An introduction to Workplace Analytics for Office 365

Coming up We take a look at Workplace Analytics that uses the power of Office 365 to provide rich actionable insights into how your organization spends its time as well as the ways that people
network internally and externally and the effectiveness of collaboration
across teams we’ll also share how it works including how you can correlate
Workplace Analytics data with other business information
generate powerful models and best practices to drive positive business outcomes Microsoft Mechanics I’m joined once again by the general manager of Microsoft Workplace Analytics Ryan Fuller Welcome It’s great to be back So I know a lot of people are using MyAnalytics to really get insights as to how they spend their own time to help improve personal productivity we covered that a few months back on Microsoft Mechanics but now you and the team are really delivering insights of the organizational level with something called Workplace Analytics What’s that all about? So it’s about knowledge workers right and it’s about help
helping them do their jobs more effectively that’s tricky right it’s
tricky to understand what makes a knowledge worker more effective it’s
it’s hard unlike in maybe manufacturing where it’s
how many widgets per hour can somebody produce knowledge work is much more
complex it’s hard to understand what makes a legal team better than a
different legal team or how does a certain product team always deliver on
time but a different one doesn’t right and so we think about that as a data
problem like lots of people have a lot of hypotheses about what might be good
or bad but very few very little data exists to solve this problem Office 365
provides us data to do that right when you think about all the meetings and
emails and documents and chats and all that stuff that sits inside the Office
365 cloud it really is the largest data set ever created for how people spend
time at work so Workplace Analytics is a product that harnesses the insights that
can be pulled from that enables our customers to create whole new levels of
engagement and productivity for their employees right now I remember a really
great example that you gave last show where you highlighted all the hidden
costs of really planning for executive meetings and that was really spiraling
out of control just for the prep that goes into one of
those and just the visibility to what’s
actually happening and how much time is spent can radically change how people
operate their business but meeting productivity like just just reducing the
amount of time of meetings is just the tip of the iceberg we have customers
using this in all sorts of different ways which we’ll talk about that drive
both engagement and productivity I can really see how this becomes super
compelling for example if your may be managing a merger and acquisition or
other business initiatives and you really want to see how that progress is
going that’s right people use this for M&A as you described to see our
organizations actually being absorbed into the parent and integrating or not
we use it a lot of times for sales productivity we use it for manager
quality we use it for transformation efforts there’s all kinds of different
ways that this thing gets delivered so your teams then built all the tools to
be able to generate these types of insights but can we see it in action
so of course Workplace Analytics is really easy to use we make it simple to
get started and get value quickly let me let me show you okay so it’s a web-based
application so you can get at it from anywhere within Office 365 start with
the home page here where you get a view into how large of a population you’re
looking at so in this case the demo is again 902 employees we’ve got six months
worth of Office 365 data in here and it’s just giving us a couple little
stats about about it that says that those people spent three hundred and
forty three thousand hours collaborating over that six month period so these
numbers get get fairly large I’ve got a number of different tools that I could
go into but where I like to start is some of these visualizations that we
have at the bottom or we’ve got a handful of categories that help you kind
of get your arms around the data and get get some quick insight into what you’re
looking at so I’ll start with week in a life okay so a week in life is just that
it allows you to pick any group of people any team any function geography
etc and understand what a typical week in their life looks like so this team
has an average of twenty five point six hours per week between meetings and
email right and I’m twenty three point four of those hours are during their
work days two point two or after hours and I can begin to look at the breakdown
of meetings and email by all those things you can see views of different
organizations within that company that’s right you can see as I scroll down
because I’ve loaded in HR data I can I can have some good context as to
how does the HR function compare to the marketing function or the sales function
etc and I’ve got all kinds of different views if I were to scroll down of
looking at After Hours or total collaboration or internal versus
external etc now let’s have a trendline over to the right side of each of these
metrics I can look at the trend or I can look at distributions sometimes the
overall average doesn’t tell the whole story because some people are really
burning really hot and some people are not and you can you can get a sense of
what that distribution looks like so lots of different things you could look
at here instead why don’t we take a look at one of this the next categories maybe
