Microsoft Productivity Score Overview

white wooden door with silver door lever

Productivity can be challenging to track, no matter where employees are working. How do you know they’re using their tools as effectively as possible? How can you enable them to adopt best practices?

These are questions that managers often ask themselves. If they’re looking at the wrong things, it can get in the way of empowering their team. For example, you can’t grade productivity simply by “clock in/clock out” times.

In today’s hybrid and mobile offices, the value and work product an employee brings is a better gauge. But you also must look at what may be getting in the way of great employees doing great work.

Technology tools can slow down dedicated workers if they’re not familiar with them. Employees may be doing things the way they always have been, and not realize there is a better way. A faster way.

But productivity can be a tricky area to address. You don’t want to invade a remote employee’s privacy by tracking their every keystroke. Nor would that likely help with positive forward motion.

What’s the answer?

If your company uses Microsoft 365 then you have a tool you can use to find nuggets of productivity gold. This tool is Microsoft Productivity Score.

What Does Microsoft Productivity Score Do?

Microsoft Productivity Score looks at some core areas of your employees’ workflow. It also looks at them in aggregate. Because it’s looking at your team as a whole, you avoid issues with employees feeling personally spied on.

The tool gives you helpful insights that you can share with your staff. These insights help to boost their performance. It also includes hardware-related information. You can use this to see if your company tools are holding people back.

MS Productivity Score looks at the following areas.

People Experiences

This category looks at how people work. Are they using best practices for collaboration or are they doing things the hard way? Do meetings go on forever? Are employees still emailing attachments instead of using shared cloud storage links?

One example of an insight from this category is as follows. Each employee can save an average of 100 minutes per week by collaborating with online files. Productivity Score can show you where your team stands in this metric, and many others.

Saving 100 minutes per week is equal to approximately 86.6 hours per year. That’s over 2 full workweeks!

People experiences
All Productivity Score images are from Microsoft.

The subcategories within people experiences are:

  • Communication
  • Content collaboration
  • Mobility
  • Meetings
  • Teamwork

Technology Experiences

Technology experiences look at the health and performance of your devices. Do you have hardware and software on endpoints that are causing issues? Is it slowing your team down? Are there network connectivity problems? Are apps updated as they should be?

This category will look at the technology that your team works with and let you know of any risk areas. When technology is not functioning well or isn’t secure, it can slow your business down.

You’ll find these three subcategories in the technology experiences area:

  • Endpoint analytics (You need Intune for these)
  • Network connectivity
  • Microsoft 365 apps health

Special Reports

Besides the people and technology experiences, there is more. Microsoft Productivity Score has a special reports area. It provides details on business continuity.

This report can show you how employee collaboration and other activities are changing. It looks at these as your company goes through transitions. Such as when you transition to remote working or back to in-office work. This report tells you how these changes impact your team’s productivity.

Special-reports

How Productivity Score Helps Your Company

Automatic Metrics Tracking

Microsoft Productivity Score tracks your team’s use of Microsoft 365 applications automatically. It then will provide you with helpful information on how staff use their digital tools.

These metrics give you a good picture of whether employees are using best practices. Often, they simply need guidance to learn a more efficient way of doing something.

Insights to Understand the Data

The tool provides you with helpful insights to understand the data. You won’t only get the metrics; you’ll get the context. This allows you to educate yourself. Then you can educate your employees on things that improve workflow and save time.

For example, getting a response quickly to a question saves time. But you may not realize that using @mentions can help achieve that. Productivity Score will tell you how many people use @mentions in team communications. And also, how much this increases the response rate.

Insights to understand the Data

Recommended Actions to Take

The third piece of guidance you gain is what to do about the information. Productivity Score will give you actionable recommendations to improve a metric. This helps you to improve productivity.

The combination of the metric, insight, and recommendation make this a comprehensive tool.

Would You Like to Get Started with Microsoft Productivity Score?

We can help you get your organization started with this great tool. And provide solutions to increase company productivity. Give us a call and let’s chat!


Featured Image Credit

This Article has been Republished with Permission from The Technology Press.

5 Exciting Ways Microsoft 365 Can Enable the Hybrid Office

gray microsoft surface laptop computer on white table

“Hybrid office” is the new buzzword you’ll hear used in business discussions. It’s the mix of having employees both working at the office and working from home. This has become more than a buzzword and is now the reality for many companies.

