Improve Productivity with Microsoft Viva Insights

Every minute counts in a workday, and thanks to the game-changing capabilities of Microsoft Viva Insights, you’ll have the information you need to make the most of your hours spent at work. Microsoft Viva Insights is a powerful team member experience platform that provides data-driven, privacy-protected insights to help individuals and organisations improve productivity and overall wellbeing. By analysing data from Microsoft 365 and other sources, it delivers personalised and actionable insights that enable team members and business leaders to make informed decisions. These valuable recommendations help optimise work habits and boost overall performance.

Data-Driven Insights

Viva Insights provides various types of data-driven insights. Personal insights allow individuals to gain a deeper understanding of their work habits and patterns. By tracking focus time, taking regular breaks, and fostering healthier work habits, team members can optimise their productivity levels.

Managers and leaders can leverage Viva Insights to gain valuable data-driven, actionable insights into team collaboration patterns and meeting habits. With access to actionable insights, they can identify areas for improvement, foster a more engaged and productive team, and address any business challenges more effectively. Additionally, administrators have the ability to gather organisation-wide data, providing a holistic view of productivity and team member experiences. By utilising the advanced insights and advanced analysis tools within the platform, business leaders can make informed decisions, enhance organisational resilience, and drive better business outcomes. .

Analysing and Understanding the Data

Analysing and understanding the data collected by Viva Insights provides organisations with rich knowledge into how employees utilise their time, engage in activities, share information, and interact with their teams.

The process of analysing the data begins by tracking individuals’ utilisation. Using the Viva platform provides visibility into how individuals spend their time, whether it is on focused work, meetings, or breaks. This information helps employees identify patterns and make adjustments to their work habits.
Activity tracking is another crucial aspect of data analysis. Viva Insights monitors the activities that team members engage in, such as document collaboration, email communication, or app usage. This data empowers individuals to understand how they allocate their time and make adjustments as needed.
Information sharing methods are also captured by the platform. By analysing this data, organisations can determine how individuals and teams share information. Whether it is through email, chat platforms, or document collaboration tools. This insight enables businesses to streamline communication channels and improve collaboration efficiency.
Team interactions play a vital role in productivity and engagement. Viva Insights provides data on team collaboration patterns, such as the frequency and duration of meetings, as well as the level of participation from team members. Understanding these dynamics helps managers identify opportunities to foster better teamwork or to encourage team members to schedule quiet time in order to drive business success.
Passive data collection is essential in capturing comprehensive insights. Microsoft products and services, such as Exchange Online and Microsoft Teams, passively collect this data, ensuring privacy is protected while providing valuable information.

Analysing and understanding the data collected by Viva Insights allows organisations to gain valuable insights into time utilisation, activity tracking, information sharing, and team interactions. Leveraging this data, businesses can make informed decisions to optimise productivity, enhance collaboration, and drive better business outcomes.

Utilising the Insights to Improve Productivity

When you’ve gathered the data outlined in the points above, you can then make the following adjustments to improve productivity:

Analyse Time Utilisation: Once you have gained visibility into how individuals spend their time, employees can identify patterns and make adjustments to their work habits. For example, if they notice they spend too much time in meetings, they can set boundaries and prioritise focused work to improve productivity.
Evaluate Activity Tracking: By monitoring activities they engage in, such as document collaboration, email communication, and app usage. Your team members will better understand how they allocate their time and make adjustments as needed. It could be that team members notice excessive time spent on non-essential apps, so they can consciously limit their usage to focus on more important tasks.
Streamline Information Sharing Methods: After analysing the data on information sharing methods, organisations can determine the most efficient communication channels to use going forward. Whether it is email, chat platforms, or document collaboration tools, optimising these channels can improve collaboration efficiency and save time.
Enhance Team Interactions: Examining team collaboration patterns, meeting frequency, duration, and member participation. This means that organisation leaders can identify opportunities for fostering better teamwork and driving business success. They can encourage regular breaks and establish guidelines for effective meeting habits to improve productivity and engagement.
Implement Data-Driven Decisions: By analysing the team and individual performance metrics, leaders can identify areas for improvement and implement changes accordingly. For example, they can provide targeted training courses or allocate resources to address specific business challenges.

Privacy-Protected Personal Insights

Users have the right to decide who can view their information, which is why Microsoft provides the highest level of data privacy and security for insights. Robust safety measures have been implemented to safeguard personal insights data. Users have full control over their data, with the ability to opt in or out of sharing their information. Ensuring that individuals have the freedom to decide how their data is used and shared within the platform.

