Provisioning is, among other things, the automatic creation of sites and teams within Microsoft 365, ensuring structure and overview. Without a proper provisioning process, a proliferation of teams and SharePoint sites quickly arises, leading to a cluttered work environment.
A common complaint from employees is working in a cluttered Microsoft 365 environment and the problems this causes. Too many teams or SharePoint sites, documents that are hard to find and, as a result, a drop in productivity. This is not only frustrating for employees, but also for employers.
Fortunately, there is a solution that effectively solves these problems: Automatic provisioning!
Provisioning ensures that your Microsoft 365 environment is not only better organized, but also more secure:
By determining in advance who has access to what, you will always have the right people on the right teams and documents. Manage external access: Determine in advance if, and how to collaborate with guests. This is how you keep external access under control.
Determine ahead of time if, and how to cooperate with guests. That’s how you keep external access under control.
Set document retention periods for each site or team depending on the type. This way, your documents will always stay up-to-date and comply with your retention policy.
When creating a site or team, specify whether it is a confidential environment. This ensures that sensitive information is always well protected.
A tidy Microsoft 365 environment allows everyone to work efficiently. Here’s how provisioning helps with that:
Teams and sites with a clear end goal (such as projects) are given an end date in advance. After this date expires, they are automatically archived.
IT administrators can see at a glance what purpose a site or team has. This makes management a lot easier.
Setting approval for new sites and Teams significantly reduces the risk of duplicate Teams and sites. This allows the administrator to keep track of everything created in the organization.
While employees can request new teams, they cannot create them themselves. This ensures that the number of teams within the organization is limited.
A well-organized Microsoft 365 environment makes working much more efficient. And provisioning plays an important role in this:
Determine in advance which libraries, channels and documents should be available per template type. This ensures that every site of the same type is always set up the same.
Employees can easily recognize which type of team they are using because the naming and layout are always consistent. Whether they work for project X or Y, the structure remains the same.
Versions of document templates are easily updated so that employees always have the most current version of the corporate identity available to them.
Want a more secure, organized and efficient Microsoft 365 environment? Find out what provisioning can do for your organization.
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