Microsoft

Exploring the Benefits of Microsoft Viva Topics for Knowledge Discovery and Sharing

November 7, 2024

Unlocking the Power of Knowledge Management with Microsoft Viva Topics

In today’s fast-paced business landscape, the ability to quickly access and leverage critical information is paramount to success. As a seasoned IT professional, I’ve witnessed firsthand the challenges organizations face in managing the ever-growing volume of knowledge and data within their digital ecosystems. However, the introduction of Microsoft Viva Topics has revolutionized the way we approach knowledge management, empowering employees to discover and share expertise more effectively than ever before.

Overcoming the Hurdles of Knowledge Silos

Large, global organizations like Microsoft often struggle with the challenge of information being isolated, potentially duplicated, and not universally curated. Prior to the implementation of Viva Topics, less than 1% of the over 353 million search items within Microsoft’s vast content repository were actively classified and organized. This meant that employees were often forced to navigate a complex maze of information, wasting valuable time searching for the knowledge they needed.

“Historically, information content has been difficult to manage at Microsoft, as it is for many organizations our size,” explains a senior product manager at Microsoft Digital. “Content was isolated, potentially duplicated, and not universally curated. In many cases, our employees had to search out their own path to find the content they need.”

Harnessing the Power of AI-Driven Knowledge Discovery

Microsoft recognized the need to address these challenges and empower its employees with better access to critical information. The solution came in the form of Microsoft Viva Topics, a powerful tool that leverages the power of artificial intelligence (AI) to transform content into usable knowledge.

“Microsoft Viva Topics turns content into usable knowledge,” the senior product manager notes. “AI capabilities enable us to survey our organization’s content and automatically identify, process, and organize it into easily accessible knowledge. We can organize knowledge and enable experts across the organization to share and refine knowledge through curated topic pages, automatically generated and updated by AI.”

By tapping into the Microsoft Graph and an established taxonomy service, Viva Topics is able to efficiently identify and categorize knowledge across the organization, making it readily available to employees when they need it most. This not only streamlines the knowledge discovery process but also helps to reduce the duplication of efforts and ensure the accuracy and relevance of the information being shared.

Fostering a Culture of Knowledge Sharing

One of the key advantages of Microsoft Viva Topics is its ability to engage employees as active contributors to the knowledge management process. By empowering employees to become topic curators, Viva Topics fosters a culture of knowledge sharing and collaboration within the organization.

“Engaging knowledge managers and onboarding them to topic curation was essential to a relevant and dynamic knowledge repository in Viva Topics,” the senior product manager explains. “Our topic curators operate primarily in two areas: Either as knowledge managers for authoritative or regulated content, or as collaborative topic contributors for the remainder—and majority—of our knowledge content.”

This crowdsourcing approach not only ensures that the knowledge repository remains up-to-date and relevant but also encourages employees to take ownership of the information they create and share. By recognizing and rewarding top contributors, Microsoft has been able to build a thriving community of topic curators who are passionate about driving the organization’s knowledge management efforts forward.

Integrating Knowledge Discovery into the Workflow

One of the standout features of Microsoft Viva Topics is its seamless integration with the tools and applications that employees use every day. By making knowledge discovery and sharing accessible within the flow of work, Viva Topics ensures that employees can access the information they need without disrupting their productivity.

“Viva Topics makes it easy to discover and use knowledge in context through relevant topic cards in the apps our employees use every day,” the senior product manager notes.

This integration extends across Microsoft 365, including Outlook, Yammer, Bing, and Microsoft Teams, allowing employees to access relevant information and expertise right where they need it. This not only enhances productivity but also fosters a culture of continuous learning and knowledge sharing.

Aligning Knowledge Management with Compliance and Governance

As a large enterprise, Microsoft understands the importance of aligning knowledge management efforts with robust compliance and governance frameworks. With Viva Topics, the organization has been able to strike a balance between crowdsourced knowledge and authoritative content from trusted sources.

