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Microsoft Productivity Score



MICROSOFT PRODUCTIVITY SCORE


INTRODUCTION

 1. Explaining Productivity Score
    
    More than ever, it needs to be easier for you to understand how your
    organization is progressing on its digital transformation, how technology
    supports this, and how you can get more from your Microsoft 365 purchase.
    Today we want to help you understand how you can do this with Microsoft
    Productivity Score.
    
    Available within the Microsoft 365 Admin center, you can find the
    Productivity Score under Reports in the left navigation bar.
    
    On the right panel, you can see your organization’s overall productivity
    score. It is a percentage of the points your organization has earned out of
    a maximum possible 800 points. (Point to "Your organization's score: 58%")
    
    These markers are benchmarks that allow you to compare your score with
    organizations like yours. The benchmarks are anonymous cohorts of Microsoft
    365 customers similar in subscription type, industry, region, or tenure in
    the service. (Point to the grey “peer benchmark” marker)
    
    The score is comprised of two main sub-scores: People Experiences, which has
    five categories, and Technology Experiences, which has three categories.
    Each category earns a max of 100 points. (Point to Score components)
    
    You can learn more about the points you have in each category and how your
    score is calculated. (Click Learn about how your org's score is calculated)
    (Then click the X to close the "How your score is calculated" panel)
    
    You can also see your score history for the last six months, which helps you
    see the impact of your efforts to drive change (Point to Score history)


PEOPLE EXPERIENCES

 1. Intro
    
    Technology is merely a means to an end; it facilitates your organization’s
    progress towards its business goals by enabling your most important asset,
    your employees. Microsoft 365 helps to enable your organization to
    accelerate your digital transformation and quantifies this in a measurable
    score. (Click in the lower right of the simulation to scroll down)
    
    It shows you if the organization is communicating using flexible ways.
    (Hover over Communication)
    
    …if meeting tools are being used effectively to save time (Hover over
    Meetings)
    
    …if content collaboration is happening in the cloud (Hover over Content
    Collaboration)
    
    …or if people are working together in shared workspaces for collective
    success. (Hover over Teamwork)
    
    And lastly, perhaps most relevant in today’s situation, it shows you if
    everyone is working flexibly from any location. (Hover over Mobility)
    
    Each category shows the main metric trend that informs your score and how
    the peer benchmark is trending. You can explore each of these categories for
    more supporting information and then focus on the ones where you see the
    most need. (Point to the graph under Mobility)

 2. Communications
    
    Let’s start with the Communication category. (Click on the Communication
    category card)
    
    People have different communication needs. For a quick response, we might
    choose to send an instant message. For a status update, we may choose to
    email. To reach a broad audience, we may choose to post a community message.
    
    Ultimately, communication styles are as much a functional choice as a
    cultural aspect of your organization.
    
    Microsoft 365 enables you to offer this flexibility to help fit everyone’s
    needs, and therefore the score is computed as a percentage of people
    frequently using multiple products to communicate.
    
    You can drill in to see this primary insight on the top left, which shows
    your aggregate percentage, (Point to "People using more than one mode to
    communicate" graph to highlight the area)
    
    and on the right, you can see the trend view. You might expect this to show
    weekend dips, but the daily value shown here is an aggregate of the number
    of people who use multiple communication forms over the last 28 days. (Point
    to "Number of people using more than one mode to communicate over time"
    graph to highlight the area)
    
    We also provide you with supporting information that helps you gain more
    visibility into how the organization communicate. These additional metrics
    do not directly contribute to your Productivity score but are relevant in
    helping you devise an action plan to drive your digital transformation.
    (Point to "Explore how your org communicates" to highlight the area
    
    For example, within Communication, we show you the breakdown of percent of
    licensed users who use the various communication solutions. (Point to
    "Breakdown of how people…" to highlight the section)
    
    Now, naturally, when you send an email, you want it to generate a response.
    Statistically, we have found that when people use @mentions, it improves
    their ability to get a response back and so here you can see the percentage
    of emails with @mentions that get responses as compared to those that do not
    use @mentions. (Point to "Emails with @mentions" under "Emails receiving
    response")
    
    We also show you the breakdown of people who send 1-on-1 or group chats
    versus messages in Teams channels. (Point to "51% of people use Microsoft
    Teams Channels")
    
    And for those who are posting questions to the Yammer community, we can see
    how many questions are getting answered, and how many are marked as having
    the best answers. (Point to "28% of questions posted in Yammer")
    
    If you want to drive your digital transformation forward, you’ll want to
    start by figuring out which metric to focus on and who to target.
    
