We answered all your questions about Viva Insights

We decided to pull together all the questions that were raised by our own clients over the past couple of months about Viva Insights. You can use the Table of Contents below to jump directly to your question.

Don’t hesitate to reach out to our team if you have any other questions.

Table of Contents

What is Viva Insights?

Microsoft Viva Insights is a tool within the Microsoft Viva suite and is a collection of features that provides individuals with data-driven insights about productivity, well-being and workplace patterns and habits. It uses AI to analyse data from different Microsoft 365 applications, including Outlook, Microsoft Teams and Calendar to suggest personalised recommendations to improve productivity, time management and mental health.

How does Viva Insights work? – Features

Viva Insights is designed to drive a culture of awareness and self-reflection around work habits and patterns, so users can make informed decisions about their work schedule, collaborate more efficiently and take proactive steps to improve their well-being.

With the power of AI, Viva Insights collects data from different Microsoft 365 applications, including Outlook, Microsoft Teams and Calendar. It tracks for example your meeting durations and their frequency.

This collected data will be analysed to identify periods of uninterrupted work and how to protect them and for example meeting overload and levels of after-hours work.

After it has been analysed, users will receive personalised recommendations and actionable insights through the Outlook add-in, the Viva Insights dashboard and the Microsoft Teams app.

How to set it up? – Configuration.

This is a Microsoft Viva Insights setup checklist that you can use to get started:
https://learn.microsoft.com/en-us/viva/insights/advanced/setup-maint/setup-overview

Here is also a full deployment guide that can help you get started: https://github.com/MicrosoftDocs/viva/blob/public/Viva/insights/personal/setup/deployment-guide.md

If you are looking for an expert Microsoft Viva Consultancy to help you with the rollout, get in touch with us!

Does Viva Insights use AI?

Yes, Viva Insights uses artificial intelligence (AI) in a few different ways: it analyses your activities in different tools like Outlook, Microsoft Teams and Calendar. This data includes email activity, meeting insights and suggested tasks. Based on this data, AI generates personalised recommendations for you as a user on when to fit in focus time for example.

AI will spot unhealthy work patterns that you can address like frequently overrunning meetings, meeting overload, lack of focus time and often working outside of core working hours.

Furthermore, Managers and leadership can get team-level visibility over these partners as well to assess the levels of stress within teams and the risks of burnouts.

Do we really need it?

If your organisation is looking to help people drive personal productivity and achieve a healthier work-life balance, Viva Insights could be the tool that you need.

Here is what our Teamwork & Employee Experience Practice Lead has to say:

“Viva Insights can mean different things to different individuals and organisations. That’s what’s great about it – how personal it is to me, while at the same time helping managers understand (anonymously) how their teams are working. I regularly use it to monitor how much time I’m spending in meetings, and who with. I know who the top people are that I collaborate with, and I reach out to those who I then discover I’ve not spoken to in a while. It’s a great tool for helping with work/life balance and driving better practices for emotional and physical wellbeing in the workplace. Something that, these days, has become so much more important”.

Here are some specific examples of how organisations can use Viva Insights:

  • Help individuals improve productivity by highlighting data on time management.
  • Get personalised suggestions for a healthier work-life balance.
  • Leadership can gain insights into workload distributions and work-patterns.

Is Viva Insights free? – Pricing & Licensing

Insights has features that you can access for free like Personal Insights. However, Manager and Leadership features are paid features. To access those, you need to purchase the Microsoft Viva Workplace Analytics and Employee Feedback Licence for £4.90/user/month or the Microsoft Viva Suite for £9.90/user/month.

Viva Insights Pricing

Does Viva Insights work for shared mailboxes?

No, Viva Insights does not collect data from shared mailboxes, but only personal ones.

Viva Insights VS Viva Engage

Viva Insights and Viva Engage are both tools of the Microsoft Viva suite that contribute to a more positive and productive employee experience, but they serve different purposes.

Insights helps you track and increase productivity and well-being, whilst Engage focusses on building social connections and communication. Viva Engage helps you connect with colleagues, share knowledge, and feel part of something bigger. Find out more about Viva Engage >

Viva Insights VS Viva Goals

Both Viva Insights and Viva Goals track efficiency and success, but essentially, they serve different purposes. Goals is a tool to set and manage goals that can help both staff and leaders to create, track and connect strategic objectives.

Insights is a tool that provides analytics and insights on productivity and well-being, whilst also sharing recommendations.

Viva Insights vs MyAnalytics

Viva Insights was formerly known as MyAnalytics. On 2 September 2021, Microsoft announced the rebranding.
Below you can find the full announcement from Microsoft.

