As 365 Command Partners, I wanted to share with you our best practices. We have broken this down on a Daily, Weekly, Monthly and quarterly basis. I highly recommend creating two service offerings for your client base. One that is per action and one that is unlimited. For the per action offering I would put the limit at 10 then after that you can move your client into the unlimited. This will allow you to have multiple services offerings that can cater to your diverse customer base. It also will allow you to have different price points for your clients budget. We have created multiple marketing documents you can use to help create these offerings for you clients!
Daily: Mailbox Administrators are constantly responding to any addition, change, and removal requests for their Office365 accounts. According to the data that we analyzed from 365Command, the most common daily tasks are:
- Modifying Passwords
- Modifying Folder Permissions
- Mailbox Forwarding
- Creating Single and Shared Mailboxes
Weekly: There are a few activities that top-level Administrators proactively perform on a weekly basis. They consist of the following:
- Review Top Mailbox Growth by Size
- Review Office 365 Audit Logs
- Review Mobile Security- They are checking for new devices that are being added to mailboxes, comparing them from previous weeks, and verifying that the user did indeed add a new device, and not incurring a potential risk of theft or fraud.
- Review Shared Mailbox Growth- Considering that shared mailboxes only have 5GB limit, top Office 365 Administrators keep a watchful eye on their mailbox growth and clean up what they need to ensure that all emails are properly sent and received within that mailbox or implement the appropriate archiving solution, such as Command Archive.
- Review the exact location of their servers and their mailboxes within the Microsoft data centers
Monthly: To ensure best practices, top-level Administrators manage the following on a Monthly basis:
- They run reports and lists of all users last login date. They are checking for people who may no longer be employed with the company, thus eliminating the need for that mailbox and its associated cost from Microsoft. Or if there is limited use, they could move the end user to a less expensive Office 365 SKU, again reducing their overall O365 costs.
- From a security standpoint, they are running reports to see who is forwarding their mailboxes to external mailboxes, such as sending their email to their home email account (Gmail/Yahoo/ Hotmail, etc)
- Review password strength and the passwords that are set to expire on a monthly basis, ensuring their mailboxes are safe and secure.
- Review mailbox permissions, and review who has Send As privileges in their organization. They are confirming with the end user that they allowed these people to have the ability to send email as them.
- Review who has Full Mailbox access privileges. They confirm with the end user that they do want those additional users to have full access to their mail and calendar.
Quarterly: Top-level Office 365 Administrators are utilizing 365 Command for the following:
- Group Clean Up: Review all email groups to ensure they have active members, as well as review which groups have people in them that are no longer employed, or contractors that are no longer involved, which groups aren’t being utilized, etc.
- Review the Edit Permissions list.
- Review Non Password changes in 90 days.
As always keep an eye out for new changes to 365 Command as we are continually reading your feedback and looking for ways to improve 365 Command.