Access to personal insights data is strictly limited to authorised personnel, ensuring that only those with proper authorisation can view and analyse the information. This protects user privacy and prevents unauthorised access. There may be information collected as leader insights or team insights, but those should be outlined clearly so that users understand who will be viewing what and when.

Data storage is done in secure and compliant locations, meeting industry standards and regulations. By complying with General Data Protection Regulation (GDPR) requirements, Viva Insights prioritises data protection and privacy. With a focus on GDPR compliance, Viva Insights ensures that all features and functionalities are designed to adhere to the strict standards set forth by this regulation. This further strengthens the commitment to safeguarding user data and privacy.

Viva Insights provides users with peace of mind. Knowing that their personal insights data is protected and handled with the utmost care. Prioritising data privacy and security, the platform empowers individuals to make informed decisions while maintaining their privacy.

Digest Email Feature of Microsoft Viva Insight

The Digest Email feature of Microsoft Viva Insight provides team members with key highlights about their work. It shows patterns directly in a digest email sent to their Outlook inbox. This feature allows individuals to easily review and analyse their productivity. While also showing collaboration habits without having to navigate to another platform or application.

Through the digest email, individuals can quickly gain deeper insights into their work habits. Such as the amount of time spent in meetings, when/if they schedule focus time, and their collaboration patterns. This information is presented in a concise and easy-to-understand format. Allowing users to identify areas of improvement and make necessary adjustments to their work routines.

By leveraging the Digest Email feature of Microsoft Viva Insights, individuals can stay on top of their work habits. It can help make informed decisions that enhance productivity and work-life balance. This feature empowers team members to take control of their professional development and ultimately contribute to their overall success.

Turning Insights into Actions

At Propelle, we can help you set up Viva Insights and turn that data into actionable insights. Our expert team understands the nuances of this powerful tool and can tailor its implementation to enhance your business performance and create exceptional team member experiences. We’re here to ensure that every data point translates into advanced business intelligence solutions, driving your organisation towards peak performance. Contact us today for your customised action plan!

FAQs About Microsoft Viva Insights

What is Microsoft Viva Insights and how does it work?

Microsoft Viva Insights is an employee experience platform that offers data-driven and privacy-protected insights to help individuals and organisations improve productivity and well-being. It analyses data from Microsoft 365 and other sources to provide personalised recommendations for optimising work habits and enhancing performance, which can present complex challenges within workplaces.

What are the key benefits of using the Microsoft Viva Insights app?

One of the key benefits is the ability to provide leaders with insights about work patterns, collaboration habits, and quiet time, empowering these managers to identify areas for improvement and enhance work-life balance for employees. Additionally, it encourages regular breaks for improved productivity and provides actionable recommendations based on data analysis – such as scheduled breaks, mindfulness exercises, focus mode, and wellbeing experiences. Managers can build a better culture with insight into what works and doesn’t for the organisation as a whole.

How does Viva Insights gather and analyse data?

Viva Insights does a deep dive into data from Exchange Online and Teams to track utilisation, activity tracking, and information sharing methods. All this to provide a comprehensive understanding of work patterns and collaboration habits. These custom insights tools allow for informed decision-making about individual and team productivity.

How does Viva Insights prioritise privacy and security?

Viva Insights places a strong emphasis on privacy and security. Individuals have full control over their data and can choose to opt in or out of sharing their information. Access to personal insights data is restricted to authorised personnel only. Additionally, data is stored in secure and compliant locations, adhering to industry standards and GDPR requirements.

What is the Digest Email feature of Microsoft Viva Insights?

The Digest Email feature of Microsoft Viva Insights provides users with key highlights about their work patterns directly in a digest email sent to their Outlook inbox. It allows individuals to easily review and analyse their productivity and collaboration habits without having to navigate to another platform or application.

Is Microsoft Viva Insights an EXP?

An Employee Experience Platform (EXP) is a comprehensive system designed to enhance employee wellbeing, engagement and productivity. It provides organisations with the comprehensive tools and insights necessary to create a positive work environment and improve overall business performance.

As an EXP, Microsoft Viva Insights offers data-driven and privacy-protected insights that help employees and business leaders make informed decisions for their teams. By analysing collaboration patterns, focus time, and meeting habits, Viva Insights provides valuable insights for managers about unique work patterns.It also enables leaders to help individuals optimise their productivity and strike a balance between productivity and their personal life.