How to create a clean, compliant and unified 365 workspace for all people in your organisation

  

If you have a large workforce that spans different locations and wide-ranging departments, you’ll know it doesn’t take long for disorganised information and unnecessary data to stack up. Over time, the production of such data and information grows to a staggering and unnecessary amount- and can later down the line cause security risks and major non-conformance issues. 

 

Reflekt resolves this issue directly. It creates a less confusing and more efficient, unified space for all users within an organisation. Situated within Microsoft 365, this is a complete governance, lifecycle management, and automation tool designed specifically for M365 applications. (Microsoft Teams, SharePoint Online Sites and 365 groups.)

 

By governing your M365, Reflekt aims to standardise your company information. It makes all information and data consistent, concise, and created into a specific format. It stores company information in the correct place in accordance with any set requirements you create. It manages a host of processes for you:

 

-Once Reflekt is configured to the Microsoft 365 tenant, it directs people to the right tool for a specified task.
-Reflekt dictates how Teams names are structured & created, making for consistent information.
-Reflekt intelligently suggests teams, sites, & recommends groups to users who may be interested.
 

Set requirements for the creation of teams, sites, and groups

 

Administrators outline all requirements for users when creating teams, sites or groups with M365. Reflekt then helps to create templates for users to utilise when creating a site, team or group. This keeps information and data always within the conventions of your organisation, as they are outlined by trusted people outlined as administrators. This keeps data consistence across the entire workforce. 

 

However, you can change specifications once templates are built. Reflekt is designed to be customisable. This gives administrators control over all business processes. If something has been updated or changed, you can go in and fine-tune templates and make any relevant changes, including:

 

-Define naming conventions
-Enforce maximum or minimum limits on teams, site description, length or tags
-Dictate how many and which users should be involved in each team, group, or site

 

Life cycle management: reducing redundant data 

 

You can use Reflekt to keep on top of redundant information

 

Lifespans: You can select a lifespan on pages, sites or groups- and Reflekt will automatically tidy up, or archive based on your determined decision. This enables you to keep organisational information current, complaint and clean. This of course can keep your data storage low, as archiving unneeded material is kept on top of. 

 

Duplication checks: Reflekt also stops duplications of information from occurring. When a user goes to create a new group or team for instance, Reflekt goes away and completes a duplication check- to see whether another user has already created an existing or similarly tagged group. Reflekt then notifies the user if there is a pre-existing group or team, which may suit their needs the same. 

 

Assisted intelligence

 

Reflekt can predict what tool will work best for your task. This process works through users completing weighted questionnaires created by your organisation. Reflekt then has an understanding of what is required to complete certain tasks, and recommends the most compatible M365 service, product or application according to the assigned task.

 

Reflekt keeps your organisation secure & compliant

 

Administrative Control: Administrators are given control over approval processes. Once people have requested a creation of a team or group for example, the approvers have the decision of whether or not it’s created. Creating an approval system means that only trusted people have the ability to add new sets of data or information into the system. When a specific kind of team or group is created, the responsibility of deciding whether it may be created is automatically given to the relevant person attached as an approver. 

 

Sensitivity labelling: Reflekt allows administrators to apply labels to templates. When information is linked with a Sensitivity label, it means that anything created with the sensitivity label are tagged based on confidentiality. This goes on to determine who can access the files within the organisation.  

 

Retention labelling: here the administrator can determine how long data is held. You can specify whether data is archived past a certain threshold or whether it must remain within the organisation for a set amount of time. 

 

If you are keen to deliver lifecycle management, governance and automation to enhance your M365 environment, Reflekt is your tool of choice. Having this in place will prevent information silos, information duplication, and issues that arise due lack of defined metadata. It keeps your organisation requirements at the forefront, ensuring standardised, neat and tidy compliance.

 

If you’d like to talk to us about Reflekt for your organisation, please contact us today or book a meeting at your convenience.