How to Measure Productivity in Microsoft Office 365

Introductions

Tim Cone

Director, National Productivity Practice

Ed Senez

President, Unlimited Viz, Makers of tyGraph

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IntroducingCatapult

Transforming organizations for today’s modern

world

15,000 projects

completed over 25 years

Serving all 50 states, Canada and the Caribbean

Top .01% of Microsoft Partners with 13 Gold & 3 Silver

Competencies

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IntroducingUnlimitedViz

An Adoption Framework for the Modern Workplace

•Deep Analytics for Microsoft 365

•Customers on 5 continents with over 2M users

>Introductions

>Why measure?

>How do we measure?

>What tools can we use to measure? - Demonstrations

• Multiple Options

• Included with your Subscription, Custom Solutions, Partner Tools

>How do we improve?

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• Massive increase in employees working elsewhere

• It’s not the office

• It’s a new skill, identify teams having issues with change

• Continuous improvement

• Make sure you are getting value from your investment

Why Measure?

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Qualitative and Quantitative Measures

• Evaluate where you are before getting started.

• Establish your benchmark and user surveys.

What metrics do we measure?

“Metrics give strategy form…” be

careful not to fall into the “Surrogation”

trap of substituting metrics for

strategy… “Are Metrics Undermining your Business” - Harvard

Business Review, Sept-Oct 2019

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Measurement Framework

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Define your Success Criteria

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Success stories are oftentimes just as valuable as

quantitative measures when demonstrating

success. Throughout your rollout of new services

have your project team members and champions

identify examples demonstrating cross-functional

collaboration and teamwork.

You can do by surveying end-users about the

personal value they have achieved, monitoring

chat/conversations, and using Sentiment Analysis

if available.

Using Yammer and Teams you can easily tag

conversations with topics (such as #M365win) to

follow their progression. When doing an analysis of

the rollout, search for the topic to quickly surface

the conversations demonstrating business value.

Capture Qualitative Successes

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Success Criteria Examples

Success Criteria Areas Method Example

AdoptionUsage of the Cloud Services that you are subscribed to

correlates to user-adoption but it is difficult to determine

causation or how efficiently people are using these tools

Qualitative

• Admin Center - Limited

• M365 User Adoption - Limited

• Custom Dashboards in Power BI

• Partner Tools

Comparison of pre and post roll out usage

showing increased adoption from the baseline.

Specialized tools can show adoption at the team

or even individual level. Determine which teams or

individuals are being successful and find out why.

Cost SavingsIncreased usage can correlate to cost savings if related to

the reduction in the use of other licensed solutions.

Establishing a baseline and defining ROI involves IT and

the business to define the parameters.

Qualitative

• M365 User Adoption - Limited

• Custom Dashboards in Power BI

• Partner Tools

Quantitative Measures

Reductions in time to completion, decreased time

for completion of workflows.

Removal of licensing costs related to other

solutions that are redundant.

ProductivityDefine scenarios like decreased time for the creation of

business-critical documents, faster approvals for new

contracts or throughput for specific contributions.

Qualitative

• M365 User Adoption - Limited

• Custom Dashboards in Power BI

• Partner Tools

Quantitative Measures

Use metrics from SharePoint, Teams and One

Drive to identify when documents are created and

when they are moved to repositories.

Time from Contract request to Contract approval

Amount of time spent searching and failed search

CollaborationHow are your users jointly participating in building

information? Who’s talking to whom? How much?

Qualitative

• M365 User Adoption - Limited

• Custom Dashboards in Power BI

• Partner Tools

Quantitative Measures

Reduce number of meetings, reduction in travel

Use of Stream Recordings for note taking

Common Notes in One Drive

Ease of working with your peers

Employees

Engagement/Cohesion/SentimentHow engaged are your users, how do they feel?

Qualitative

• Custom Dashboards in Power BI

• Partner Tools

Quantitative Measures

Employee Satisfaction Measures

Amount of time spent on specific activities

valuable to your organization

Sentiment Analysis

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Priority Scenarios Example - Success Criteria

Goal Measurement

Business Value Scenario

Type of

Value Business Owners KPI Measure

Data Source (leverage the Adoption

Content Pack for M365) KPI Formula

KPI

Baseline

KPI

Target

Enabling additional customer

engagement through online meetings.

Increase

sales

Alexandre Levesque Number of meetings set

up and conducted

Microsoft Teams Number of meetings online/number of meetings 5% 55%

Increase customer engagement and

employee satisfaction (reduced travel

time)

Reduce

costs

Alexandre Levesque Number of meetings set

up and conducted

Teams and an

employee poll or survey

Number of meetings online/number of meetings

Average stated employee satisfaction

35% 70%

Increase access to information and the

ability to share best practices and learn

from each other

Increase

sales /

Reduce

costs

Pedro Correa Reduce % time and cost

to create customer-

ready content

Yammer and

SharePoint Data

Number of engaged members/total number of

members.

IP Count

45% 80%

A safe and open collaboration approach

for easy sharing of messages and news

between employees

Increase

sales

Maison Saucer Percentage of groups

that are active

Yammer Data Number of engaged members/total number of

members

Number of new posts

Number of new executive posts

0% 65%

Provide a consistent schedule and task

management application for managers,

shift leaders and employees

Reduce

Costs

Maureen Bousquet Schedules in tool StaffHub Data Number of people who have shifts in the tool/total

number of people on shift patterns

25% 90%

Improve timeliness and effectiveness of

meetings enabling faster decision

making

Increase

sales

Alexandre Levesque Number of meetings Teams Data and an

Employee Poll or Survey

% of employees engaged; average effectiveness

stated by employees

10% 85%

Desired Improvements & Outcomes - Vision

• Known Location Six Sigma Controls

• Shared Calendar

• Versioning Controls

• Search for Content and Conversations

• Quick Access to Azure Dev Ops data

• Quick Access to Shared Notes

• Reduced Email Communication

• Entire Team Access to Communication

• Easier Escalation of dependencies and bottlenecks

• Broader Awareness of project changes

• Consistency between projects

• Lower Reliance on IT

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Productivity Score

Microsoft Productivity Score focuses on two areas: the Employee experience and the Technology

experience. Both sets of information provide some visibility into how your organization works, insights

to identify where you can enable improved experiences.

Employee Experience

• Number & % in Email, Chat and Channel

• Last 28 Day Meeting participation

• # & % Collaborating, Author, Reader, Collab

• Use of Applications Across Platforms

• Primary, Academic, Supporting Insights

Technology Experience

• Legacy Technology

• Policy Issues

• 3rd Party Agents

• Network Issues

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• There is more than one way…

• Solutions Available in your Licensed Tenant

• Custom Solutions

• Solutions Available from Partners

Examples/Demos

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Iterate for Improvement – Review, Revise, Reset, Review

http://aka.ms/ProductivityLibrary

Questions