SharePoint Governance for Microsoft Copilot

As Microsoft 365 Copilot makes increasing inroads in businesses, effective SharePoint governance is becoming a top priority. As powerful a collaboration and document management tool as SharePoint is within Microsoft 365, without proper governance, it can become chaotic and difficult to manage. So let's take a look at the importance of SharePoint governance, how to set it up for Copilot, and best practices for your environment. 

What Is SharePoint Governance? 

SharePoint governance refers to the policies, roles, responsibilities, and processes that control how the tool can be used by an organization's business divisions and IT teams. Put simply, it involves setting up guidelines for managing SharePoint environments, including site creation, permissions, data security, compliance, and user training. Effective governance can mean the difference between a secure, organized, and efficient collaboration platform and a mess of scattered, leaky data. 

To put it mildly, governance is mission critical. It helps maintain data integrity, ensures legal and regulatory compliance, and provides a structure for users. Without governance, SharePoint can quickly become a disorganized dumping grounds filled with redundant or outdated information, opening the door to inefficiencies and potential security risks. 

How to Set Up SharePoint for Copilot 

Microsoft 365, through its powerful tools such as Microsoft Teams and SharePoint, revolutionizes the way your team communicates and collaborates. Teams provides a seamless platform for real-time communication and file sharing, ensuring that all team members stay informed and connected, no matter their location. SharePoint automation significantly enhances collaboration by offering a centralized platform for seamless document sharing and management. Features like automatic updates, workflows, and approvals ensure team members always access the latest information, enabling efficient project collaboration. This automation reduces manual effort and minimizes errors, fostering a more productive and cohesive work environment.

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SharePoint Permissions 

At the heart of SharePoint governance is permissions management. Properly configured permissions ensure users have the appropriate access to information and resources while keeping sensitive data protected. Here are some steps to effectively manage SharePoint permissions: 

• Define Roles and Responsibilities: Clearly define roles within your organization and assign appropriate permissions to each role. Common roles include site owners, contributors, and readers. 
• Implement Least Privilege Principle: Grant users the minimum level of access they need to perform their tasks. This reduces the risk of unauthorized access and accidental or malicious data breaches.
• Regularly Review Permissions: Conduct periodic reviews of permissions to ensure they remain aligned with users' current roles and responsibilities. Remove access to specific resources for users who no longer need them. 

SharePoint Governance Tools 

Several tools can assist with SharePoint governance implementation and maintenance: 

• Sensitivity Labels: Use sensitivity labels to protect data and control access. This ensures sensitive information is only accessible to those who need it.
• SharePoint Admin Center: This resource provides a centralized location for managing settings, defining policies, and monitoring activity across your SharePoint environment.
• Microsoft Information Protection: This tool helps classify and protect sensitive information within SharePoint by applying labels and policies.
• Audit Logs: Enable and review audit logs to monitor user activities and identify any suspicious behavior or policy violations.
• Third-Party Tools: Consider using governance tools, like Orchestry, that offer advanced features like automated policy enforcement, detailed reporting, and compliance management.

SharePoint Governance Best Practices 

SharePoint Governance Plan 

Creating a SharePoint governance plan will give you a comprehensive document outlining the strategy for your SharePoint environment. It should include: 

• Purpose and Scope: Define the goals of your plan and guardrails for it within your organization.
• Roles and Responsibilities: Identify key stakeholders and what part they’ll play in managing SharePoint. This includes IT administrators, site owners, and end users.
• Policies and Procedures: Outline standards for site creation, data management, security, compliance, and user training, along with procedures for monitoring and enforcement.
• Communication Plan: Develop an awareness strategy so all users are informed about governance policies and updates. This ensures that everyone is aware of their responsibilities and the guidelines they need to follow.
• Review and Update Schedule: Establish a regular cadence for revisiting the governance plan to keep it relevant and effective. 

SharePoint Governance Policy

A governance policy is a set of rules and guidelines that govern the use of SharePoint within your organization. It should cover: 

• Site Creation and Information Architecture: Define who can create sites, the process for requesting new sites, and the standards for site design and structure. Implement controlled self-service provisioning to allow users to create new SharePoint sites autonomously while adhering to governance standards. Orchestry streamlines this by providing controlled provisioning with multi-stage approvals, ensuring each request is vetted before creation. Defining principles for site creation and management helps in maintaining a consistent and logical structure. A well-planned information architecture is crucial for effective content management and user navigation.
• Security and Permissions: Specify the process for granting and revoking access, and the use of security groups. Orchestry enhances this by providing pre-built SharePoint templates with robust security and privacy controls embedded. These templates include sensitivity labels, default permissions, and external sharing configurations applied at creation, ensuring that security and permissions are enforced consistently from the start. This helps mitigate risks and maintain compliance across the organization.
• Content Management and Organization: Establish guidelines for document naming conventions, metadata usage, version control, and content retention. Structuring content effectively is critical for easy access and collaboration. A well-organized SharePoint environment helps users quickly find the information they need and enhances overall productivity.
• Compliance and Data Protection: Maintain legal and regulatory requirements by implementing data protection policies like classification, encryption, and retention policies.
• User Training and Support: Provide the resources users need to understand and adhere to governance policies. Ensure that users understand their roles and responsibilities in maintaining a governed SharePoint environment. 

Site and Team Management 

Organizing data logically and managing the lifecycle of sites and teams ensures that SharePoint remains structured and efficient. Proper management of sites and teams helps in maintaining a clear and organized workspace. 

Monitoring and Reporting 

Utilizing tools to continuously audit SharePoint activities and generate reports is essential for maintaining governance. Regular monitoring helps identify and address issues promptly. Regular reviews and updates of your governance framework will help address any emerging challenges or changes in your organizational needs. 

Conclusion

If you want to unlock the full potential of Microsoft 365 Copilot, effective SharePoint governance is a must-have. Having a robust governance plan and managing permissions can ensure your organization maintains a secure, organized, and efficient SharePoint environment. This not only enhances collaboration and productivity but also mitigates risks and ensures compliance with legal and regulatory requirements.

Orchestry streamlines this process with automated policy enforcement and intelligent insights, making SharePoint governance seamless and efficient. Start developing your SharePoint governance strategy today to unlock the full benefits of Microsoft 365 Copilot for your organization.