I look at this and I say well gosh 16.2 hours in meetings per week that feels
like a lot let’s look a little bit deeper at meetings so we have this other
view called meetings overview and this helps to get a sense of meeting quality
so first thing out of the gates we have these few different meeting quality
indicators so multitasking that’s a big one how many how often are people just
sending lots of the emails during meetings that they’re in they’re doing
that it’s a sign of a low quality need conflicting hours this is what we mean
by that is how often are people double triple booked during the same time
periods and that’s hard because you don’t know if you can expect people to
actually attend what the nine million represent yes so the nine million is an
aggregation of looking at all these different quality indicators how much
time and time is money is spent in what looks to be low quality meetings and so
nine million dollars in people’s time is going to meetings that appear to be low
quality right this can be a good call to action for people to get an idea of just
how big the opportunity might be to dig into this stuff so that’s a lots of
different stuff we could look at for meetings another good category to start
with is management and coaching so this gives you a lot of insight into how
managers spend their time with their teams so let’s graph at the top is how
many hours do people actually get with their direct manager present right and
you can then you can begin to look at how much time our manager is spending in
one-on-ones with people and how does that vary by function like a lot of
companies will will have a rule that managers should be spending at least a
half hour every two weeks in one-on-ones near this you can kind of see if that’s
happening or not right I can be a positive or negative thing depend on the
company that’s absolutely right I mean you can get indications of
micromanagement or you can get indications of awesome mentor
ship and training right right networks in collaboration is another piece here
when we talk about networks we talk about them in context of how many people
are you actively interacting with on a regular basis across the company we have
found time and again that top performers or people who have the best business
outcomes have much larger and broader networks across their companies and so
that’s highly correlated with with things like sales positive sales
outcomes or positive performance ratings the opposite is also true as networks
shrink to make it smaller and smaller it’s a hot it’s a good predictor of
attrition and you can totally tell because maybe your manager can unblock
things for you help you out can’t because their networks too small
absolutely these are things that really can contribute to the overall work
health of an employee at well said right and we talked about all that power of
the data inside the Office 365 graph this is the kind of thing that’s just
really isn’t measurable in any other way but the way the knowledge workers work
is through networks and is through interacting with other people so this
allows you to measure it can I create custom queries of the data absolutely so
a lot of the time the visuals that we’ve built get you the answer you’re looking
for when they don’t we have the ability to build your own query and it’s
extremely flexible I won’t go into it in depth because you can you can get quite
fancy with it but I can I could do a query around people or meetings or
groups of people I’ve got a number of different templates here so maybe I
maybe I want to open up my meetings our meeting hours by attendee template which
has a few metrics already calibrated for me like meeting hours with at least two
attendees or meeting hours with people in level three and an LP member or
different things like that so I can I can calculate these things in very
granular ways and then if I want to I can add filters to them so maybe I only
care about looking at people and marketing etc and I can run the query
and then come back and see all of the different queries that I’ve run which
are available for me to to download put in power bi put in some kind of data
science package and basically do further analysis down that’s going out put a
table of data effectively that you can visualize with some other tools and I
can imagine there’s a lot of value in terms of combining Workplace Analytics
with maybe some information that you collect externally maybe in CRM systems
or in HR systems performance ratings engagement scores those types of things
right that’s absolutely right I mean what you
saw in their HR data is always part of it just so you can slice and dice and
group and categorize people but it really comes to life when you put in
outcomes data so I could take you through a real-world example to bring
this to life a little bit more so we worked with one fortune 100 retailer
that was working with us and they had a big problem of low engagement scores
high attrition and they just people were complaining all the time about being
burnt out in too many meetings too many Gmail’s etc so they used workplace
analytics and they saw a lot of evidence that people were constantly
double-booked people were constantly multitasking people were doing too much
after-hours work but nobody quite believed that those were the right
problems to focus on right the management team said yeah sure but I
need to be double booked because I need to know what else is happening in any
given time slot and then I just decide at the moment which is the most
important thing for me to do which may be one of your directs might not know if