There was a survey of employees with remote-capable jobs. The survey found that as of February of 2022, 42% of them were working a hybrid schedule. And 39% were working from home full time.

The global pandemic brought on this hybrid office transition. It forced companies to operate with teams that could no longer safely come to the office. During this time, employers and employees experienced the benefits of hybrid work firsthand.

These benefits of remote teams included cost savings for both workers and employers. It also allowed the company to operate with more flexibility. Improved worker morale was another advantage.

One fact surprised many employers that feared remote work would tank productivity. It actually increased in many circumstances.

63% of high-growth companies use a “productivity anywhere” hybrid work approach.

In order for hybrid teams to be productive, they need to stay connected. No matter where they work, the right technology tools should enable them.

One of the leaders in this space has been Microsoft. The company plans to add several exciting updates this year. These will provide more tools for companies to enable their hybrid teams.

Here are some of the ways you can use Microsoft 365 to optimize a productive hybrid office. Note, that some of these features are already out, and others should release later this year.

1. Microsoft Teams & Expanded Features

Microsoft Teams is much more than a team messaging app. The application combines the best features of virtual video meetings and messaging channels. It brings them together into a platform designed to be a secure online work hub.

MS Teams has come a long way in the last five years. And the company continues to add more features to enable hybrid offices. Some of the recent feature updates include:

  • The ability to do webinar registration
  • Presenter modes that provide a more professional virtual presence
  • Increased security through features like smart links and smart attachments
  • A full business VoIP phone system add-on
  • The addition of a “metaverse” component called Mesh for Teams

2. New Meeting Options for RSVP in Outlook

One of the challenges, when everyone isn’t working in the same place, is how to know when to “clock in” and “clock out.” As well as how to let colleagues know whether you are working at home next week or the office.

To help hybrid teams better coordinate, Outlook is getting an update. It will allow users to RSVP to meetings. This can let team members know whether they are attending virtually or in person.

3. Better Framing for More Engaging Meetings

One thing that can distract from the purpose of a meeting is someone’s background at home. Positioning of the camera can also be problematic. One person might have their face taking up 80% of the video screen. Another may only take up 20% because they’re sitting farther away from their PC’s camera.

A new Surface Hub 2S Smart Camera will allow for better face framing. This will affect when people are meeting virtually in Microsoft Teams. Features include adjusting the room view so people’s faces will be clearer. As well as having more consistent sizing.

The video display will also automatically adjust as people join or leave a physical room.

4. Get Better Control of Your Video Using PowerPoint to Present

People often share a screen in a video call and present a PowerPoint presentation. It can be difficult to keep everyone as engaged as when you’re presenting in person.

For example, in person, you can maintain eye contact. People can clearly see your facial expressions as you emphasize various things. That’s not always the case when presenting virtually. The app may push your video feed into a tiny box.

There’s a new upcoming feature for Teams called Cameo. It will allow you to seamlessly integrate PowerPoint with MS teams. You can decide exactly how you want your video feed to appear in relation to your presentation.

Another addition is Recording Studio. This new feature for PowerPoint allows you to record professional-looking on-demand videos. You can do it right inside the app.

Cameo
Cameo in PowerPoint & MS Teams

5. Get Help With Your Presentation Skills

Microsoft has poured a lot of AI capabilities into Microsoft 365 over the last several years. One that will soon help you deliver better virtual presentations is Speaker Coach.

This is a private and personalized coach. It can help you hone your presentation skills. This improves your switch to the differences between presenting online versus in person.

Some of the feedback it can provide include:

  • Use of repetitive language
  • Use of filler words (Ummm)
  • Speaking pace
  • Pausing for input
  • Intonation
  • Speaker overlaps
  • And more

Ask Us About Improving Your Hybrid Office Capabilities with Microsoft 365

Microsoft 365 has a ton of helpful features. But it does help to have an expert guide to help you navigate these capabilities. Contact us today to set up a chat about how Microsoft 365 can help your business grow.


Featured Image Credit

This Article has been Republished with Permission from The Technology Press.