    We see that only 20% of people use @mentions. To find content that you can
    use to help augment your organization wide training, you can click view
    related content to see resources, or if you want to see all the resources
    for the communication category you can click on view communication
    resources. (Point out "20% of people under New Email threads..." point out
    “View related content” in that card and then click View communication
    resources to open the resources panel and point out content.)
    
    (Click the Related content panel to scroll down and point out content
    related to @mentions, then click the X to close the panel)
    
    (Click on Productivity Score in the left navigation to return to the
    Productivity Score landing page)

 3. Meetings
    
    Now let us drill into the Meeting category. (Click the Meetings card to open
    the Meetings category page)
    
    The Meetings category helps you improve the quality of meetings in your
    organization. Research shows that when people use meeting tools effectively,
    they can save up to 104 minutes per week. (Hover over 104 minutes per week
    in first paragraph under Meetings)
    
    The meetings score is based on the percentage of meetings that follow best
    practices to be more effective. (Hover over 60% of meetings…)
    
    And the trend lines on the right show the historical view of meetings with
    best practices as compared to all meetings taking place. (Hover over
    Meetings with best practices trend line in chart)
    
    Now let’s review some additional information. (Click in the lower right to
    scroll down, then hover over People use video in 35%... to highlight that
    section)
    
    Here you see how meetings can be more engaging and inclusive by turning on
    video and screen sharing. (Hover over "Meetings with best practices in
    Microsoft Teams")
    
    Next, you can see how much time is spent in meetings each week and whether
    these meetings are using the recommended best practices. (Hover over "30% of
    people spend over…" to highlight that section)
    
    We show the percentage of the meetings scheduled ahead of time or on a more
    ad-hoc basis and the typical length of these meetings. (Hover over "82% of
    instant…" to highlight that section)
    
    Lastly, you can see what percentage of people engage in instant 1:1 calls or
    group calls or use Meet in the Teams channel instead of scheduling one-offs
    or recurring meetings ahead of time. (Hover over 5% of people… to highlight
    that section)
    
    This information helps you to create the right action plan to drive change
    in your organization’s meetings culture. (Click on Productivity Score in the
    left navigation to return to the Productivity Score landing page)

 4. Content Collaboration
    
    Now let’s drill down into Content Ccollaboration (Click Content
    collaboration card to open the Content collaboration category page)
    
    Research shows that when people collaborate on content together in the
    cloud, they each save up to 100 minutes per week. (Hover over 100 minutes
    per week in first paragraph under Content collaboration)
    
    The score is based on how frequently people create content, read content, or
    collaborate with others in the cloud. Here you see the last 28-day
    aggregate. (Hover over graph in top left quadrant)
    
    and on the right, we show you the rolling daily aggregate. (Hover over the
    right graph, then click in the lower right to scroll down.)
    
    Here you view how your organization collaborates. For example, are people
    saving content to the Microsoft cloud? (Hover over 51% of people who use
    Office...)
    
    When they share files with others, do they send a file attachment or send
    cloud links? (Hover over 89% of people share files as an email attachment…)
    
    Do they share internally or externally? (Hover over 10% of people share
    content externally...)
    
    You also want to understand the depth of collaboration by seeing how many
    documents people work on together. (Hover over 92% of people...)
    
