How Organizations Can Prepare for Microsoft Viva
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The document outlines how organizations can prepare for Microsoft Viva, emphasizing the importance of effective content organization to enhance productivity, collaboration, and security in modern workplaces. It discusses the various modules of Microsoft Viva, such as Connections, Topics, Learning, and Insights, which aim to improve employee engagement, knowledge sharing, and well-being. Additionally, it provides detailed steps and best practices for implementing these tools effectively, including content audits, training, and information architecture planning.
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How Organizations Can Prepare for Microsoft Viva
- 1. M365Conf.com How Organizations Can Prepare for Microsoft Viva Christian Buckley
- 2. AvePoint.com Lehi, Utah Brand Alliance Director Christian Buckley Email: christian.buckley@avepoint.com Blog: buckleyplanet.com Twitter: @buckleyplanet LinkedIn: /christianbuckley YouTube: /c/CollabTalk Some of my community activities: • Weekly interviews with Microsoft MVPs (#MVPbuzzChat) • Weekly interviews on technology, business productivity, and collaboration culture (#CollabTalk Podcast) • Weekly channel-related videos/blogs (#P2Pnow) • Monthly tweetjams via Twitter (#CollabTalk) • Bi-monthly deep dives into Microsoft technology with MVPs, RDs and experts (#O365hours) • Multiple posts each month with a panel of experts answering community questions (#M365AMA)
- 3. Sydney Microsoft 365 AdoptionUserGroup Photo by @anniesprat
- 4. Sydney Microsoft 365 AdoptionUserGroup Realities of Modern Collaboration Content is growing so quickly, companies are not investing enough time in organizing and categorizing their content Photo by @anniesprat
- 5. Sydney Microsoft 365 AdoptionUserGroup Realities of Modern Collaboration Most companies suffer from poor productivity. One leading cause is that their data (their intellectual property) is spread across various sites and data silos. When data is not optimized, classified, and organized, it cannot be used effectively. When data is not used effectively, it impacts (reduces) discovery, collaboration, and innovation. Photo by @arlington_res
- 6. Sydney Microsoft 365 AdoptionUserGroup Realities of Modern Collaboration Increasing security risks are a reality. You cannot manage what you cannot properly track and measure. It is becoming increasingly difficult for administrators to enforce company policies and procedures, opening up the organization to security and compliance risks.
- 7. Sydney Microsoft 365 AdoptionUserGroup Realities of Modern Collaboration Decreased business value due to collaboration inefficiencies. Data that cannot be found in a timely manner, or found at all, loses its value over time.
- 8. Sydney Microsoft 365 AdoptionUserGroup Realities of Modern Collaboration Burnout is real. While we all like to think we are capable of multi- tasking, data shows that more content and more meetings and the asynchronous and sometimes constant communication has a negative effect on productivity.
- 9. Sydney Microsoft 365 AdoptionUserGroup An evolving perspective on collaboration As collaboration and productivity gain wider adoption, many organizations have begun asking “Are we surfacing the right information at the right time and in the right places?” “Is the way that we work causing employee burnout?” “Are we getting the most out of our technology?”
- 10. Sydney Microsoft 365 AdoptionUserGroup Preparing for the Hybrid Workplace In his May 21st, 2021 LinkedIn article (The hybrid work paradox), Microsoft CEO Satya Nadella talks about the complexities of the hybrid workplace, and how every organization’s approach will need to be different to address the unique and evolving needs of their people. He points to Microsoft research showing that “the vast majority of employees say they want more flexible remote work options, but at the same time also say they want more in-person collaboration, post-pandemic.” He states, “This is the hybrid work paradox.”
- 11. Sydney Microsoft 365 AdoptionUserGroup Preparing for the Hybrid Workplace Satya goes on to talk about how Microsoft is preparing for the hybrid workplace by prioritizing three things: Social capital: how we communicate, connect and collaborate Knowledge capital: how we learn from each other, within and across organizations Human capital: how we approach wellness and work/life balance
- 13. Sydney Microsoft 365 AdoptionUserGroup What is Microsoft Viva? Viva Connections -- Amplify culture and communications Microsoft Viva Connections is your gateway to a modern engagement experience designed to keep everyone engaged and informed. Viva Topics -- Harness knowledge and expertise Microsoft Viva Topics automatically organizes content and expertise across your organization, making it easy for people to find information and put knowledge to work. Viva Learning -- Accelerate skilling and growth Microsoft Viva Learning empowers employees with formal and informal learning when and where it’s needed, making it easier for people to learn while working. Viva Insights -- Balance productivity and wellbeing Microsoft Viva Insights helps people and business thrive with data-driven, privacy- protected insights and recommendations to improve productivity and wellbeing.
- 14. Sydney Microsoft 365 AdoptionUserGroup Viva Connections Connections provides a curated, company-branded user experience that brings together relevant news, conversations, and resources in the apps and devices you use every day.
- 15. Sydney Microsoft 365 AdoptionUserGroup Viva Topics Topics connects people with knowledge and experts to enable faster learning, connections, and innovation by making information easier to find. Using AI, it connects, manages, and protects knowledge and expertise from your organization and delivers them across Microsoft 365.
- 16. Sydney Microsoft 365 AdoptionUserGroup Viva Learning Learning creates a central hub for learning in Microsoft Teams where people can discover, share, assign, and learn from content libraries across their organization to empower teams and individuals to make learning a natural part of their day.
- 17. Sydney Microsoft 365 AdoptionUserGroup Viva Insights Insights improves productivity and wellbeing with data-driven, privacy- protected insights and recommendations. Discover new productivity and wellbeing experiences in Microsoft Teams, and gain insights from MyAnalytics and Workplace Analytics.
