Microsoft 365 Community Microsoft Viva Topics - Spring 2023 update, 2 Mar 2023

Previous Meeting

Next Meeting

⏯

youtube image

►

From YouTube: Building your knowledge sharing culture for Viva Topics - Spring Series 2023

Description

📺 We are diving deep on knowledge sharing culture. How does Topics fit within your organization's structure? What are best practices for encouraging knowledge sharing and finding?

This video is part of our our Spring Series 2023 for Microsoft Viva Topics! This series is for you to learn not only "why" use Viva Topics, but also "how" to champion our features and implement best practices straight from the product team.

📖 All workshop content including hands-on labs can be found here: https://aka.ms/app-camp

✨ Video Presenters
• Naomi Moneypenny - Principal Group Product Manager
• Eric Gradel - Principal Product Manager
• Maeneka Grewal - Product Manager

📃 Agenda
0:00 Introduction
1:20 Building Knowledge Sharing Culture
2:35 Setup for success - Remove barriers
3:11 Recruit group of KMs
3:43 Onboard and motivate your knowledge managers
4:18 Knowledge Management roles
4:36 Tasks that can be accomplished by Knowledge Managers
5:05 Knowledge Managers (KM) are a key actor in the customer adoption journey
5:35 Directing KMs focus to high traffic topics
7:06 Analytics for KMs
7:39 Connect People
7:52 Structure for your organization
8:14 Connect people to topics - Build Trust
8:52 People in loop

📖 Supporting materials
• YouTube playlist for this video series - https://www.youtube.com/playlist?list=PLR9nK3mnD-OW1FrKVCOJiSnXpXDWZ3_0n
• Overview on Microsoft Viva Topics - https://www.microsoft.com/en-us/microsoft-viva/topics
• Adoption resources for Microsoft Viva Topics | Microsoft Learn - https://learn.microsoft.com/en-us/viva/topics/adoption-resources

📝 Learn more
• Microsoft 365 & Power Platform Unified Sample gallery - https://aka.ms/community/samples
• Microsoft 365 & Power Platform Platform Community in YouTube - https://aka.ms/community/videos
• Microsoft 365 & Power Platform Community - http://aka.ms/community/home

Sharing is caring! You are awesome! 🧡

A

Foreign talk to you a little bit about Viva topics today, and this is the third in our series about Viva topics for our spring 2023 Series. So please do check out the other two sessions.

A

If you haven't already, my name is Naomi moneypenney, it's awesome to meet you if I haven't met you before I happen to have the privilege of leading product development for parts of Microsoft Viva and today, in this particular session, we're going to talk about creating your knowledge, sharing culture, something that's really an imperative for organizations going forward, especially in this era of doing more with less.

A

We really want to think about how we can use that cumulative knowledge, the collective brain, if you will of your company and be able to bring it to bear for all of the organization and so for us there's a couple different things that come out of this. So one is like: how do we help you to actually consume knowledge in a new and different way, making sure that it's being delivered to you in the flow of work and there's some certain habits and behaviors that we want to do there?

A

And then there are also ways that we help. You want to contribute your knowledge. Of course, AI can't do everything, so this combination of people and AI coming together is really important and so making sure that we're able to contribute and value those contributions from everybody in the company. So really thinking about it. Broadly in your organization, so I'm going to hand it over to Eric and he's going to tell us a lot about how to build a knowledge sharing culture thanks, Eric.

B

Thanks Miami: let's do a deep dive on some of the personas that are important to building a healthy knowledge Network. So we know that the AI is already assembling documents and resources and organizing those by by topics, but there are people that are working behind the scenes to ensure that the knowledge that gets exposed to users is of high quality and and useful. The first two personas that we're going to talk about are the the knowledge consumer and contributor roles.

B

These are a little more self-explanatory than some of the other roles that we'll we'll Deep dive on, but to Kickstart this flywheel. We want to ensure the knowledge contributors have a way to provide lightweight feedback on the quality of topics and and also edit. Those topics and knowledge. Consumers need need ways to be able to to find and reuse that that knowledge.

B

um So the idea is that uh the the contribution and sourcing of information how the topic is is Grassroots in nature, although there are people that sit on top of these, these knowledge contributor roles that guide the overall quality of the knowledge Network, and so those are some of the personas that we're going to talk about today.

B

So the first Persona that we're going to talk about is the admin the knowledge manager admin has. It is responsible for the setup and initial administration of the knowledge Network, so they can make choices like do the AI suggested topics get exposed to end users, or do we want to more tightly controlling experience such that those you know, potentially low quality topics don't get exposed to users. They also can decide who gets that knowledge, contributor role? Who can edit topics?

