Case study
Governing Microsoft 365 Provisioning for a Local Authority with Reflekt
Konsolute implemented Reflekt, its Microsoft 365 governance product, for a UK local authority. Teams and SharePoint sites are now requested, approved and created to agreed standards, with clear ownership and compliance reporting built in.
Overview
Bringing order to Microsoft 365 growth
The client is a UK local authority delivering a wide range of public services. Microsoft 365 had become central to how its staff collaborated, both internally and with partners.
As adoption grew, so did the number of Teams and SharePoint sites. Workspaces could be created with inconsistent names, settings and sharing options, and many lacked a clear owner. Over time, it became harder to know what existed, who was responsible for it and whether information was being shared appropriately.
Konsolute implemented Reflekt to govern Microsoft 365 provisioning. Workspaces are now created through a controlled request process using approved templates, with ownership, naming and sharing settings applied consistently from the start.
The challenge
Collaboration growing faster than governance
Councils hold sensitive information about residents, services and partners. Without consistent controls on how workspaces are created and shared, that information could end up in places with the wrong access or no accountable owner.
The local authority's IT team wanted staff to keep the freedom to collaborate, without every new workspace becoming a governance risk. Manually reviewing requests was not sustainable at the volume the council needed.
The local authority needed to:
- Control how Teams and SharePoint sites are requested and created
- Apply consistent naming, settings and templates to every new workspace
- Make sure every workspace has an accountable owner
- Manage external sharing in line with council policy
- Report on the Microsoft 365 estate for compliance and assurance
- Local Government
- Public Sector
- Modern Workplace
- Microsoft 365 Governance
- Microsoft 365 Consultancy
- Reflekt
- Microsoft 365
- Microsoft Teams
- SharePoint Online
Our approach
Agree the rules, then let Reflekt apply them
We started with the council's policies and ways of working, then configured Reflekt to apply them automatically at the point workspaces are created.
Governance design. Konsolute worked with the council's IT, information governance and business stakeholders to agree the rules for Microsoft 365 workspaces. This covered who can request them, how requests are approved, naming conventions, ownership requirements and external sharing.
Provisioning templates. We configured Reflekt templates for the types of workspace the council uses most. Each template applies the right structure and settings, so new Teams and sites start consistent and fit for purpose.
Request and approval workflow. Staff request new workspaces through Reflekt rather than creating them freely. Requests follow the agreed approval route, and approved workspaces are provisioned automatically, reducing manual effort for the IT team.
Ownership and sharing controls. Every workspace is created with named owners, and sharing settings follow council policy. This gives each workspace clear accountability from day one.
Compliance reporting. Reflekt's reporting gives the council visibility of its Microsoft 365 estate, including what exists, who owns it and how it is shared, to support ongoing compliance and assurance.
Result
Consistent, accountable workspaces by default
New Teams and SharePoint sites at the local authority are now created through a governed process. Each one follows an approved template, has named owners and applies sharing settings in line with council policy.
The IT team no longer needs to manage requests by hand. Approved workspaces are provisioned automatically, giving staff what they need quickly while keeping governance in place.
Compliance reporting gives the council a clear view of its Microsoft 365 estate, supporting its information governance obligations as collaboration continues to grow.
Your questions
Microsoft 365 governance FAQs
Reflekt is Konsolute’s Microsoft 365 governance product. It controls how Teams and SharePoint sites are created, owned and shared, with compliance reporting built in. For this local authority, it provided a controlled, template-based provisioning process.
It does not need to. At this council, approved requests are provisioned automatically, so staff get new workspaces quickly. The approval route should be proportionate to risk, with lighter controls for low-risk workspace types.
Reflekt’s reporting provides visibility of the wider Microsoft 365 estate, including ownership and sharing. For an existing estate that needs clean-up, it can be combined with a review of inactive or ownerless workspaces, which Konsolute’s Tidy365 is designed to support.
Talk to Konsolute
Take control of Microsoft 365 provisioning
Tell us how Teams and sites are created in your organisation today. We can show you how Reflekt applies your governance rules automatically.