    Let’s look at an example where you want to raise awareness about sharing
    content to the cloud. (Hover over “51% of people”)
    
    Using View related content, you’ll find relevant learning content in one
    place. (Highlight and click on “View related content”)
    
    Here you can copy the link to the video that shows the benefit of saving to
    the cloud and then use that link in a future training campaign. (Click on
    "Copy link to video" under Save files to the cloud, then click the Copy
    button and the X to close the Copy link dialog and the X to close the
    Related Content panel)
    
    But sometimes, awareness may not be what is impacting people experiences.
    There may be technical issues that are impacting your transformation.
    (Highlight “9% of devices we test for your org have poor connections to
    OneDrive and SharePoint. )
    
    Insights are provided to give you visibility into technology-related issues
    that may be affecting your organization. Here you can see that 9% of devices
    have poor network connections, hampering the collaboration experience. This
    information can help you have an informed conversation with your network
    team and show them the impact to content collaboration and urge them to
    expedite fixes that can accelerate your transformation.
    (Click on Productivity Score in the left navigation to return to the
    Productivity Score landing page)

 5. Teamwork
    
    Another pillar is teamwork. (Click on the Teamwork card to open the Teamwork
    category page
    
    Research indicates that when people share information and collaborate in
    shared workspaces, they can save up to 4 hours a week. (Highlight first
    paragraph ”4 hours a week” under Teamwork)
    
    Within the Teamwork category, the score is created as a measure of the
    percentage of employees that engage in teamwork within shared workspaces.
    Here on the left, you can see the aggregate value. (Highlight left graph)
    
    And here on the right, you can see the trend of the percentage of employees
    who are engaging in similar activities but not necessarily within the
    context of a shared workspace. (Highlight right graph. When finished, click
    in the lower right of the screen to scroll down)
    
    We provide additional information such as the number of people who work
    within shared workspaces by sending emails to an Microsoft 365 Group
    mailbox, sending messages within a Teams channel, or collaborating on files
    within a SharePoint team site. (Hover over "Breakdown of how people in your
    organization interact...")
    
    You can also see the level of engagement in workspaces broken down by age
    and size of the workspace, so you can decide whether older workspaces can be
    deleted. (Hover over 51% of shared workspaces… to highlight that section)
    
    Next, we show the number of days per week that people engage with their
    teams. (Hover over 10% of shared workspaces... to highlight that section)
    
    If you have shared workspaces that do not have Microsoft Teams associated
    with them, you can encourage owners to try it out and explore the benefits
    of staying well-connected. (Hover over 61% of shared workspaces… to
    highlight that section)
    
    (Click on Productivity Score in the left navigation to return to the
    Productivity Score landing page)

 6. Mobility
    
    Lastly, we will review the Mobility category. (Click on the Mobility card to
    open the Mobility category page)
    
    Microsoft 365 offers flexibility in accessing cloud content from anywhere,
    be it email, messages, or documents. The Mobility score is based on the
    percentage of people using multiple platforms to get to their work done.
    (Show Mobility page and Highlight graphs)
    
    You can see additional information about the platforms employees use to
    access email, messages, and documents stored in the cloud. (Highlight “68%
    of people” , “20% of people”, and Highlight “63%...”)
    
    We’re also giving you insights into the percent of the organization that is
    working remotely versus working onsite. (Highlight “91%...”)
    
    (Click on Productivity Score in the left navigation to return to the
    Productivity Score landing page)
    
    Due to the high demand to see the impact of this shift on business
    continuity, we teamed up with the Workplace Analytics team to offer you a
    special report, which you can access from the home page. (Hover over, then
    click on "Special Report - Business Continuity" to open the report, then
    click Productivity Score in the left navigation to return to the landing
    page.)


TECHNOLOGY EXPERIENCES

 1. Network Connectivity
    
    (Click in the lower right to scroll down to Technology Experiences)
    
    As you saw earlier, network connectivity is important to your content
    collaboration experience. Nobody wants to wait minutes for their document to
    upload or open and that is in part why it is included in the Technology
    Experiences. The Technology Experiences section allows you to gain further
    insights into technology areas that can influence your people experiences.
    