Message summary:
In the coming months, personal productivity and wellbeing insights that are currently available to users via the daily briefing email, MyAnalytics digest email, and Insights Outlook add-in will be updated to reflect the Microsoft Viva brand. Microsoft Viva is a new employee experience platform that empowers people and teams to be their best from anywhere. Powered by Microsoft 365 and experienced in the flow of work through Microsoft Teams and Outlook, Microsoft Viva brings together communications, knowledge, learning, resources, and insights.

This message is associated with Microsoft 365 Roadmap ID: 85559

Where is Viva Insights data stored?

All the Viva Insights data is stored in the user’s Exchange Online mailbox.

Is Viva Insights included in Microsoft 365 E5?

Personal Insights are included in all the Microsoft 365 E3, A3, E5, A5, Office 365, E1, E3, A3, E5, A5, and Microsoft 365 Business Basic, Business Standard and Business Premium plans.

However, Manager Insights are not available with an E5 licence. You will need to have a Viva Suite or Viva Insights licence to use that feature.

Is Viva Insights included in Microsoft 365 E3?

Personal Insights are included in all the Microsoft 365 E3, A3, E5, A5, Office 365, E1, E3, A3, E5, A5, and Microsoft 365 Business Basic, Business Standard and Business Premium plans.

However, Manager Insights are only available with a Viva Suite or Viva Insights licence.

How can I access it?

Insights is accessible through your App launcher or Microsoft Teams.

Is it used to spy on employees? Is it spyware?

No. This tool was designed to optimise meetings, promote work-life balance, and improve collaboration. It shouldn’t but also can’t be used to spy on employees. Only you can access your personalised information unless you decide to share it.

Go to the next question to discover what your manager has access to.

Can my employer/manager see my Viva Insights data?

No. Because of the Viva Insights privacy settings, your employer/manager can’t see any data from individuals. The personal insights that users track are only available to them.

The data your employer/manager can see is only group-based data. Furthermore, if the pool of users in your group data is too small, Insights will not share any data on the matter to protect the privacy of individual users.

On the screenshot below you can see your manager’s view. The same 4 options are presented on the left, but all this data will now be organisation-wide or company-wide. A qualified manager can see all the data of his organisation (his team). To be a qualified manager, you need to have at least 9 users under your span of control. Often these managers can only see data of their team, however business leaders can see collective data from their entire company.

organisational insights in viva insights

Here are a few examples of what your manager/employer can see in Viva Insights:

  • The average amount of meeting hours per person.
  • The average amount of after-hours collaboration hours per person.
  • The average amount of time spent on 1:1 meetings with the manager.
  • The average amount of uninterrupted focus hours per person.
  • The number of employees that could benefit from more focus time (in %).
  • The number of employees that spend most of their time in long meetings (in %).
The number of employees that spend most of their time in long meetings (in %)
  • When was my last 1:1 with Employee X and when is my next 1:1 scheduled?
1:1 meetings

Within Insights, managers can compare data points and set up plans for their team based on the recommendations.

Create a focus plan for your team

How to add Viva Insights to Outlook?

If your organisation allowed Viva to process Microsoft 365 collaboration data to generate personalised recommendations, you will be able to switch on the Outlook add-in.

Step 1: Go to insights.viva.office.com and log in.
Step 2: Click on the three dots in the top right corner.

How to add Viva Insights to Outlook-1

Step 3: Click on ‘Settings’.
Step 4: In the left menu, select ‘Privacy’.
Step 5: Switch the toggles to ‘On’ to enable the relevant service.

Create a focus plan for your team

How to remove Viva Insights from Outlook?

Step 1: Go to insights.viva.office.com and log in to your Microsoft account.
Step 2: Click on the three dots in the top right corner.
Step 3: Click on ‘Settings’.
Step 4: In the left menu, select ‘Privacy’.
Step 5: Untick the relevant toggles.

How to turn off the Microsoft Outlook Viva Daily and Monthly Briefing Emails?

Step 1: Go to insights.viva.office.com and log in.
Step 2: Click on the three dots in the top right corner.
Step 3: Click on ‘Settings’.
Step 4: In the left menu, select ‘Privacy’.
Step 5: Switch off the ‘Viva Digest Email’ toggle.

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Margarita Ausheva
I am a forward thinking, motivated, passionate and driven marketing executive. I always strive to do things smarter and better as I oversee execution of marketing strategies.
Published On: February 16th, 2024 Categories: Teamwork & Employee Experience

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