Deploying Viva Topics
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The document discusses the deployment of Microsoft Viva Topics, an AI-driven tool aimed at improving knowledge sharing and collaboration within organizations, especially post-remote work transition. It highlights the challenges of disconnection and productivity loss due to difficulties in accessing information and emphasizes the need for effective knowledge management strategies. Key benefits include the automatic organization of content into easily accessible topic pages, empowering employees to find and utilize knowledge efficiently.
Deploying Viva Topics
- 1. Deploying Viva Topics Drew Madelung drew.madelung@protiviti.com
- 3. Drew Madelung Email : drew.madelung@protiviti.com Twitter : @dmadelung Website: drewmadelung.com Associate Director – Cloud Applications
- 4. What is Viva? Why do we want Topics? How do Topics work? How do I successfully deploy Topics? Deploying Viva Topics M365 Conference Winter 2022 Demos on Demos
- 5. People feel disconnected Nearly 60% of people say they feel less connected to their team after shifting to remote work.1 Burnout is a global problem 85% say wellbeing has declined and 56% say job demands have increased.2 People spend about an hour per day searching for or recreating information Using multiple tools drives context switching, drains productivity, and creates frustration.3 CEOs are concerned about talent and skills 79% of CEOs worldwide are concerned that a lack of essential skills in their workforce is a barrier to future growth.4 1 Microsoft Work Trend Index: 2020 Annual Report 2 Jennifer Moss, Beyond Burned Out, Harvard Business Review, February 10, 2021 3 Spiceworks/Ziff Davis survey commissioned by Microsoft, 2021 4 PwC CEO Survey, 2019 Organizations have modern challenges
- 6. Viva
- 8. Finding stuff is hard
- 9. What is your knowledge culture, how do people share and collaborate? What and where does knowledge currently sit in your organization and where are the gaps and overlaps across organizational departments, geographies, applications and repositories? What solutions have you already implemented around knowledge?
- 10. On average, employee productivity is reduced by 11%-14% due to time spent searching for or recreating existing information % Productivity lost searching for / recreating existing information 11% 14% We are very inconsistent on how we share and organize materials. Authors tend to just post materials anywhere. Our company is so large it's sometimes difficult to find the information I'm looking for. It's usually faster to ask someone else than to wade through SharePoint to find the information. Having the commitment to use time and resources to accomplish saving documents and files in a searchable database. Finding the right information quickly; there have been several groups over time that have organized our knowledge systems all a little differently without good integration with what was already there; it reminds me of spaghetti code. Q23. / Q24. On average, how much time do you spend / employee productivity is lost searching for or re-creating information that may already exist within your organization, but you / employees are unable to locate it? (Select only one. Your best guess is fine.) Respondent: Exec + BDM + ITDM (n=450), I-Workers (n300) Information is not systematically stored; it is rather fragment which makes finding the right info quite difficult. I-WORKER ITDM BDM EXEC Productivity losses
- 11. 52% 44% 43% 28% 27% 24% 20% 19% 18% 1 2 3 4 5 6 7 8 9 Top 3 most appealing knowledge sharing tool benefits to i-Workers Q25. Which three benefits are most appealing to you? (Select up to three.) Respondent: I-Workers (n=300) Productivity wants
- 13. Knowledge put to work Viva Topics applies AI to empower people with knowledge and expertise in the apps they use every day by automatically organizing content and expertise across your systems and teams into related topics like projects, products, processes, and customers. With topic pages and the topic center, experts can share knowledge with wiki-like simplicity. Viva Topics
- 14. Enable your organization’s experts to share and refine knowledge through curated topic pages, automatically generated and updated by AI. People spend about an hour a day–or up to seven weeks a year–searching for or recreating information1 Turn content into usable knowledge Use AI to reason over your organization’s content and automatically identify, process, and organize it into easily accessible knowledge. Organize knowledge into topic pages Make knowledge easy to discover and use Deliver relevant topic cards in the apps people use every day. Source: Spiceworks/ZD, Knowledge Sharing in a Changing World, commissioned by Microsoft, February 2021, aka.ms/Viva/Topics/Spiceworks. Viva Topics – Knowledge & Expertise
