AI Content Management: Getting Ahead of Sprawl in a Copilot World
If you've been a SharePoint admin long enough, you've probably dealt with the fallout of content sprawl before: hundreds of sites, duplicate documents, abandoned libraries, and no clear idea of what’s still relevant.
Now, with Microsoft Copilot and other AI tools empowering users to generate content faster than ever - from Teams chats to Word drafts and SharePoint pages - we are at risk of facing sprawl 2.0.
But this time, we have a chance to get ahead of it.
Let’s unpack the real risks around site and document sprawl, show how AI is changing user behaviour, and look at practical strategies to manage scale, structure, and trust in the age of Copilot.
Why This Matters Now
AI does not just speed up content creation. It reshapes how people collaborate. Conversations turn into plans, plans into drafts, and suddenly there is a flurry of new documents and spaces.
Where once a user might search an existing site or library, they now default to starting fresh. This leads to more content, in more places, faster than ever.
Without clear guidance, this rapid creation pattern results in:
Sites created for each project or conversation
Documents scattered across OneDrive, Teams, and SharePoint
Little attention paid to metadata, classification, or lifecycle
And while AI can generate content quickly, it does not manage it. That part is still on us.
Where Sprawl Is Creeping In
Site Sprawl
New workspaces are created for every idea or thread of collaboration
Sites are inconsistent, with no naming standards, metadata, or clear ownership
Many are rarely used after the initial burst of activity
Document Sprawl
Copilot encourages new drafts instead of reuse
Files are stored in personal OneDrive accounts or buried in Teams chats
Multiple versions of similar documents clutter libraries, often without metadata
How I'm Tackling the Risk of Sprawl
When I first started seeing Copilot-generated content showing up in more places, my first thought was: we’ve been here before. The difference now is that content is growing exponentially faster. So here’s how I’m approaching it - not with lockdowns or heavy governance, but with lightweight structure that still gives people room to work.
Start with Site Creation
I’ve learned the hard way that once people start creating their own sites with no process, it’s very difficult to clean up later. Putting simple controls in place around who can create Teams and M365 Groups means that rather than letting it be a free-for-all, there is a request process where users explain what they’re creating and why.
That gives admins a chance to suggest an existing site they might not know about, or make sure the new site follows naming and metadata standards. It’s a small intervention, but it helps avoid unnecessary duplication and gives better visibility from the start.
Build in Natural Review Points
Expiration and retention policies are often something admins set once and forget - but in a Copilot world, they’re becoming essential. If content can be generated in seconds, then stale content can also build up just as fast.
Applying expiration policies to M365 groups means that unused workspaces don’t linger forever. And I encourage site owners to do a lightweight review every few months. It’s not about policing - it’s about helping teams make sure their sites still serve a purpose and reflect current work.
Rethink Where Documents Live
I’ve noticed that a lot of Copilot content ends up in personal OneDrives or buried in chat threads - especially when people are just experimenting or drafting. That’s fine for quick starts, but long term it creates confusion about where the “real” version lives.
To avoid that, reinforce the use of shared document libraries. Work with teams to set up templates and folders that make saving to the right place easier than saving to the wrong one. And when possible, automate routing so files land in the right spot without relying on memory.
Keep an Eye on the Trends
One thing I’m trying to do more proactively is monitor where content is growing. If I see a spike in document creation in a particular site or team, I take a look. Are they working on something big that might need its own site? Are files piling up with no structure? It's not about micromanaging - it's about catching patterns early so we can adjust the setup if needed.
Using tools like audit logs, usage reports, and Power BI, I can spot those shifts before they become a problem.
Support Smarter Copilot Use
Finally, start to build some light training around how to use Copilot responsibly. Not from a compliance angle, but more from a “make your life easier” perspective. For example, asking users to think before they create: could you reuse something that already exists? Does this file need to be shared or is it just for reference?
Even small prompts like “add a version number if you regenerate this” or “tag the document owner” can make a big difference over time. It’s about setting expectations and building habits that scale.
Bonus: Use the Microsoft 365 Admin Agent in Teams
While Copilot helps users work faster, Microsoft is also providing tools for administrators to stay in control. One of the newest is the Microsoft 365 Admin Agent in Teams. This assistant is designed for IT admins and can help with tasks such as:
Surfacing inactive or underused sites
Checking and managing retention and expiration policies
Investigating group settings, sharing configurations, and compliance
Accessing licensing, service health, and security information directly in Teams
You can install it from the Teams app store by searching for “Microsoft 365 Admin.” It is available to users with the right admin roles and Copilot licenses.
This is a valuable addition for admins who want to be more proactive and data-driven in their content management.
Final Thoughts: AI Productivity Without the Sprawl
Copilot is changing the way people work. It makes content creation easier and faster, but without structure, the result can be disorganised and overwhelming.
As Microsoft 365 and SharePoint admins, we are in the best position to guide users through this shift. By putting governance in place now, we can support productivity without letting our environments become unmanageable.
We do not need to slow down innovation. But we do need to ensure that what is created today remains useful, trusted, and easy to manage tomorrow.
How are you managing content sprawl in your organisation? Have you started using the Admin Agent in Teams? Let me know - connect with me on LinkedIn or leave a comment.