How to Manage Membership in Teams and SharePoint with Orchestry Workspace Reviews

Managing membership across Microsoft Teams and SharePoint can often feel like trying to untangle a ball of yarn. Too many teams, endless single-member workspaces, and those dreaded ownerless groups—sound familiar? Fear not. Orchestry’s Workspace Review feature makes these headaches a thing of the past.  

You can use workspace reviews to streamline your membership management, keep your SharePoint sites and Teams secure, and ensure everything aligns with your governance policies.  

Read on to learn how to declutter memberships, fix ownerless workspaces, and safeguard sensitive content—all without breaking a sweat. 

What Are Orchestry Workspace Reviews?

Workspace Review is our newest feature, designed to take the hassle out of site and team management. Whether it’s maintaining clean and compliant Microsoft 365 groups or ensuring appropriate access to SharePoint sites, workspace reviews do the heavy lifting for IT admins and workspace owners alike.

Workspace Review policies enable recurring assessments of your workspace membership to ensure everything stays in line with your governance policies. Here's what workspace reviews can help you do:

• Add or remove members and guests as needed
• Promote or demote users between member and owner roles
• Automatically assign tasks to workspace owners or delegates to review and update memberships
• Fix issues like ownerless workspaces efficiently

The result? Less sprawl, greater security, and more control over your digital workspace.  

Why Are Workspace Reviews Important?  

For IT admins, unmanageable team memberships aren’t just an annoyance—they’re a genuine risk. Here are a few common pain points workspace reviews solve:

• Membership overload. Too many people are part of too many teams
• Single-member workspaces. Groups created but rarely used often hoard storage while contributing no value
• Ownerless groups. Staff turnover or transitions can leave workspaces without owners, creating security risks and operational delays

Workspace reviews ensure your Microsoft 365 environment operates like a well-oiled machine.  

Get all the details on Workspace Review. Download our Workspace Review feature sheet today

How to Manage Memberships in Teams and SharePoint  

Clean Up Group Memberships  

Are your colleagues members of so many teams and SharePoint sites that they’ve lost track of what’s where? Orchestry workspace reviews make it easy to tidy things up. 

Workspace owners—or delegated users—are prompted to review membership, including owners, members, and guest users. Whether reducing member clutter or cleaning the slate for a fresh start, workspace reviews have you covered.  

Would you like to:

✅ Add users to a team as members or owners?
✅ Promote trusted users to ownership roles for better delegation? 
✅ Remove inactive or unnecessary users to tighten permission security?

Workspace Review provides a guided experience to ensure every change made is purposeful, whether you're preparing for a Microsoft Copilot rollout or improving team functionality. 

Pro Tip: IT admins can set minimum ownership and membership requirements for workspaces to avoid unnecessary single-user teams or sites.

Remove Forgotten Guests

Nothing says “security risk” like forgotten guest users lingering in your workspaces. These may include contractors, former clients, or anyone who no longer requires access to your organization’s content.

Workspace reviews make it easy for site and team owners to identify and remove stale guest accounts, ensuring only the right people have access to your resources.

Fix Ownerless Workspaces  

Ownerless workspaces are a common issue, often caused by employee turnover. Without an owner, nobody’s responsible for maintaining the workspace—or more importantly, its permissions and data security.

Here’s how Orchestry solves that problem:

• Ownerless workspace report. Orchestry identifies every team or site lacking an owner and provides a clear report for admins.
• Ownership assignment. Workspace reviews request that workspace members or delegate users claim ownership. If none exist, the delegate user will automatically be added to the group upon accepting the ownership role.  

This efficient process eliminates the need for IT admins to manually assign ownership roles, saving time and reducing risks.

Save Time with Automated Membership Reviews 

Workspace Review policies are designed to take the heavy lifting off your plate. Once configured, your policies will automatically trigger regular reviews (e.g., quarterly or annually) to ensure memberships remain accurate, effective, and compliant.  

When a workspace review is triggered, owners or delegates receive an Orchestry task containing everything they need to complete the review, all presented in a user-friendly interface. 

The automated review process ensures:

• New and old governance policies are adhered to 
• Workspace memberships stay current and accurate
• Security risks are minimized

Real-Life Perks of Orchestry Workspace Reviews

Workspace Reviews help save time, improve security, and streamline operations by automating crucial tasks. Here's how you'll benefit:

• Governance compliance. Keep workspaces aligned with IT policies as they evolve with your business needs
• Data security. Ensure that only the right people access your sensitive content with regular membership reviews
• Operational efficiency. By allowing group owners to complete their own reviews, you can free up IT admins to focus on high-value tasks instead of reactive, manual interventions

Think of it like a housekeeping service for your digital workspaces—everything gets cleaned up and re-aligned with a few clicks of the mouse.  

Transform Your Microsoft 365 Workspace Management

Managing SharePoint sites and Teams doesn’t have to feel overwhelming. With Workspace Review, you’ll stay on top of group memberships, prevent sprawl, and improve your organization’s security and efficiency.  

Are you ready to say goodbye to membership clutter and hello to streamlined workspace management? Check out our Workspace Review feature sheet to learn more.