What does Microsoft want when they send you such an email?

Microsoft is constantly sending out updates to you who use their services. They have their own people who work with how their tools can improve our habits. It is very stylish. The only problem is: We don't use it. What has happened in my email inbox is that Microsoft Viva sends me an email with my "insights" which are deleted. It's the only habit it has helped me with... I haven't checked what they want, what it means or why I'm getting it. I just deleted the email each time. Do you have too?

It turns out that we have missed a lot. Here is just some of what the email covers:

  • How many times and days we have worked outside the set working hours.
  • How much time we have spent in meetings, on mail, chats or calling.
  • How much communication we have throughout the working day and what times it happens.
  • Suggestions for when you should set your focus time. Viva helps you put in up to 4 hours of focus and analyzes when you have free time.
  • It helps you remember your colleagues. Among other things, by suggesting who you can give praise to. This one is especially good for managers.
  • It can help you to land out in between, e.g. to enter "quiet time".
  • It can remind you to "virtually commute", i.e. prepare yourself or get a foot on the ground before the next meeting, work assignment or a new day at work. That way you can prevent such back-to-back meetings.
  • It has its own music that helps you "take a breather". A minute of meditation that is!
  • Viva also asks you how you are. Reflection gives you time for a status check with yourself.

It is therefore very varied what Microsoft wants you to see and feel. Why? On their own pages, they say that Viva Insights will help people achieve balance, build better work habits and find focus wherever and whenever they need it. If we look at most Norwegians, we are neither good at logging off, taking breathers or finding time to focus. So this can be a perfect aid!

Microsoft Viva Insight can be your mini-secretary

When you lose control, your partner complains that you always answer emails in the evening or you feel you never get to sit down with one task, then Microsoft can actually show you if that's true. So if you want to take back control or adjust the way you work, then this is a perfect tool for you.

Which of the functions are suitable for you is up to you, but if you are a company that will employ many millennials and Gen Z. Yes, then this is a perfect tool to introduce them to. More and more people are more concerned with the balance between private and leisure time. Many are also very keen to further develop themselves, and then perhaps it is the focus tasks that need to be prioritised.

Adults who have used digital surfaces since birth benefit greatly from digital tools that help them adjust and improve work habits. Many people are so lazy about how much screen time they get. Tools like this can potentially help reduce the risk of burnout, overwhelm and stress.

How to get Microsoft Viva Insights

From Windows Outlook Desktop: 

  1. Open the Home ribbon in Microsoft Outlook.
  2. Select the Viva Insights icon.

Outlook on the web: 

  1. Open your Outlook in the browser.
  2. Open an email message.
  3. Select the ellipsis (…) at the top right of the email, then select Viva Insights.

It suits everyone

If you are an employee who needs focus time or a manager who needs a reminder to praise your people, then Microsoft Viva is for you. If you are curious about whether you are using your time correctly or whether all the meetings every week have to be there, then Microsoft Viva is also for you. Therefore, we would recommend that you take a look the next time it comes!

We got a lot of exciting things out of it. Among other things, we got rid of some meetings that could have been an email and set aside two hours for a task that had to be done, but which required proper focus. That alone made our week much better and more clear. Hope you decide to do the same!

Have a nice week!