Collaboration Module
Governance for Microsoft Teams, SharePoint, and Collaborative Workspaces
The Module Collaboration from SmartGovernance365 offers clear rules for the deployment, management, and lifecycle of Microsoft Teams, SharePoint sites, and M365 groups—from a smooth rollout to automated governance. Four solutions that build on one another: You start where your organization stands today.
Are these challenges familiar to you?
Teams and SharePoint sites in Microsoft 365 are growing rapidly, but governance is often overlooked. We see these situations time and again in projects:
Uncontrolled proliferation of teams and sites
New workspaces are being created in an uncoordinated manner—no one has a clear picture of what exists, what each is for, and who is responsible for them.
Orphaned Workspaces
Projects end, but teams remain: Content becomes outdated, owners leave the company, and no one cleans up.
Inconsistent Terminology
Without naming conventions and metadata, finding and assigning workspaces becomes a guessing game.
Unclear Permissions
Who has access to what? External guests and shared resources are proliferating without any system or oversight.
Lack of Approval Processes
Workspaces are created without a request, review, or documentation—governance remains a theoretical concept.
Compliance Risks
Requirements regarding the life cycle, classification, and data storage are virtually impossible to enforce manually.
The Four Solutions in the Collaboration Module
Depending on the initial situation, SmartGovernance365 Collaboration offers the right solution.
The Structured Introduction
Establishes the technical and organizational foundation: initial setup, operational readiness, and a basic understanding for your team.
ONBOARDING KIT
Standardized workspaces with templates and rules
Expands the platform with a ready-to-use standard configuration that includes templates, forms, and rules for approval, notification, compliance, and lifecycle management.
STARTER KIT
Retroactively Integrate Existing Workspaces
It identifies existing teams, groups, and workspaces in a structured manner and integrates them into the governance framework so that even established spaces can benefit.
IMPORT KIT
Customized Governance, Automation, and Integration
For demanding requirements: custom service definitions, advanced approval logic, webhooks, Power Automate, and automated end-to-end processes.
CUSTOM KIT
What You Can Achieve with the Collaboration Module
The Module Collaboration provides Microsoft Teams, SharePoint workspaces, and M365 Groups in a controlled and standardized manner—on a proven technological foundation and with innobit’s implementation expertise.
- Sign-up, Setup, and Selection of Data Center Location
- Accounts, roles, and permissions linked
- Teams apps installed, core team trained
The governance platform has been set up and documented for production use—your core team can operate it securely.
Onboarding Kit
- Workspace Types and Templates
- Standardized Naming and Metadata Guidelines
- Reusable Default Configuration
Teams, project groups, and working groups are formed in a consistent and controlled manner, rather than in an uncoordinated and ad hoc way.
Starter Kit
- Forms for Requesting New Workspaces
- Approval Templates with Designated Responsible Parties
- Notification Templates for All Parties Involved
Forms, approvals, and notifications ensure that every Workspace request is traceable.
Starter Kit
- Compliance Policies by Workspace Type
- Lifecycle Policies: From Creation to Decommissioning
- Classification and Filing Rules
Consistent rules govern workspaces throughout their entire lifecycle, from creation to archiving.
Onboarding Kit
- Exporting Existing Teams, Groups, and Sites
- Structured Excel Template for Import Preparation
- Quality-Assured Import with Expert Guidance
Existing teams, groups, and sites will also be integrated into the governance framework at a later date.
Import Kit
- Webhooks for Integrating Existing Systems
- Power Automate Solutions for Events and Requests
- Custom Service Definitions and Integrations
Webhooks, Power Automate, and custom integrations connect governance with your processes.
Custom Kit
The Four Solutions in Detail
Scope of Services, Added Value, and Deliverables
Onboarding Kit – A Structured Introduction
The Onboarding Kit lays the technical and organizational foundation for deploying SmartGovernance365 in your Microsoft 365 environment. We guide you through the initial setup, ensure the system is operational, and provide your team with the basic knowledge needed to continue using it.
Suitable for: Companies that are just getting started and want to ensure a smooth, professional startup.
Scope of Services
- Assistance with sign-up and initial setup
- Assistance in selecting the right data center location
- Setting Up the Necessary Basic Configuration
- Integration of Relevant Accounts, Roles, and Permissions
- Establishment of the technical foundation for governance-related functions
- Installing the relevant Teams apps
- Onboarding Training for Administrators and Managers
Your Added Value
- A faster and cleaner start
- Reducing Technical Implementation Risks
- Robust Base Configuration
- Building Knowledge for Operational Use
Items to Be Delivered
- Technical infrastructure capable of supporting production
- Documented Basic Configuration
- Technical Enablement for Your Core Team
- Introductory Session / Admin Onboarding
Starter Kit – Standardized Workspaces with Templates and Rules
The Starter Kit expands the technical foundation by providing a ready-to-use standard configuration for typical collaboration scenarios. Together, we define initial service definitions and establish a controlled standard for deploying new workspaces—with three types of workspaces: organizational unit, project group, and workgroup.
