How to Implement a Successful Lifecycle Management Policy in Microsoft Teams

lifecycle management

In the scramble to facilitate remote working during the pandemic, Microsoft Teams saw an explosion in growth. 

With 145 million active daily users in April 2021, compared to 32 million at the start of the pandemic, that has resulted in a lot of extra teams to manage! 

So how do we manage all the Groups, Teams and Sites so they don’t get out of hand? How do we avoid multiple duplicated workspaces or invisible, unloved workspaces? That’s where lifecycle management comes in.

Lifecycle Management has three distinct stages which coincide with the natural lifecycle of most projects: creation, usage, and retirement.

Ensuring you have the correct policies and processes in place for each of these stages will guarantee you have a collaboration tool that is easy to manage and to use.

Here’s how you can do it with Valo Teamwork:

Stage one: Creation

During the creation stage is where all the lifecycle management magic happens. Getting this bit right helps the other stages work more smoothly.

Our flexible and easy to set up templates allow admins to create templated workspaces to suit any project requirement.

Using templates, you can ensure that each workspace follows the correct naming conventions and contains the required metadata including (but not limited to) project manager, start and end date, members and project type. This makes the workspaces easier to navigate by the user and track later on down the line.

Once a user requests a workspace, the creation process is triggered where the workspace is either generated automatically or an approval workflow starts.

Using the Teamwork Admin dashboard, admins can monitor requests as well as as manage templates, policies, and Microsoft Teams teams.

PRO TIP: We recommend a central request point in Microsoft 365 to control workspace creation and to ensure that only approved workspace types (SharePoint sites, Microsoft Teams teams and Microsoft 365 groups) are created based on IT-approved templates.

Stage two: Usage

You might imagine that once users have their workspaces set up and are happily getting on with their days, that there is little to do from an IT perspective. However, from a lifecycle management point of view, the usage stage is where we can measure the success of the creation stage by tracking the use of our workspaces.

The analytics available via the Valo Teamwork Admin dashboard offer valuable insights about workspaces and their lifecycle, including active and inactive workspaces and which workspaces are coming to the end of their lifecycle.

PRO TIP: You can save time by applying lifecycle policies to many existing teams at once from the Valo Teamwork Admin dashboard.

Stage three: Retirement

A key part of the lifecycle management of Microsoft Teams is the retirement stage, where workspaces can either be extended or archived. This helps to de-clutter the number of workspaces appearing on users’ dashboards, helping them to focus on current and live projects.

Thanks to a new feature as part of Valo Teamwork Release 3.0, Valo Teamwork Enterprise customers can now take advantage of auto-archiving functionality, simplifying the lifecycle management of workspaces and reducing workload.

This new feature allows the creation of auto-archiving policies based either on the workspace creation date or metadata fields with support for renewal notifications, customizable notification templates and extensibility. For example, admins can enter a Logic App or Power Automate URL that extends the auto archiving process.

PRO TIP: For Valo Teamwork Enterprise customers, look for the auto-archiving icon on your templates list. This indicates whether the template has an auto-archiving policy attached to it.

Find out how Prica Global is successfully using Valo Teamwork

Could your organization benefit from a lifecycle management tool to help you manage your Microsoft Teams lifecycle? Then why not consider Valo Teamwork?

Of course, lifecycle management is just one of the benefits of this awesome digital workplace tool. Valo Teamwork also offers provisioning and governance for Microsoft Teams collaboration that is flexible and easy to use.

Read how Prica Global Enterprises Inc. is using Valo Teamwork for provisioning and governance within its organization.

Prica Global Enterprises Inc uses Valo Teamwork for lifecycle management
Prica Global is using Valo Teamwork for document management, project provisioning and task management.

Our construction department is using Valo Teamwork to access documents, videos, and notes. The IT department is using Valo Teamwork to manage the platform, to do project provisioning, and administration. Other departments, like property management, are mostly using it for task management, and planner. So, we have various departments and various types of usage of Valo Teamwork.


Want to find out how to use Valo Teamwork to manage your Teams’ lifecycle? Join our newest team member MVP Edyta Gorzoń in our up and coming webinar “Gain Control Over Microsoft Teams” this September 30th, 9 am CEST / 12 pm EDT / 5 pm AEST. Register today!

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