Supporting technical capability
Decide which Microsoft Teams to keep, merge or archive.
Review the agreed Teams, their usage and their owners. You receive keep, merge or archive recommendations, rules for new Teams and a quote for the cleanup.
Illustrative sample · supporting capability
Is a quiet Team safe to archive?
- Observation
- Recent activity is low, but the owner has not confirmed retention and continuing guest access.
- Decision
- Keep the archive decision open.
- Next action
- Confirm the owner, records obligations and access before approving keep, merge or archive.
This capability can inform the next service. Its inclusion, price and calendar must be agreed in that service’s scope; following the link does not make it included.
Explore the relevant next serviceTechnical context
When this work applies
- You have far more Teams than employees, with duplicates and abandoned projects.
- Nobody knows where actual collaboration is supposed to happen.
- New Teams get created with no rules, so the clutter keeps growing.
Possible outputs
Outputs to agree in scope
Teams Governance & Clean-Up Ledger
Every Team scored by activity with a keep, merge, or archive decision.
Lifecycle and provisioning rules
How new Teams get created, named, and retired, so sprawl does not return.
A fixed clean-up quote
The scoped, fixed price to archive, merge, and apply the rules. The ledger is yours either way, so you can hand it to your own team or another vendor.
Commercial & delivery basis
The scope and conditions of the work.
Delivery window
This supporting capability has no separate confirmed delivery window. The proposal names its scope and calendar.
Capability scope to confirm
- Teams inventory and activity scoring
- Keep, merge, archive ledger
- Rules for creating, naming, and retiring Teams
- A fixed-fee clean-up quote
Scope assumptions
- Usage and activity reporting available
Exclusions
- Executing the clean-up and content migration (a separate fixed quote from this assessment)
- Custom development to automate how new Teams get created
Required access
- Read-only access to Teams and the SharePoint sites behind them
- A 30-minute kickoff with a collaboration owner
Acceptance
The agreed completion standard.
The engagement is complete when the governance ledger, lifecycle rules, and the fixed clean-up quote are delivered and walked through.
Discuss the work
Tell us what you need to change.
Share the systems involved, why the change is needed and your deadline. We clarify the work, responsibilities and information needed for a proposal.
Discuss this project