you’re going to turn off it’s exactly right meeting yeah so people were really
frustrated because I didn’t know if the manager would show up and they had to
schedule it three times to get a decision right so what we did is we took
all those Workplace Analytics metrics and merge it with the employee
engagement survey that they had already run and what came out of it was that the
behaviors that we had identified as problematic like the double-booking and
other things really strongly correlated with disengaged employees so now all of
a sudden there was evidence in context that those set of behaviors were causing
this kind of negative 5 and negative engagement with employees and so they
put together a change program they trained people to actually use my
analytics to help people keep score and after a few months of working to change
those behaviors they had some really impressive results so it’s really great
in terms of being able to take two different data sources and pull them
together really prove something out it sounds like a really powerful tool in
those types of circumstances but what’s under the hood well how does all this
actually work sure yet so we start with exchange calendar and email metadata
coming out of Office 365 we find that email and calendar alone typically
provide around 20 hours of time per week for each knowledge worker that gets
that’s even more for managers and more collaborative functions and we map that
with organizational data coming from many HR systems so things like roles and
hierarchies geographies etc and allows us to aggregate at all those
different levels and once that data is in context we create all this very large
library of behavioral metrics that describe a wide range of behaviors
related to productivity engagement networks time use etc the data very
frequently gets combined with other business data so think think stuff
coming from Dynamics CRM or workday for HR data can also pull in a lot of
outcomes data so maybe quota attainment in a sales organization so you can see
what your top performing salespeople do differently with customers all kinds of
different things that you can enrich it with and what’s cool is it’s not all
just looking at it and deciding how to interpret it you can do some real data
science here so you can you can really build those models that are highly
predictive of outcomes that you’re trying to drive as you said it’s such a
big data set I know a lot of people watching are wondering what this means
though from a privacy perspective seeing that it’s looking at data they in
exchange my calendar etc absolutely and that’s super important first thing on
that this is all customer data right this is your data you have full control
over how it gets used and deployed and what visibility it has across the
organization also you should know that Workplace Analytics only looks at header
level metadata so it’s not it doesn’t touch content of emails or attachments
or any of that that stuff that’s often considered a lot more sensitive and of
course we default to the identified data that’s aggregated so kind of like an
employee engagement survey you typically can only see result sets that include at
least five people in them etc so you’re never you’re not looking at personal
identifiable levels of course that’s all entirely up to each customer how they
want to configure that but we have a lot of different toggles that are built to
cater to a number of different privacy scenarios you can also choose which
population of employees are part of whatever analysis you’re doing so if you
wanted to exclude you know the legal team or the M&A team or parts of
different geographies you can do that as well
so we have a lot of IT professionals that watch Microsoft Mechanics what I
need to do actually light this up if I was running the IT for my organization
so from a tech perspective it’s pretty easy
you know we work with you to help identify the scope of employees the
right privacy settings etc then we have a dedicated team that helps with
onboarding and Training analysts on how to use this then the admin will assign
licenses to whichever analysts will have access to it typically is a small number
of analysts especially to start mechanically very sensitive data but
once we do that you know the data usually right out of the gates you can
get at least six months of historical data so you can you can start to get to
real insight very quickly so it’s really compelling in terms of the progress and
how we’re actually leveraging behavioural insights for for the
workplace but what else are you and the team focus on what’s what’s coming next
sure yeah I mean so we started with email and calendar as I said and that
gives a very robust signal but of course we’re very excited to add more signals
from across Office 365 so Skype and Yammer and onedrive SharePoint all these
different signals that’ll make it even richer we’ll also be doing new use cases
so it’s not just analysts that can do whatever we’ll have it very targeted
solutions around things like sales productivity or collaboration overload
etc and then deeper analytics capabilities making this thing smarter
with natural language processing machine learning all kinds of network analytics
etc so where can people go to learn more about how to start using this well you
can request more info about website analytics at the link below or by
contacting your Microsoft representative so thanks for a great overview and
thanks trance again Ryan and of course keep watching Microsoft Mechanics the
latest tech updates across Microsoft good bye for now you

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