    Network connectivity helps you understand your connectivity to SharePoint,
    Microsoft Exchange, and Teams. The card on the home page helps you see your
    current score and how it has progressed over time. Let's dig into this a bit
    deeper to understand why we are falling below the benchmark in this example.
    (Hover on the "Network Connectivity" card)
    
    On the Microsoft 365 network connectivity page you can see more details on
    your connectivity status to Microsoft 365. (Click on the Network
    Connectivity card to open the category page)
    
    On the right side, the current assessment shows how your points are broken
    down across the three services. (Highlight Current Assessment/Points
    breakdown)
    
    For Exchange, we are looking at latency. (Highlight Exchange)
    
    For SharePoint, we determine your score based on throughput. (Highlight
    SharePoint)
    
    Lastly, for Teams, we look at UDP latency, jitter, and packet loss as these
    are important to having great meetings and call quality. (Highlight Teams)
    
    You can also see your score history over time. (Highlight History)
    
    The Insights tabs shows you all the insights for your locations. (Highlight
    Insights tab)
    
    The locations tab shows all the locations the service has networking
    information on, which is gathered from Windows Location Services, LAN Subnet
    information, or manually submitted test reports. (Highlight Locations tab)
    
    The History tab gives you a way to dive deeper to better analyze your
    historical score data. (Highlight History tab)
    
    Right in the center of the page you’ll see a map that shows all the
    locations and the scores for each. (Highlight map of global network
    performance)
    
    Below that, you can see the list of recommended actions for your locations
    and other areas that require more research. (Highlight recommended actions)
    
    Back in the map, we’ve got some red circles in a couple locations that need
    more investigation. Let’s dive into the Philadelphia location to see what’s
    going on. (Highlight red circles on US map and click right circle for Philly
    )
    
    When looking at the Network plan for Philadelphia we see that the Philly
    office has a low assessment score of 18 (Hover over Location assessment: 18)
    
    It looks like one of the reasons the score is low is because all traffic is
    being backhauled from Philly to Seattle and connecting to a service front
    door near there on the west coast. The map highlights other service front
    doors on the east coast that you could connect to and likely get a better
    experience. Hover over line between Philly and Seattle on map. Hover over
    east coast front door icons on map. Click into lower right to move down the
    page
    
    A set of recommended actions and suggestions specific to the Philly office
    are provided, it also recommends that you look at your SSL inspection and
    proxy server settings (Hover over Has recommended action)
    
    You can also see from the network chart that 77% of all other organizations
    in the same metro area have a higher score, so the performance problems are
    likely specific to the organization rather than solely attributable to the
    network infrastructure. (Hover over graph under Your network performance….
    Then click the Back button to return to Technology experiences)

 2. Microsoft 365 Apps Health
    
    Having great connectivity is only part of the equation. Having healthy apps
    is also important. (Hover on the Microsoft 365 Apps Health card)
    
    The Microsoft 365 Apps Health panel measures whether you have the latest
    Microsoft 365 Apps deployed, and if these apps are in a healthy state. Here
    you can see that 60% of devices are on a recommended update channel. This
    looks ok, but let’s learn more as I think I can do better. (Hover over line
    chart under Microsoft 365 Apps health. Then click Microsoft 365 Apps health
    to open overview page)
    
    At the top you can see the info that is used to score your experience. The
    score is calculated based on how many devices are on the recommended update
    channels and how many are staying up-to-date with the latest releases on the
    channel. (Highlight “60% of your devices are on recommended…”)
    
    On the right, you can see how the number of devices on recommended update
    channels has progressed over time. Devices that are on unsupported versions
    or non-recommended monthly channels don’t contribute to your score as they
    will be missing security patches and the latest features and services.
    (Highlight “number of devices on recommended update channels” in top right,
    then click in the lower right to scroll down)
    
    To get further insights into your app health, you can look in the “Explore
    more about Microsoft 365 Apps health" section. (Highlight “Explore more
    about M365 apps health”)
    
    Here you see how many devices are on a supported version for each channel,
    running the most recently released version of each channel, and how this has
    trended over time. (Highlight the 3 bottom graphs)
    