- 15. Demo Viva Topics end user
- 16. Microsoft Knowledge & Content Services Microsoft Viva Topics SharePoint Syntex Topic card Microsoft 365 Apps Topic page Topic page Topic page Topic center home page Topic center Content centers content processing Metadata and content compliance Knowledge & Content Services Microsoft Graph and AI Microsoft Graph content connectors
- 17. Microsoft Knowledge & Content Services Microsoft Viva Topics SharePoint Syntex Topic card Microsoft 365 Apps Topic page Topic page Topic page Topic center home page Topic center Content centers content processing Metadata and content compliance Knowledge & Content Services Microsoft Graph and AI Microsoft Graph content connectors Curation Where users explore topics and experts manage topics Discovery Where users connect to knowledge (content and experts) about topics Processing Where process owners build models, ingest content and organize process- related content, and users access content as part of business process Identification Automatically discover relationships across content & conversations Tagging Extract information from and about content Governance Manage security and compliance of content Topic | Skill | … Extension Ingest knowledge from external services and data repositories
- 18. Statistical ML models using frequency and recency Template-based discovery of patterns (used for acronyms, alternate names, untyped topics) Representation learning to create embeddings of heterogeneous entities (used to extract phrases and topics) Clustering of related topics; conflation of similar topics or classification algorithms. Disambiguation of topics (used for acronyms, alternate names, projects) Cross-lingual language model pre-training + fine-tuning and universal model for language expansion (used for acronyms, definitions) Graph-based techniques to model relationships and importance (used for connections between people and topics) Alexandria in Microsoft Viva Topics: from big data to big knowledge - Microsoft Research Topics AI Investments
- 19. End user feedback on relevancy and context on topics Encourages contribution Simple yes/no mechanism Controlled number of questions Loops for general feedback and disambiguation Helping the AI with crowdsourcing
- 20. Administration
- 21. Topic discovery Select the SharePoint sites for Topic discovery Topics administration Click get started under Files and content in the M365 admin center Search settings observed ‒ NoIndex ‒ NoCrawl • It may take up to two weeks for all suggested topics to appear • Topic discovery continues as new content or updates to content are made • Number of suggested Topics during discovery will fluctuate • 20k+ files recommended
- 22. Topic visibility Pick Topics to exclude Topics administration Assign licenses It will take an hour+ to show up Pick who can see Topics • Topics in all stages of the topic lifecycle are visible • Suggested topics are labeled Can exclude by sensitivity label Can exclude people from being suggested for Topics by AI (executives)
- 23. Topic permissions Topics administration Pick who can create & edit Topics Pick who can manage Topics
- 24. Topic Center Topics administration • Where Topic pages are hosted and managed • Multilingual • You can’t change the URL after • Topics web part on home page • Move topics between stages • Suggested • Confirmed -> page created • Published • Removed One per tenant
- 25. Everyone (Topic Viewers) Topic Contributor SME Discovers knowledge through Topics Contributes to topics, curating pinned people and resources Knowledge Manager Owns quality of knowledge and network of curators Performs topic management tasks such as create, edit, delete, and reject topics Knowledge Administrator Sets up topic experiences Ensures that security and compliance standards are enforced Understands licensing agreement Topics & knowledge roles
- 27. Deployment
- 28. Get your environment ready • Indexing only SharePoint sites • Prioritize knowledge locations Content • External Graph connector • Migrate content Connect • Topic cards only on modern pages • Use modernization scanner Modernize • Identify broad permissions • Site owners review permissions Secure • Identify SMEs and roles • Use existing taxonomies Topics