- 18. Sydney Microsoft 365 AdoptionUserGroup Ally.io [Announcement] Microsoft acquires Ally.io to improve employee experience by aligning people’s work with team goals and company mission. Ally.io will power a new Microsoft Viva module. No timeline for integration has been announced as of yet.
- 19. Sydney Microsoft 365 AdoptionUserGroup How to Prepare for Microsoft Viva
- 20. Sydney Microsoft 365 AdoptionUserGroup How to Prepare for Microsoft Viva Connections Overview https://docs.microsoft.com/en-us/SharePoint/viva-connections#step-by-step-guide-to-setting-up-viva- connections-desktop Required steps: • Create a home site (communication site) • Consolidate/migrate SharePoint environments • Organize your Information Architecture o Organize your users/roles, and AAD Groups o Train your users on how to properly tags content o Understand the core user experiences • Share the site with your org • Customize the global navigation • Deploy Yammer
- 21. Sydney Microsoft 365 AdoptionUserGroup How to Prepare for Viva Topics Topics Overview https://docs.microsoft.com/en-us/microsoft-365/knowledge/topic-experiences-get-ready Required steps: • Run regular content audits • Get serious about your Information Architecture • Clean up permissions o Admins o Managers o Contributors o Readers • Update your SharePoint pages to modern SharePoint (topic cards will only appear on modern pages)
- 22. Sydney Microsoft 365 AdoptionUserGroup How to Prepare for Viva Topics Microsoft’s Topics setup checklist: When you set up topic experiences, you'll need the following items as you go through the setup wizard: • List of sites to include or exclude if not including all sites for topic discovery • Security group for topic viewers if not allowing all users to view topics • Security group for topic contributors if not allowing all users to create and edit topics • Security group for topic knowledge managers if not allowing all users to manage topics • List of sensitive topics to exclude from topic discovery • A name for your topic center site
- 23. Sydney Microsoft 365 AdoptionUserGroup How to Prepare for Viva Insights Insights Overview https://aka.ms/InsightsTeamsApp Required steps: • Validate users (Insights is currently available for individuals) • For enterprise orgs (over 5000 employees), investigate Workplace Analytics
- 24. Sydney Microsoft 365 AdoptionUserGroup How to Prepare for Viva Learning Learning Overview https://resources.techcommunity.microsoft.com/viva-learning/ Required steps: • Audit existing learning sources • Decide which sources to display in the Learning app o No cost/no subscription choices include Microsoft Learn and Microsoft 365 Training o Ability to configure a SharePoint source o Subscription sources available to your organization at launch include Skillsoft, Coursera, Pluralsight, and edX
- 25. Sydney Microsoft 365 AdoptionUserGroup More tips to prepare for Microsoft Viva For each application, run a discovery workshop to understand key personas and business scenarios Identify pilot users and projects, and measurements for success Plan a flat SharePoint site architecture Design and test global navigation for the browser and Teams Create AAD Groups to take advantage of personalizing content for employees Use SPFx for customizations o Note: Custom SharePoint webparts can show up in a Team’s tab independent of the page Create pages assuming that they will be viewed outside of SharePoint context
- 26. Sydney Microsoft 365 AdoptionUserGroup Successful intranets include the following: • Communication • Content • Actions and activities • Collaboration • Culture • Mobility • Search
- 27. Sydney Microsoft 365 AdoptionUserGroup Planning Best Practices Running a regular content audit is business-critical. • Helps you understand what you have in terms of: What file types you have in your environment What permissions are associated with your files What sensitivity labels have been applied (or are missing) What metadata are part of your files and the value of that metadata Identifying duplication Identifying potential files that are good candidates to be archived • Regularly analyzing your content and ‘cleaning up’ allows you to: Save on storage, licensing, and data management costs Reduce potential exposure to risk and data breaches Reduce the time to backup/restore your data Reduce the time to complete your migration project by excluding duplicate items
- 28. Words of Wisdom from Microsoft Having a solid information architecture is an important prerequisite for realizing a well-maintained and well- performing portal. Designing the optimal structure requires detailed planning. If not done properly, you can adversely affect user adoption or have significant performance issues; the likelihood of both is very possible. Consider the following factors: • Business objectives and the organizational structure. • The kind of content you are dealing with. Is the content collaborative or published content? • Content classification and confidentiality. • Life-cycle of the content, and possible retention/disposition strategies. This also applies to sites as well. • Users of the content, their behaviors, common tasks, and expectations. https://docs.microsoft.com/en-us/sharepoint/dev/solution-guidance/portal-information-architecture
- 29. Words of Wisdom from Microsoft Information architecture is not a one-time process, rather, it a continuous process. While an optimal information architecture may not always be obvious to end-users, a poorly designed and managed information architecture will certainly be remembered if the experience is a bad one. Keep measuring, keep evolving, and keep it relevant and fresh. https://docs.microsoft.com/en-us/sharepoint/dev/solution-guidance/portal-information-architecture
- 30. Sydney Microsoft 365 AdoptionUserGroup Other Planning Best Practices • Conduct a detailed self-assessment • Expand your information architecture • Approach security and compliance more holistically • Conduct scheduled inventory audits on a regular basis • Create a training plan • Develop necessary governance and change management programs and committees
- 31. Sydney Microsoft 365 AdoptionUserGroup Parting thoughts… In The Social Organization by Bradley and McDonald (Gartner), the authors talk about the components of successful collaboration: ▪ Community ▪ Social ▪ Purpose