B

Is it everyone in my organization or is it or is it only a subset of people within the organization?

B

And then the knowledge manager is um essentially the the next Persona in in the customer. Adoption journey and their responsibility is to look at the entire landscape of topics and decide. You know what are high quality topics that need to be elevated to the organization, in which case you know they should confirm those AI suggested topics and what topics are not valid entities or have low quality information and and should be pruned to ensure the the quality of the the knowledge Network, and so customers have had a lot of success in having their knowledge managers.

B

Kick start. This flywheel of knowledge contribution and sharing uh by having users participate in things like curate-a-thons.

B

um You know, VMware Community posts, help to to get people to to encourage people to to do the initial sharing and and kick start that that knowledge sharing flywheel um and let's, let's double click on the knowledge manager role persona in in more detail. So we talked about the knowledge administrator. uh The knowledge manager is really ultimately responsible for the the quality of of the knowledge, Network and performing triage tasks such as reviewing AI suggested topics and and removing the ones that are not useful.

B

um So they can do this through a special view. That's only available to to that rule, which is called the manage topics view. This is part of the larger topic Center here they can see a comprehensive list of topics within the tenant. They can see what topics are being suggested by the AI and they can search. They have advanced, search and filtering capabilities to be able to zero in on particular topics as needed.

B

So this this shows that customer adoption Journey that we talked about admins first start with the setup and um and setting the initial rules for how topic Discovery happens and who can edit topics. Then the adoption process gets handed off to the knowledge manager, who's evaluating the results that are produced by the AI and um also encouraging contribution of not knowledge contributors.

B

So here's a view of that knowledge manager view like I said this is called the managed topics viewer within topic Center and there are. There- are a few different metadata fields that knowledge managers can use to decide how to attack this list of topics. So, for example, they can sort by Impressions, which is account of how often a topic is being exposed to end users. This helps knowledge.

B

Managers focus on the topics that are are getting highly trafficked by end users to ensure that you know their their efforts um are are being felt by by end users, there's also a concept of a quality score. This is a measure of how confident the system is that a topic is indeed a valid entity within the organization, as well as how complete the metadata is associated with the topic, and so it's useful for a knowledge manager to sort this list by topic. Score and work from top to bottom.

B

Such that they are, are focused on promoting uh topics that have a high high quality score such that they get seen by by more users. So, in this way, a knowledge manager can influence what what types of topics get elevated to the end user, promote the good topics and and prune prune the bad topics or augment the bad topics. With additional information such that they can raise that that quality score.

B

We also have an initial set of analytics that cams can use to see how many topics they're getting suggested by the AI, how how many topics they're getting confirmed via end user actions and how many topics ultimately get published and are um complete and ready for consumption by uh the larger group of knowledge, consumers more analytics to come, but that is was shipped thus far. Excited for for people to be able to try out the the knowledge manager, specific experiences.

C

Okay, people people are the magic sauce in the valley curve of Viva topics and reducing the time to Value. So let's have a look at what people can do within an organization to contribute to topics first up something not a lot of orgs. Currently do is customizing topic, Pages for certain types of topics, and although we don't have standard templates for topic types, yet editors can go into any topic page and customize them to their organization standards by adding things like custom web parts and valuable information. That is specific to the topic.

C

So you can see that here. Moving on, we also have a varied set of experiences on Viva connections and on the topic card that allows users to review and confirm their connections to topics in one click. So this is so valuable gets users to confirm right then, and there and start to build up the quality of those topics.

C

We also have a varied set of experiences um in the topic Center as well. The topic Center acts as your single shop destination, to view all your topic associations and then review and change things on your topics as things change. In your organization, so helps to keep things up to date, helps to keep people on top of those topics.

C

Okay and then here we're showing two things on the right: you can see user feedback, so we have varied sets of targeted questions from simple things to one click, experiences on topic cards and this user feedback is super critical and improving the overall quality of the topic um in our algorithms, so that user feedback is really critical in getting people involved and then also finally, on the left here.

C

We're showing end users can also create topics that should exist in the system from clients like Yammer or Viva, engage, as it's now called to create a knowledge base that is customized and valuable for your organization. So these are things to get people in the loop to get people involved and connected with topics.

B

So that is a little bit about the personas that underlies successful knowledge sharing culture. uh We look forward to people exploring the the knowledge manager, specific uh features and kickstarting the flywheel uh knowledge contribution and sharing.