- 30. The people Role Responsibility Department Stakeholder(s) Sponsors the rollout of Viva Topics within their business unit (BU) or department BU, department Knowledge Program manager Lead development of organization’s knowledge strategy, deliver on objectives and champion knowledge discovery across organization Senior member of BU or department Communications lead Manage and deliver the communications strategy for Viva Topics Corp comms Knowledge administrator Sets up Viva Topics experience IT Knowledge manager(s) Owns quality of organization knowledge and manages network of contributors BU, department Champions Members of extended team who help their colleagues along the knowledge journey BU, department Topic contributors Contribute to knowledge base of organization by using their subject matter expertise to create, curate, publish and edit topics BU, department Assemble core team Gain stakeholder buy-in
- 31. Pick a rollout approach Rollout approach
- 32. Define scenarios Use a framework to define prioritized scenarios and outline assets needed Example
- 33. Plan for knowledge curation
- 34. Utilize an Early Adopter Program (EAP) for pilot • Test drive and get feedback • Deliver quick wins • Gather success stories • Solve technical issues first • Gather strong knowledge managers • Bring in IT • Get users who are not IT savvy
- 35. Priority topics first • Prioritize topics relevant to selected scenarios • Prioritize topics relevant to key stakeholders and EAP • Prioritize topics that align to existing taxonomies • Prioritize topics based on top query searches • Utilize metrics for topics to improve topic quality quickly • Replace bookmarks and existing KBs with topics
- 36. HR New employee and role onboarding: Provide new employees (and existing employees starting a new role) with the knowledge they need to successfully onboard and accelerate their time to productivity In content learning: Enable employees to learn about topics relevant to their jobs in the flow of their work Merger & acquisitions: Provide employees of acquired company with knowledge to integrate more quickly into acquiring company Employee experience: Enable IT and HR help desk to find answers and experts Operations Asset knowledge base: Provide employees with one place to go to find comprehensive and up-to-date information related to organizational assets Process and procedure knowledge base: Help employees understand organization processes and procedures Sales & Customer service Sales enablement: Improve sales pursuit outcomes and reduce proposal production time by helping salespeople identify SMEs and reuse existing content and knowledge Product and service knowledge base: Help employees learn about company products and services with easy access to product details, announcements, roadmaps, and a place to ask questions Customer knowledge base: Maintain knowledge base about customers and their industry to help employees better serve customers Customer support and expertise: Provide contact agents with knowledge and the ability to find SMEs to improve customer issue resolution outcomes and efficiency Product Knowledge networks: Enable employees with a common interest in a topic to share knowledge, connect, learn, solve and create together. Service delivery: Improve project or engagement efficiency by democratizing access to project IP and expertise Functional scenarios
- 38. Pre launch • Teaser campaign • Raise awareness • Highlight benefits • Get staff buy-in • Gather EAPs Launch • Exec sponsor comm • Educate on roles and expectation • Office hours • Run hackathon Post-Launch • Profile scenarios • Reinforce behaviors • Showcase success • Recognize champions • Run another hackathon Topics Rollout Communications Download Viva Topics comm asset samples at https://aka.ms/TopicsComms and customize for your implementation Utilize assets for a Viva Topics Hackathon at https://aka.ms/Viva/Topics/Hackathon
- 39. Phase Goals Start Determine business scenarios for pilot, success criteria, and timelines. Assign roles; identify, and train knowledge managers. Perform initial topic discovery, and first curation of topics. Pilot Release topics end user experiences to a pilot group. Expand the number of topic contributors with create/edit access. Build operationalized approach to Topic management and governance. Develop the communications required to launch topics at scale Scale Expand the management of topics to business units Expand the group of topic viewers to all licensed users and consider broader crowd-sourcing Develop methods for prioritization of curation activities: quality score and impressions, etc. Planning a Topics rollout
- 40. Questions? Email: drew.madelung@protiviti.com Twitter: @dmadelung Website: drewmadelung.com Slides: http://bit.ly/DrewSlides
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- 43. Deploying Viva T opics M365 Conference Winter 2022