Control sprawl in Microsoft 365

When kept under control, sprawl can be a good sign – it shows that your users are successfully adopting Microsoft 365 and its features.

But here’s the thing – if you use it without a clear purpose, Microsoft 365’s incredible flexibility in workspace creation can easily backfire. Users create duplicate workspaces, which end up unused and unstructured. Consequently, users increasingly work harder to find what they’re looking for, negatively affecting productivity.

Challenge: Lack of control over M365 workspaces

Cluttered tenant

Users often do not specify the purpose or sensitivity of their workspaces, leaving admins in the dark about which security measures and governance rules should apply to which workspace.

This could have grave results, as potentially confidential data is left unsecured and unchecked.

Overburdened IT

Your IT team may be forced to choose whether to adopt a zero-trust strategy and close self-service and risk receiving numerous IT tickets daily.

Or the IT team could allow everyone to do what they want – which results in other challenges, such as workspace overflow and data leakage.

Security threats

Even after project completion, external users will often remain in your tenant for an unspecified period, still able to access your sensitive data.

Accessing sensitive information happens instantly, and it’s hard to find out who’s behind it quickly, and the consequences can be expensive.

The Syskit Point advantage

With Syskit Point’s powerful automation on your side, your team can preemptively avoid and control sprawl.

They can quickly and easily achieve the following:

Create provisioning templates

Create multiple provisioning templates with different approval scenarios for your end users to choose from when creating new workspaces.

Implement effective self-service

Introduce managed self-service to enable new workspace creation on demand with a strictly defined approval process.

Enforce governance policies

Define who can see and use each template, require additional metadata, and enforce governance policies for workspace creation.

Control the naming

Impose naming conventions for all newly created SharePoint sites.

Utilize review policies

Set a periodic review policy for content owners with external sharing in their workspaces – confirm whether the specified level of sharing is okay and change or remove it if not.

Fast, responsive, helpful, friendly, and open for suggestions – that’s how I would describe the Syskit team. And the tool – works flawlessly from day one, giving us great governance and security benefits for our Teams!

Robert Preskar Head of IT projects, ERP, and digitalization at Rimac Group