“We’re using Viva Topics to help employees get information from both collaborative and authoritative sources,” the senior product manager explains. “We’re managing this convergence of knowledge in ways that ensure we set appropriate standards for how AI content creation and human curation coexist.”

Measuring Success and Driving Continuous Improvement

As a Customer Zero for Microsoft Viva Topics, Microsoft has had the unique opportunity to provide valuable feedback and insights to the product development team, helping to shape the tool’s evolution and ensure it meets the needs of large enterprises.

“We’ve progressed through multiple phases of Viva Topics deployment, expanding discovery endpoints and refining our processes for engaging topic curators,” the senior product manager shares. “We’re also identifying search session results, especially failed searches, to generate new topics where information isn’t already available in Viva Topics.”

By closely monitoring user feedback, satisfaction, and success metrics, Microsoft continues to refine its knowledge management strategies and drive continuous improvement within the organization. This collaborative approach not only benefits Microsoft but also helps to inform the development of Viva Topics for the broader customer base.

Conclusion: Empowering Employees Through Knowledge Sharing

In the fast-paced world of technology, the ability to effectively manage and share knowledge is a critical competitive advantage. By implementing Microsoft Viva Topics, Microsoft has been able to overcome the challenges of knowledge silos, foster a culture of collaboration and continuous learning, and empower its employees to access the information they need, when they need it.

As an IT professional, I’ve seen firsthand the transformative power of Viva Topics in driving organizational efficiency, productivity, and innovation. By seamlessly integrating knowledge discovery into the everyday workflow, Viva Topics has the potential to revolutionize the way enterprises approach knowledge management, ultimately unlocking new opportunities for growth and success.

If you’re an IT leader looking to enhance your organization’s knowledge management capabilities, I highly recommend exploring the features and benefits of Microsoft Viva Topics. With its powerful AI-driven capabilities and focus on user engagement, Viva Topics can help your organization unlock the full potential of its collective expertise and drive sustainable long-term success.

To learn more about Microsoft Viva Topics and how it can benefit your organization, visit https://itfix.org.uk/. Our team of IT experts is always here to provide personalized guidance and support as you navigate the ever-evolving landscape of enterprise technology.

Maximizing the Potential of Microsoft Viva Topics

Integrating Viva Topics into the Workflow

One of the key advantages of Microsoft Viva Topics is its ability to seamlessly integrate knowledge discovery into the everyday workflow of employees. By making relevant information and expertise readily available within the tools and applications they use daily, Viva Topics helps to reduce the time and effort required to find the knowledge needed to complete tasks effectively.

“Viva Topics makes it easy to discover and use knowledge in context through relevant topic cards in the apps our employees use every day,” the senior product manager explains. “This integration extends across Microsoft 365, including Outlook, Yammer, Bing, and Microsoft Teams, allowing employees to access relevant information and expertise right where they need it.”

By eliminating the need for employees to navigate complex information silos or switch between multiple applications, Viva Topics enhances productivity, streamlines decision-making, and fosters a culture of continuous learning and knowledge sharing.

Empowering Employees as Knowledge Curators

Another key aspect of Microsoft Viva Topics is its ability to engage employees as active contributors to the knowledge management process. By empowering employees to become topic curators, Viva Topics taps into the collective expertise of the organization, ensuring that the knowledge repository remains up-to-date, relevant, and reflective of the organization’s evolving needs.

By recognizing and rewarding top contributors, Microsoft has been able to build a thriving community of topic curators who are passionate about driving the organization’s knowledge management efforts forward. This not only ensures the quality and accuracy of the information being shared but also fosters a sense of ownership and investment among employees.

Ensuring Compliance and Governance

By prioritizing the refinement and consolidation of existing knowledge before creating new content, Microsoft has been able to reduce topic duplication and ensure that the information shared within Viva Topics meets the organization’s compliance and privacy requirements. This approach not only enhances the reliability and trustworthiness of the knowledge repository but also helps to mitigate potential risks and liabilities.