How to Stop Microsoft 365 Provisioning Sprawl with Orchestry

Microsoft 365 is a fantastic platform. But when it comes to provisioning Teams, SharePoint Sites, Viva Engage communities and more, it’s like giving everyone the keys to a warehouse and wondering why you can’t find anything six months later.

And yet, this is the reality for most organizations.

Workspace Sprawl: The Hidden Cost of Inconsistent Provisioning

Without a structured provisioning process, Microsoft Teams and SharePoint sites multiply like rabbits. One team creates a “Marketing2024” workspace, another creates “Marketing 2024” and a third person spins up “Marketing Planning - 2024” just to be safe.

What’s the result?

• Users creating 13 sites called Human Resources or “Marks Site”.
• Storage is eaten up by duplicate or abandoned content.
• Security teams lose sleep over unknown access points.
• AI tools are left sifting through irrelevant or outdated content making your shiny new Copilot assistant a little less "intelligent."

It’s not just a governance issue. It’s a productivity killer.

Why DIY Provisioning Rarely Works

We’ve spoken with dozens of IT teams who started with the best intentions. They built workflows with Power Automate or wrote custom provisioning scripts. And then… Microsoft changed something. A new API, a new Teams feature, a new Web Part that was introduce and suddenly, it all broke.

Building your own provisioning solution isn’t just about building it once. You have to:

• Handle constant Microsoft updates
• Offer flexibility to different departments
• Build a front-end that’s actually user-friendly

That’s a full-time job for someone deeply skilled who could be doing something much more valuable.

Born from Provisioning: Orchestry’s Secret Sauce

Orchestry wasn’t built to “add provisioning later.” We were born from it. Years of hands-on experience helping organizations regain control over their Microsoft 365 environments taught us one thing:

Provisioning  isn’t just a feature, it’s the foundation of how we ensure adoption, governance, and security.

With Orchestry, here’s what you get out of the box:

✅ Approval workflows: Control who can create workspaces and when 
✅ Naming conventions: Ensure consistency and avoid duplicates 
✅ Sensitivity labels: Align with your security model from day one 
✅ Full templating: Deploy Teams and SharePoint templates with tabs, files, lists, permissions, and even content embedded within! 
✅ Governance policies: Lifecycle rules, expiration policies, and workspace visibility settings

You get all of this in a beautiful experience that your users will want to use. Not a simple form but a powerful engine that you can customize:

Administrators can easily approve or reject provisioning jobs to ensure long term success:

Get the Best Microsoft 365 Provisioning Experience

If you’re struggling with sprawl or frustrated because your current vendor has given up on making provisioning simple, it doesn’t have to be that way. At Orchestry, we specialize in delivering the best provisioning experience -built to simplify, scale, and actually work for your business. Reach out today or download our Features Sheet and let us help you take control.