Suitable for: Companies that want to transition quickly to standardized operations after implementation and begin using initial governance processes in a production environment.
Scope of Services
- Setting Up a Ready-to-Use Default Configuration
- Three Workspace Types / Templates
- Forms for Requesting New Workspaces
- Setting Up Approval and Notification Templates
- Establishment of Compliance and Lifecycle Policies
- Knowledge Transfer and Go-Live Support
Your Added Value
- Consistent Creation of New Teams and Sites
- Transparent Approval Processes
- Reusable Standards Instead of One-Off Solutions
- Better compliance and cleaner governance from the very first request
Items to Be Delivered
- Ready-to-Use Standard Configuration
- Three Productive Workspace Templates
- Enabled Governance Rules for New Workspaces
- Enablement for Day-to-Day Operations
Import Kit – Retrofitting Existing Systems
Many organizations don’t start from scratch. With the Import Kit, existing teams, groups, or workspaces can be systematically mapped and integrated into the governance framework, ensuring that existing collaboration spaces also benefit from governance processes.
Suitable for: Companies with an established Microsoft 365 environment that want to consolidate and retroactively manage existing workspaces.
Scope of Services
- Exporting Existing Workspaces
- Structured Excel Template for Import Preparation
- Definition of Relevant Form and Metadata Fields
- Assistance with data preparation
- Importing the Processed Data
- Quality assurance and technical support for imports
Your Added Value
- Governance for Existing Workspaces as Well
- A better overview of existing structures
- Basis for future lifecycle and compliance rules
- Reduction of Shadow Structures and Contaminated Sites
Scope of Services
- Import Template
- Structured Inventory of Existing Workspaces
- Import Completed and Quality-Assured
- A transparent foundation for further expansion
Custom Kit – Customized Governance and Automation
The Custom Kit is designed for organizations that go beyond standard configurations and want to integrate their governance specifically into existing processes, systems, and architectures. Here, we develop customized solutions based on your requirements.
Suitable for: Companies with advanced governance requirements, integration needs, or a desire for automated end-to-end processes.
Possible Service Modules
- Custom Service Definitions and Forms
- Advanced Approval and Escalation Logic
- Webhooks for Integrating Existing Systems
- Power Automate Solutions for Events and Requests
- Automated Request Processes from Third-Party Systems
- Custom Archiving Scenarios
- Advanced Compliance and Lifecycle Concepts
- Extensions for departments or operating models
Your Added Value
- Greater automation, less manual work
- Governance as an Integrated Business Process
- Accurate representation of your organizational structure
- Future-proof scalability instead of a rigid, off-the-shelf solution
Typical Projects
- Custom Solution Design
- Technical Implementation of Custom Components
- Documentation and Handover
- Supportive Consulting and Optimization
Which solution is right for you?
| Service Area | Onboarding Kit | Starter Kit | Import Kit | Custom Kit |
|---|---|---|---|---|
| Platform Introduction | Yes | Optional, building on | Optional, building on | Optional, building on |
| Basic Technical Configuration | Yes | Yes | Partially | Custom |
| Standard Templates | No | Yes | Optional | Custom |
| Approval / Notification / Lifecycle | Basic | Yes | Optional | Advanced |
| Importing Existing Workspaces | No | No | Yes | Yes |
| Webhooks / Power Automate | No | No | No | Yes |
| Custom Integrations | No | No | No | Yes |
| Training / Enablement | Basic | Yes | Optional | Custom |
A Clear Path to Better Collaboration in Microsoft 365
SmartGovernance365 is designed not to discuss governance in abstract terms, but to translate it into concrete, actionable building blocks.
1. Understand the Initial Situation
Together, we’ll identify where the greatest need for action lies in your Microsoft 365 environment—whether it’s new workspaces, existing structures, or automation.
2. Choose the Right Solution
You’ll start with the solution and scope of services that best fit your organization, your level of maturity, and your priorities.
3. Establish governance step by step
This approach leads to clear standards, greater transparency, and robust processes that evolve alongside your environment.
Requirements for Implementation
For the implementation of SmartGovernance365 Collaboration , we will work with you as part of the project to verify the technical prerequisites in your Microsoft 365 environment. These include, among other things, administrative permissions, service accounts, security groups, and the necessary app registrations for defined governance and automation features.
Can be expanded with compatible add-on services
The Module Collaboration module can be supplemented with additional services depending on the target vision. This gradually creates a governance platform that not only sets standards but also actively manages processes.
- Advanced Consulting for Governance, Compliance, and Lifecycle Management
- Power Automate Solutions for Webhooks and Process Integration
- Support for the rollout to other departments
- Customization of Existing Service Definitions
- Archiving Scenarios and Structured Decommissioning of Workspaces
Optionally, we can also handle the day-to-day operation, support, and further development of your governance solution as part of our Managed Services.
Your contact person
Get in touch directly with Daniel Griener, Lead Delivery
