We see the same thing happening at many organizations: Microsoft Teams and SharePoint are growing faster than expected. Employees create new Teams or sites themselves, often with the best of intentions. But over time, problems pile up:
This is not just a matter of losing track. It also carries serious risks, from data breaches to non-compliance with laws and regulations such as AVG or NIS2. That’s exactly where Workspace Assistant 365 (WSA365) helps. From our experience implementing this with customers, we share 6 best practices that ensure Teams and SharePoint do remain manageable, secure and user-friendly.
The problem
Anyone can create a new workspace without restrictions. This leads to duplicate Teams, inconsistent naming and a digital workspace that becomes increasingly cluttered and difficult to manage.
The solution with Workspace Assistant 365
All requests run through a form and approval process. New Teams and SharePoint sites are automatically set up based on standard templates, so naming, structure and permissions are always consistent and recognizable for users and IT alike.
The problem
Guest access is often set up manually and rarely revoked. As a result, outsiders sometimes keep access to sensitive documents for months or even years, increasing the risk of data breaches.
The solution with Workspace Assistant 365
Workspace Assistant 365 helps limit External users on sites, for example, turning them off or on, or targeting specific organizations to collaborate with.
The problem
Old project or department sites persist even though they are no longer used. This hinders the retrieval of current information, increases storage costs and increases the risk that sensitive data will be left unattended.
The solution with Workspace Assistant 365
Inactive Teams and sites are automatically flagged and archived. With lifecycle management, your Microsoft 365 environment stays clean, current and scalable, with no manual work for IT.
The problem
On paper there are often clear rules for retention and classification, but in practice they are hardly ever applied. This makes it difficult to comply with AVG, NIS2 or the Archives Act and increases the risk in audits.
The solution with Workspace Assistant 365
Workspace Assistant 365 connects to the policies that already exist within the organization for archiving, retention and data security. In this way, workspaces are automatically set up according to these rules, without users having to do anything. Of course, during this process, we can think along with you about the policy around archiving, retention and data security, so that everything fits together properly.
The problem
IT is inundated with loose requests, incidents and corrections. Manually setting up workspaces and fixing errors takes a lot of time, leaving less room for innovation and strategic projects.
The solution with Workspace Assistant 365
Automating provisioning and management eliminates most repetitive tasks. IT controls the process centrally, while employees can independently request a workspace without losing control or security.
The problem
In many organizations, projects or customers are registered both in a source system (for example, AFAS or Salesforce) and manually in SharePoint or Teams. This leads to errors and inconsistencies that are difficult to manage.
The solution with Workspace Assistant 365
With links to AFAS, Salesforce or Business Central, as soon as a project or customer is registered in the source system, a new workspace is automatically created. All relevant data is immediately included, creating one central source of truth and eliminating duplication of effort. The problematic consequences of data silos are thus prevented
Many organizations are struggling with the same challenges in Microsoft 365: an environment that is increasingly crowded and cluttered, externals who maintain access for too long, compliance that is difficult to secure and an IT department that is constantly under pressure as a result.
Workspace Assistant 365 prevents you from having to clean up afterwards and tackles these problems directly at the source. That’s how you get a grip on Teams and SharePoint, keep workspaces safe and organized, and save time for what really matters.
Wondering how Workspace Assistant 365 can help your organization? Schedule a demo with one of our experts and discover the possibilities.
