Microsoft 365 Governance as a Blueprint for AI Readiness

Ragnar365 Nuggets: Microsoft 365 AI-powered Workplace

For Episode 13 of the Guardians of M365 Governance monthly webcast, Joy Apple (@JoyofSharePoint), Ragnar Heil (@ragnarh) and I welcomed our guest, Michal Pisarek (@MichalPisarek), the CEO (and Janitor) of Orchestry Software, to discuss “Governance as a Blueprint for AI Readiness” and how effective governance is essential to harness the full potential of AI technologies. When data sprawl, out-of-date documents, and misaligned permissions persist unchecked, any AI output (such as that from co-pilot) can be compromised or inaccurate. The overarching message is that organizations need to establish clear policies and processes to keep information fresh, secure, and properly categorized, thereby laying the groundwork for successful AI deployment.

We discussed a threefold set of challenges: First, content quality must be addressed: outdated files and redundant versions can degrade AI-driven insights. Second, security deserves special attention: loose or unmonitored permissions may inadvertently expose sensitive data to AI tools, particularly when these systems can “discover” documents through sophisticated queries instead of simple keyword matches. Finally, user ownership and adoption are critical, as the people managing projects, sites, or teams must be informed and empowered to enact changes—whether cleaning out shared links, adjusting permissions, or archiving old materials—without requiring deep technical expertise.

Automation was offered as the key to handling these responsibilities efficiently. By standardizing the creation of new teams, sites, or agents with built-in governance guardrails, companies ensure that vital security and lifecycle steps are not left to chance. Automated reviews and prompts encourage team owners to make necessary adjustments to content and permissions at regular intervals, alleviating the workload on IT and strengthening overall compliance. Combined with thoughtful cost management—particularly for AI licensing—this integrated governance approach becomes the blueprint that allows organizations to embrace advanced AI solutions with confidence and clarity.