A complete checklist for Microsoft 365 governance
Built by Microsoft MVP Richard Harbridge, this technical checklist focuses on the realities of running governance at scale. It covers what to set up, what to operate continuously, and the evidence you need to prove it’s working.
Good governance doesn’t come from more policies. It comes from running the right practices consistently.
Microsoft MVP Richard Harbridge created this checklist to help teams move from planning governance to actually operating it. It gives you a comprehensive, technical framework for managing Microsoft 365 across identity, access, security, content, lifecycle, automation, and compliance, along with examples of decisions, evidence, and signals to track over time.
What’s in the checklist?
- A clear breakdown of what needs to be set up once versus what needs ongoing attention, so governance doesn’t quietly drift over time
- Clarity on which governance activities should be tackled first
- Concrete examples of governance decisions to capture, the evidence to keep, and the signals to monitor to prove controls are working
- Guidance for handling exceptions, ownership gaps, and high-risk scenarios without turning governance into a bottleneck
- A realistic framework for running governance at scale in environments where change, growth, and AI constantly raise the stakes
Frequently asked questions
Who is this Microsoft 365 governance checklist for?
This Microsoft 365 governance checklist is built for the people responsible for keeping Microsoft 365 secure, usable, and sustainable over time—especially in environments where scale, change, and exceptions are constant. That includes roles like Microsoft 365 administrator, SharePoint administrator, Teams administrator, identity and access (Entra ID) admin, security admin, compliance admin, and governance or IT operations leads.
If you’re looking for a lightweight policy template, this won’t be the right fit. If you need a technical, operational framework to run governance day to day—and prove it’s working—this checklist is for you.
This checklist is built for IT pros responsible for governing Microsoft 365, especially those managing SharePoint, Teams, and permissions. It’s practical, technical, and designed for real-world environments.
Do I need to complete every item in the M365 governance checklist to get value from it?
Definitely not! The checklist is intentionally structured to help you prioritize.
Each governance area starts with a small set of “start here” items, followed by foundational setup and ongoing operational practices. Many teams use the checklist to identify gaps, clarify ownership, and decide where to focus first—then expand over time as governance maturity grows.
Can this checklist be adapted to different Microsoft 365 environments or maturity levels?
For sure, this checklist is designed as a Microsoft 365 governance framework, not a rigid prescription. It can be adapted to different environments, risk profiles, and maturity levels.
Whether you’re tightening governance in a fast-growing tenant or formalizing practices in a highly regulated environment, the checklist helps you decide which controls to implement, which signals to track, and what evidence matters most for your context.
How does Microsoft 365 governance change with Copilot and AI?
Microsoft 365 Copilot and AI don’t introduce brand-new governance problems—they expose the ones that were already there. Content that was technically accessible but rarely found can suddenly surface in seconds, turning oversharing, stale permissions, and unclear ownership into real risk.
That’s why Microsoft 365 Copilot governance depends on strong fundamentals. Clear access boundaries, healthy content, active ownership, and regular review all matter more once AI starts working across your data. This checklist helps you focus on those basics so Copilot surfaces the right information. Without unpleasant surprises.
How do you operate Microsoft 365 governance at scale?
Operating Microsoft 365 governance at scale requires more than initial configuration. It means separating what needs to be set up once from what needs to be reviewed, monitored, and adjusted continuously.
This checklist focuses on that operational reality. It outlines ongoing practices—such as exception reviews, access hygiene, lifecycle management, and drift detection—so governance doesn’t slowly break down as your environment, users, and tools evolve.
Do I need special tools to follow this checklist?
No. The checklist applies whether you’re using Microsoft native tools, scripts, or a third-party solution. That said, having better visibility from a purpose-built governance tool like ShareGate Protect makes these steps a lot easier to maintain over time.
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