How One Engineering Firm Regained Control of Microsoft Teams with Proactive Governance

Taming Microsoft Teams chaos with proactive governance

In the engineering industry, every structure that is designed requires a strong foundation. The same principle applies to collaboration tools—especially in today’s complex hybrid work environments. Without proactive governance, platforms like Microsoft Teams can quickly become cluttered and chaotic, leading to data risks, inefficiencies, and confusion.

That is exactly what happened to one national engineering firm. With over 1,000 professionals working across multiple offices, the rapid adoption of Teams led to more than 100 disorganized, often redundant, or abandoned groups. Critical information became scattered, misfiled, and, in some cases, overshared—creating serious productivity and security concerns.

“Governance is foundational to unlocking the full value of Microsoft Teams,” says Jim Jacobi, CIO Emeritus at WPM Technology. “It brings structure and security to collaboration, allowing Teams to scale with intention—not chaos—while protecting information and driving efficiency.”

A Strategic Approach to Regaining Control

WPM Technology partnered with this engineering firm to bring structure and clarity to their collaboration environment. The process began with a full audit and assessment, mapping out the current state and aligning it with a future-ready vision.

The next steps included:

• Clear naming conventions
• Secure, role-based permission structures
• Robust data governance policies
• Focused staff training in Teams best practices

Planning for What is Next, Including AI

The rise of tools like Microsoft Copilot adds new layers of complexity. Without strong governance, Generative AI can amplify existing problems—exposing more data, faster, and potentially to the wrong people.

That is why having expert guidance now is more critical than ever.

The Results

The client saw immediate improvements in clarity, productivity, and confidence. More importantly, the client built a governance foundation that will support secure, scalable collaboration—even as AI technologies evolve.

Why WPM Technology?

WPM Technology, does more than solve problems—we help you prevent them.

“Our expert audits and governance frameworks give your firm the clarity and control needed to confidently adapt to future innovations,” Jacobi says.

Is Your Collaboration Environment Ready for What is Next?

Start the conversation by contacting us.