Control Microsoft 365 content sprawl

Prevent the uncontrolled creation of duplicate and unnecessary Teams and SharePoint workspaces from overwhelming your users and support team

Your pain: It's too easy for everyone to create yet another Team or SharePoint team site

In most organizations, users can freely create new Teams, SharePoint team sites and their underlying Microsoft 365 groups.

Microsoft makes this process super easy to encourage collaboration, but the downside is that you very quickly have hundreds, thousands or tens of thousands of workspaces in your tenant. This results in:

  • Frustration when searching for a piece of content
  • Confusion about which among many workspaces is the one which contains authoritative content
  • Increased risk of data leakage due to abandoned teams and sites

The solution: Guide users through workspace creation with rules and approval

Instead of preventing people from creating workspaces altogether, empower them with continued self-service, but add governance to the process.

Create workspace templates and set the parameters for creation, then give your users request forms with an approval step for specific types of Teams and SharePoint sites.

Learn about governance with provisioning pipelines

Screenshot of a workspace request form within SProbot

Why you need Teams and SharePoint governance

Because Microsoft 365 makes it so easy to create a SharePoint site or a team, people tend to create new workspaces without considering whether a suitable container already exists, what template to use if not, or what the appropriate security settings should be.

This often results in uncontrolled content sprawl.

Gain control of your tenant by putting in place automated provisioning, driven by centrally managed templates and clearly defined governance rules.

Reduce content sprawl

Prevent duplicate and other unnecessary workspaces from being created with clearly defined governance policies.

Help users consider whether their need for a new container is justified by guiding them through the creation process.

Save time

Eliminate the time wasted setting up complex workspaces from scratch every time.

Create and easily update templates to include standard navigation, libraries, pages and permissions so your users can hit the ground running.

Empower your users

Give your users the tools to create their own workspaces without giving up governance control.

Enable a simplified SharePoint and Teams creation process with request forms which clearly explain the purpose and settings of each template type.

See how SProbot can help you keep your M365 tenant tidy

We'll show you how to tame sprawl and make it easier for your users to find the content they need

Get a demo