Microsoft Teams Plan Comparison: Free vs M365 Business vs Teams Essentials

iphone screen with icons on screen

The shift to remote work over the last two years has caused companies to realign their digital tools. Now, many meetings default to being via video conference rather than in person, and working from home has become commonplace.

Seventy-seven percent of remote workers say they’re more productive working from home (a big reason is fewer distractions). Plus 85% of surveyed managers expect that having teams with remote workers will be the new normal.

But for remote working to work without employees feeling disconnected and customers feeling you’re hard to reach, you need to use cloud communication tools. One of the most popular, which has skyrocketed in popularity, is Microsoft Teams.

Between April 2020 and April 2021, the Microsoft Teams daily active users count rose from 75 million to 145 million

Teams is an all-in-one communication platform, providing more than just video conferencing or chat. It combines several capabilities into an online work hub for collaboration and communication. 

Some of the key features of MS Teams include:

  • Video and audio calls
  • Webinar registration & attendance reporting
  • Channeled team chat
  • File storage and sharing
  • In-app collaboration in Word, Excel, PPT, and more
  • In-app collaboration in 3rd party applications
  • Tabs that allow teams to link apps and websites inside a channel
  • Status notification and alerts
  • Use on all devices

MS Teams Evolution

Originally, Microsoft Teams was available only through a Microsoft 365 Business subscription. Then, to improve the popularity of Teams and compete with video conferencing platforms like Zoom, Microsoft brought out a free version with fewer features in 2018.

This helped the service increase its user base, however, there was a wide gap between the capabilities of the paid version with a Microsoft 365 subscription and the free version. Such as much less support, fewer features, etc.

Microsoft noted that it was missing a vital audience, the small business. Small business owners had a more difficult time fitting into either the free model, with very limited group meeting timing, or the paid model, which required a full M365 subscription.

So, in December of 2021, it brought out the third plan for MS Teams that it is hoping is “just right” for smaller companies that need the same collaboration and communication tools as everyone else. This plan is called Teams Essentials, and you don’t need to sign up for Microsoft 365 to get it.

Comparison of Teams Essentials vs Teams Free vs Teams with an M365 Business Plan

Next, we’ll go through the differences between these three MS Teams plans so you can identify the one that may make the most sense for your company.

Microsoft Teams Free Version

The free version of MS Teams was really brought out to reach the residential and home user crowd. An audience that had been completely missing from the Teams userbase up to that point.

This plan has the following capabilities:

  • Unlimited group meetings for up to 60 minutes
  • Up to 100 participants per meeting
  • 5GB of cloud storage per user
  • Unlimited chat
  • File sharing, tasks, and polling
  • Data encryption for calls, files, meetings, chats
  • Co-authoring capabilities
  • Ability to add tabs inside group channels

The biggest drawback of using the free version for your business is the 60-minute limit on group video meetings. The 5GB cloud storage also can be limiting for business use of Teams.

Microsoft Teams Essentials

Teams Essentials is $4/user/month and was designed specifically for small businesses that may not want to subscribe to M365, but still need a good cloud collaboration tool to keep their team connected and productive.

This plan has the following capabilities:

  • Everything in the free version, plus:
  • Unlimited group meetings for up to 30 hours
  • Up to 300 participants per meeting
  • 10GB of cloud storage per user
  • Anytime phone and web support

The additional group meeting time (up to 30 hours) is more than enough to fill any type of meeting need, even those that go on all day. Additionally, users get double the cloud storage space, and the phone and web support ensure your staff has help using the app when needed.

Teams with Microsoft 365

The version of Teams with Microsoft 365 is available with any business plan. The lowest cost plan is $6.00/user/month ($2 more than Essentials). However, the Basic package does not come with downloadable Office apps (Word, Excel, etc.), only the web versions.

The next step up would be M365 Business Standard at $12.50/user/month, which is quite a bit more than the price for Teams Essentials. This one does include the downloadable Office apps.

These plans have the following capabilities:

  • Everything in the Essentials version, plus:
  • Office applications (either web or web & downloadable)
  • All the many M365 cloud apps (OneDrive, Forms, SharePoint, OneNote, and many others)
  • 1TB of cloud storage per user
  • Webinar hosting
  • Customer appointment management
  • Premium security features

If you are planning to use Microsoft Office software and other applications, then it makes sense to get Teams along with an M365 subscription. However, if your business already owns the offline version of the Office suite or does not need it, then Teams Essentials offers a lot of capabilities with a lower price tag.

