - Your governance infrastructure is very well managed, and only small improvements (if any) need to be made.
2. Governance Tips
Beneath the Governance score, you'll find Governance tips which cover the seven most important Governance Components within Teams Manager.
You can click on each tip to find out more about the corresponding Governance Component. Utilizing these components on your tenant will mark the corresponding tips as completed.
Overall, it's a great way to ease yourself into Teams Manager's robust functionality with clear-cut goals that can be easily accomplished.
3. Governance Score Categories
Right underneath the Governance tips section, you'll find a breakdown of Governance score categories, with unique scores for each subsection.
You can also read more about each component that you're graded on to better understand how your score can be improved.
Clicking Download PDF in the top right corner of the section will generate a PDF report containing all of the information from it.
4. Team Usage
The Teams Usage section summarizes individual Governance Components in numbers, allowing you to view the number of Templates, Tags, Naming Conventions, and more at a glance.
🧮 Governance Score Calculation
Each aspect of the Governance score is calculated based on your interaction with the corresponding Governance Component Subset, e.g., the User score will be calculated based on how you manage External Users, Inactive Users, etc.
Let's go through each aspect of the Governance Score and break down how it's calculated.
1. User
User Score for Externals, Teams per User, Inactive Users, and Guest Management: This category assesses the user behavior and compliance related to managing External Users, the number of Teams per User, handling Inactive Users, and Guest Management. The score may be calculated based on criteria such as:
External users
Whether users are adding and managing external users in compliance with the organization's policies and guidelines, such as ensuring proper permissions and access levels, validating email addresses, etc.
Teams per user
Whether users are creating and managing an appropriate number of teams in compliance with the organization's policies and guidelines, such as avoiding duplicate or redundant teams, ensuring the teams are active and productive, etc.
Inactive users
Whether users are managing inactive users in compliance with the organization's policies and guidelines, such as disabling or deleting inactive accounts, transferring ownership of teams and resources, etc.
External user management
Whether users are managing guest users in compliance with the organization's policies and guidelines, such as ensuring proper permissions, removing guests when no longer needed, etc.
Each of these criteria may be assigned a weight or point value, and the user's score may be calculated based on the sum or average of these values. The score can then be used to track user compliance and identify areas for improvement.
2. Naming Conventions
Naming Conventions for Team names, OneNote, Planner, and Mailnicknames: This category assesses the user's compliance with Naming Conventions for various types of resources in Microsoft Teams, such as Team Names, OneNote, Planner boards, and Email Nicknames. Naming Conventions can help ensure consistency and clarity, avoid confusion or duplication, and facilitate search and discovery. The score may be calculated based on criteria such as:
Team names
Whether users are following the organization's naming conventions for teams, such as including a clear and descriptive name, avoiding special characters or spaces, using proper capitalization, etc.
OneNote
Whether users are following the organization's naming conventions for OneNote notebooks, such as including a clear and descriptive name, using proper capitalization, etc.
Planner
Whether users are following the organization's naming conventions for Planner boards, such as including a clear and descriptive name, using proper capitalization, etc.
Mailnicknames
Whether users are following the organization's naming conventions for email nicknames, such as avoiding personal or inappropriate terms, using proper capitalization, etc.
Again, each of these criteria may be assigned a weight or point value, and the naming score may be calculated based on the sum or average of these values. The score can then be used to track user compliance and identify areas for improvement.
3. Policies
This category assesses the compliance of Policies applied to Microsoft Teams, including Policies per Template, Policy Content, and how many Policies are Applied. Policies can help ensure that Teams are created and managed according to organizational standards and requirements. The score may be calculated based on criteria such as:
Applied policies
Whether users are creating teams based on established templates with the appropriate policies applied, such as approval, naming conventions, security and compliance policies, guest access policies, etc.
Policy content
Whether users are creating policies with the appropriate content and level of detail, such as clear and concise instructions, references to relevant guidelines, etc.
Controlled teams
The ratio between uncontrolled to controlled teams, evaluating whether or not most teams are in control.
Policy per template
Whether users are applying the appropriate number of policies to teams, such as ensuring that all required policies are applied and unnecessary policies are avoided.
Similar to the previous categories, each of these criteria may be assigned a weight or point value, and the policy score may be calculated based on the sum or average of these values.
4. Lifecycles
This category assesses whether there is a defined Lifecycle for every created Team, which includes the stages of Creation, Use, and eventual Retirement or Archival of the Team. A well-defined Lifecycle can help ensure that Teams are properly managed and maintained over time, reducing the risk of abandoned or unused Teams and improving overall governance. The score may be calculated based on criteria such as:
Creation
Whether new teams are created according to established procedures and guidelines, including the appropriate naming conventions, templates, policies, etc.
Use
Whether teams are actively used and managed, including regular updates, reviews, and maintenance, as well as compliance with policies and guidelines.
Retirement or archival
Whether teams are retired or archived when they are no longer needed or relevant, according to established procedures and guidelines.
The score may be calculated based on the presence or absence of these criteria, as well as the degree of compliance or deviation from established procedures and guidelines.
5. Teams
This category assesses the overall state and characteristics of Teams in Microsoft Teams, including Managed Teams, Teams without owners, Inactive Teams, Small Teams, Big Teams, and Public Teams. The score may be calculated based on criteria such as:
Managed teams
Whether teams are properly managed and maintained according to established procedures and guidelines, including policies, templates, naming conventions, etc.
Teams without owner
Whether teams have owners assigned to them, to ensure accountability and responsibility for the team’s management and maintenance.
Inactive teams
Whether teams are inactive, meaning that there has been no activity or updates for a certain period, and whether they need to be retired or archived.
Small teams
Whether teams have a small number of members, which may indicate that they are not being used effectively or efficiently.
Big teams
Whether teams have a large number of members, which may indicate that they need additional management and oversight.
Public teams
Whether teams are set as public, meaning that anyone in the organization can join the team, and whether this is appropriate according to established procedures and guidelines.
Similar to the previous categories, each of these criteria may be assigned a weight or point value, and the team score may be calculated based on the sum or average of these values.
6. Sensitivity Labels
This category assesses the use and compliance of Sensitivity Labels in Microsoft Teams, which are used to classify and protect information based on its Sensitivity or Confidentiality. The score may be calculated based on criteria such as:
Applied labels
Whether users are applying the appropriate sensitivity labels to teams and channels according to established procedures and guidelines, including the appropriate level of protection and access control.
Active sensitivity labels
Whether active sensitivity labels are being used and maintained, and whether they are being updated or retired as needed based on changes in organizational policies or guidelines.
The score may be calculated based on the presence or absence of these criteria, as well as the degree of compliance or deviation from established procedures and guidelines.
⛑️ Need more help?
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