How to make Microsoft Viva the centre of your digital workplace

Microsoft Viva – the employee experience platform launched by Microsoft in 2021 – has been receiving huge levels of interest from intranet, digital workplace and internal comms teams since its release. As adoption continues to rise, we decided to hold a webinar about placing Microsoft Viva at the centre of your digital workplace to deliver a more seamless digital employee experience.

In the session, which you can watch in full below, Content Formula’s Alex Yeomans, John Scott and Joe Perry explored issues including:

  • What Microsoft Viva does
  • The ins and outs of the Viva apps
  • How to use Viva Connections to integrate with other systems
  • What else you should consider when implementing Viva.

In this post, we’re going to explore some of the key takeaways from what proved to be a highly valuable deep dive into Microsoft Viva.

What is Microsoft Viva?

Microsoft Viva is a collection of apps that are generally viewed through Microsoft Teams, although some features of Viva Connections can be embedded as web parts into SharePoint. The apps focus on four different areas of employee experience:

  • Viva Connections: A gateway to internal communications and company resources
  • Viva Insights: Personalised analytics and related insights for individuals, managers and leaders that support well-being, collaboration, productivity and more
  • Viva Learning: A learning hub that aggregates learning resources from a variety of different systems and sources
  • Viva Topics: A knowledge discovery platform that uses AI to source resources and experts on different topics.

Here, we share some of the insights from the webinar.

1 Most people are in the early stages of their Viva journey

At the beginning of the webinar, the panel emphasised that Microsoft Viva is very new. Unsurprisingly, a quick poll of the participants revealed that most people are at a very early stage of their Viva journey, either experimenting or still investigating how it can be used. Even though Viva has been around for over a year, it is still evolving, and has only evolved to deliver value relatively recently as more integrations have emerged. The team expects this to accelerate as more and more organisations adopt Microsoft Viva this year and in future, and as Microsoft continues to invest in the platform.

2 Viva Learning helps to deliver learning in the flow of work… but it’s not an LMS

All too often, learning content is hidden away in different systems and repositories, such as a Learning Management System (LMS), a SharePoint library or a third-party solution. This means valuable content is often missed, and learning systems are poorly adopted. Viva Learning helps remedy this by delivering a discovery platform for learning content, surfacing resources from multiple places including your LMS, SharePoint and more right into Microsoft Teams, where people often spend their working day.

The solution leverages AI to recommend relevant course content to users based on the Office Graph, and managers can assign learning and colleagues recommend courses while a personalised dashboard facilitates easier access. Learning content also appears in Microsoft Search.

It is worth noting that Viva Learning is not an LMS; there isn’t any core functionality that you might find in a system like LMS365 such as e-learning, certification, employee attestation, learning journeys and sophisticated reporting. Organisations will need to have an LMS like LMS365 and subscriptions with learning providers to get the best out of the app, with Viva Learning principally acting as an aggregator.

3 Viva Topics is supporting knowledge management

Viva Topics is another app which helps to support knowledge management, using AI to bring together wiki-like pages on different topics and surfacing relevant resources, including SharePoint files and lists of recognised experts. For example, Content Formula is working with a house-building firm on implementing Viva Topics, and they have a topic page dedicated to loft installations, with a list of valuable AI-driven resources that can also be curated by a subject matter expert approving the AI suggestions. New relevant topic pages are suggested by AI, but can also be created manually to cover things like clients, projects, services and places.

Viva Topics pages are represented by cards that can be referenced in a Teams discussion and also appear in search.

4 Viva Insights delivers personal analytics and insights while acting like a virtual assistant

Viva Insights provides a personal dashboard of analytics about work habits, shining a light on wellbeing, productivity and collaboration. These are derived from Microsoft Graph and your interactions with Office 365, revealing things such as your overall working hours, time spent in meetings, focus time and more.

Viva Insights also uses AI to monitor your interactions across Teams, Yammer and Outlook and make suggestions about the need to follow up on meetings and emails, for example. This is already delivered in the Viva-branded emails that most of us receive, and is like a “virtual assistant” nudging you to follow up on actions. If you pay for an upgrade, managers can see analytics and insights based on their team’s actions, such as their overall time spent in meetings.

5 Viva Connections brings your intranet into Teams

Microsoft 365 is a complex and broad platform that contains multiple tools and channels. Viva Connections is a connector that consolidates content and information from some of these sources and displays them in Teams, although it can also be surfaced in SharePoint.

One way Viva Connections is commonly used is as a way to effectively view your SharePoint intranet through Teams, meaning users don’t have to leave the Teams environment to see intranet communications and content. In the webinar, we saw an example of how Entain’s intranet is viewed through Viva Connections; in organisations where Teams has high usage, this is a great way to facilitate easier intranet access.

6 The Viva Connections dashboard helps users complete tasks across the digital workplace

One of the most valuable features in the entire Viva platform is the Viva Connections Dashboard. This helps you create a dashboard of personalised cards from other Microsoft tools, non-Microsoft apps and third-party websites to provide information, updates and nudges which help users complete tasks and keep on top of their work. It can be viewed through Microsoft Teams or within a SharePoint page – usually the intranet homepage or equivalent. This can help make Connections and your intranet not just a communications hub, but a comprehensive digital workplace tool too.

In the webinar, there was a demo of the dashboard that showed the kind of information it can display, including:

  • How much annual leave remains
  • The current valuation of a pension
  • Live data from share prices
  • The travel status of buses or trains
  • A map of how to get somewhere
  • A view of upcoming meetings
  • A display of praise received through Yammer.

The dashboard can also provide access to tasks including check-ins for office visits and manager approvals for travel expenses.

Joe explained that each card is personalised, and can be targeted to different groups. One of the great things about the dashboard is that it leverages a low-code, no-code approach, making it easy for administrators to create and preview new cards. They can also utilise out-of-the-box integrations with enterprise systems like Workday and ServiceNow to deliver cards for high-value use cases like requesting time off or raising helpdesk tickets.

7 There are several elements to consider when deploying Microsoft Viva Connections

Finally, the team ran through some of the key factors that digital workplace teams need to consider before deploying Viva Connections:

  • A SharePoint home site and SharePoint global navigation are required to launch Viva Connections
  • Third-party integrations add value, and Microsoft has more coming soon
  • Multi-lingual dashboards have been released – attractive for larger, global organisations
  • If you’re launching Viva Connections, you can now add a custom name and logo in the navigation to align with your intranet branding
  • Viva Connections is free, but the full functionality of the other apps comes at an additional cost.

Want to know more about Microsoft Viva? Get in touch!

We’re working with several clients on Viva-related projects. If you’re considering deploying Microsoft Viva and have any questions, then get in touch!

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