Need Help Getting MS Teams or Other Cloud Tools Set Up?

Today’s hybrid offices and remote teams need robust collaboration tools to compete. Contact us if you need help getting started with MS Teams or another cloud tool. We’ll be happy to facilitate a custom setup to ensure your staff can hit the ground running.


Featured Image Credit

This Article has been Republished with Permission from The Technology Press.

What Are the Most Helpful Features of Windows 11?

person using Windows 11 computer on lap

Windows 11 has been out for a few months now, beginning rollout in October of 2021. It has been largely well-received and seen as stable with very few bugs noted.

One of the reasons that Windows 11 has been welcomed with open arms for both home and business computer upgrades is that it isn’t a dramatic experience difference from Windows 10. This upgrade is mainly focused on helping users do tasks faster and find things more easily.

If you’ve been on the fence about whether or not to upgrade to Windows 11, we’ll go through several of the most helpful features below that might make you want to upgrade sooner rather than later.

And if you have already upgraded your machine to Windows 11 or purchased a new PC with the OS installed, you’ll want to look over these features to make sure you haven’t been missing out on some productivity enhancers.

Snap Layouts

One challenge that tends to be universal across multiple users is the struggle with trying to work in more than one window at a time on your PC screen. You can end up spending time resizing the windows just right, then need to open a window to full size to reach a scroll bar and end up back at square one.

Many users will app-switch, meaning they switch between one app window that is fully open and another that isn’t. This is also time-consuming.

In a study of user productivity, it was found that 56% of app users said that switching between apps makes it difficult to get essential work done and costs them at least 30 minutes per day.

Enter… snap layouts in Windows 11.

This feature is designed to solve this problem by providing the user with several options for window arrangements that snap windows into place. The view is designed so you can reach all scroll bars and menu items in a particular app window.

This is one of the most time-saving features of the new operating system and it’s very intuitive and easy to use.

Texting & Video Calls from Teams on the Desktop

If you’re one of those people that hates typing out texts on a tiny smartphone screen only to have it altered by a rogue auto-correction, then the new Teams integration in Windows 11 is going to be a welcome change.

Teams is now natively integrated on the taskbar, there is no application you need to install. Setup only takes a few minutes and involves you putting in your name and a mobile phone number.

Using the Microsoft Teams icon from the desktop, you can instantly begin connecting to people via SMS or video/audio chat. You can even share a screen during your meetings.

The To Do Widget

One of the new features in Windows 11 that doesn’t look fully finished is the widgets panel. This feed has a few basic applications in it at the moment, and more are expected to come, which will make it even more useful.

You get to this panel through an icon on the taskbar, and the widget feed can be tailored with local weather, traffic, news, and more.

One of the helpful features you can use right now is the To Do widget. It allows you to quickly create a task list and check off those tasks without having to open another application.

The widget can be added in seconds to your panel and can be quite a time-saver because of the easy access right from your desktop.

Streamlined Start/Search Menu

If you’re still using your file explorer to search for documents, you can save a lot of time by using the Start/Search menu instead. Click the Windows icon on the taskbar (which has now been moved to the middle instead of far left) and type your search keyword at the top.

This is a master search that will bring up documents, settings, applications, and even web pages. Searching using the Start Menu is faster than trying to find a file in the Explorer.

The newly streamlined interface also reduces the clutter of the old Windows Start Menu making it easier to get where you need to go.

Task View

Task view is the virtual desktop feature that had been introduced in Windows 10. This remains a very handy feature for separating the different areas of your work to stay focused.

You can use the task view icon on the taskbar to create a different virtual desktop with different open applications and documents. For example, you could keep your email open on one virtual desktop and then use another when you’re in a video call and sharing screen.

Get Help with a Smooth Upgrade to Windows 11

An upgrade of an entire company to a new OS can be time-consuming. Save time and skip any downtime by working with an IT professional to roll out a smooth upgrade and get users trained on the new features.


Featured Image Credit

This Article has been Republished with Permission from The Technology Press.