For Episode 11 of the #GoM365gov series, Ragnar, Christian, and Joy welcome guest Ben-David Piepenburg, Collaboration Consultant with HanseVision, to discuss “Taming the Chaos: Enhancing Audit & Compliance with EasyLife 365 at Munich Airport”. Ben-David introduces how he and the HanseVision designed the Governance Framework and Customer Journey and talked about EasyLife365, the Governance Tool for Microsoft Teams.
This is our first case study in this series, with more planned for Season 2 in 2025. Please join us at 11am EST on Wednesday, November 20th, 2024 for our next episode!
Case Study in German at HanseVision
Case Study in English at EasyLife 365
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Key Highlights
Starting Fresh: A Greenfield Advantage
Unlike many organizations dealing with existing chaos, Munich Airport had the advantage of starting fresh with M365. This allowed them to implement governance from the ground up, avoiding common pitfalls of uncontrolled deployment.
People-First Approach
The project team prioritized understanding user needs before jumping to technical solutions:
- Gathered collaboration use cases from various departments
- Involved compliance, governance, and security departments early
- Focused on collected requirements rather than immediate technical implementation
- Maintained regular meetings with change management and enterprise communications teams
Key Use Cases
The implementation focused on several core scenarios:
- Organizational teams and structure
- Topic-based communities
- Project collaboration
- Personal user data storage
- One-on-one data exchange
- Long-term storage solutions
- Legal compliant archiving
Governance as a Peacemaker
A notable insight from the project was positioning governance as a bridge between IT control needs and user flexibility:
- Balanced IT’s need for control with users’ desire for freedom
- Created win-win situations through structured provisioning processes
- Implemented automated workflows to reduce friction
Technology Selection
The team chose EasyLife 365 as their governance solution, citing several benefits:
- User-friendly interface requiring minimal training
- Quick implementation of feature requests
- Strong vendor relationship and support
- Ability to adapt to specific requirements
Lessons Learned
- User Empowerment: Giving users control over their content management while maintaining governance guardrails
- Ongoing Maintenance: Recognition that governance isn’t a one-time implementation but requires continuous attention
- Change Management: Understanding that proper governance may require additional work from end users, but provides long-term benefits
- Feedback Loops: Importance of maintaining open communication channels for continuous improvement
Impact and Results
The implementation led to:
- Better-controlled workspace creation
- Improved security measures for sensitive teams
- Enhanced lifecycle management of content
- More efficient access reviews
- Clearer processes for archiving and deletion
This case study demonstrates that successful M365 governance requires combining technical solutions, user engagement, and ongoing maintenance. The key to success lies not just in the tools selected, but in the approach to implementation and user adoption.
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