    Having information on supported versions is critical for just about any
    organization but knowing if people have the latest Microsoft 365 Apps is
    important. Our research shows that by giving them the best features they
    have higher satisfaction with a Net Promoter Score increase of 10 points,
    and they also get the best performance. For example, we have improved
    Outlook boot speed by 45% year-over-year, and there is higher usage of
    collaboration features. (Click on Productivity Score in the left navigation
    to return to the Productivity Score landing page)

 3. Endpoint Analysis
    
    You can have great people experiences and great networking and Microsoft 365
    Apps Health, but if it takes 4 minutes for a PC to boot up, or a problematic
    service continually disrupts your users’ workflow, it will be harder for
    people to achieve their goals. (Hover on Endpoint Analytics card)
    
    Next, we will look at Endpoint Analytics. Endpoint Analytics allows you to
    identify endpoint performance issues that impact your organization. (Click
    on Endpoint Analytics card to open the category page)
    
    Endpoint Analytics is built on top of Microsoft Endpoint Manager (or MEM)
    and supports data collection from both Intune and Configuration
    Manager-managed endpoints.
    
    On the Endpoint Analytics summary page, you can see your score, and the
    baseline you are comparing against. (Hover over Endpoint analytics score)
    The metrics used to make up your score are Startup performance and
    Recommended software. Previously, only Intune Admins or Global
    Administrators could see detailed Endpoint Analytics information. Based on
    your feedback, we have created a new Endpoint analytics page that shares
    Startup Performance with the other roles that already have access to
    Productivity Score.
    
    (Highlight and then click on learn more under Explore insights on your
    endpoints at the bottom of the page)
    
    Startup performance metrics help you understand what employees experience
    when they use endpoints in the organization, including the average device
    startup time, average sign in-time and where bottlenecks in startup
    performance may occur. More detail is available for administrators in
    Endpoint Analytics by going to the Microsoft Endpoint Manager console.
    
    (Click on View More Details in Microsoft Endpoint Manager)
    
    (Highlight areas under Reports in the left navigation)
    
    In the Endpoint Manager admin center, additional information is provided to
    help you address root causes for Startup Performance, Recommended Software,
    and Proactive Remediations, which you can see here on the left side of the
    screen. (Hover over reports). Insights and recommendations are provided on
    the right side.
    
    For startup performance, (Selected by default in the left nav)
    administrators can further drill down into performance by model and device,
    allowing them to see trends and differences across endpoints.
    
    Proactive remediations (Click on Proactive Remediations (left nav)) allows
    you to run Microsoft-supplied and custom PowerShell scripts to detect and
    remediate common productivity issues. This powerful tool enables you to
    detect and fix problems even before users become aware of them.
    
    A library of script packages is provided, allowing you to select groups of
    endpoints against which to schedule detection scripts. When an issue is
    detected across any number of target machines, a remediation script is
    launched to fix it. (Highlight list of scripts)
    
    Common issues such as lack of a network access certificate, problematic
    services, and stale Group Policies can be detected and fixed proactively,
    without a call to the help desk or users suffering through impaired
    performance.
    
    That brings us to Recommended Software, which analyzes Microsoft 365
    software component deployment and currency on Windows PCs. (Click on
    Recommended Software (left nav))
    
    Here you’ll find a software adoption score and benchmark based on the
    existence and version of Windows 10, Cloud Identity (Azure AD), Cloud
    Management (MEM), and Windows Autopilot. (Highlight score breakdown)


CLOSING

Productivity Score gives you insights into your organization's digital
transformation and is made up of two areas. (Click anywhere on the Recommended
Software page to bring up the Productivity Score Summary)

People Experiences shows how your organization is using Microsoft 365 to
transform how work gets done in areas like content collaboration, mobility,
communication, meetings, and teamwork.

Technology Experiences focuses on your endpoints, network connectivity, and
Microsoft 365 Apps health to help you enable great people experiences and
achieve your digital transformation goals.

Both experiences provide actionable insights that stand on their own and have
interplay between each other.

If you want to see what your Productivity Score is, go to
aka.ms/productivityscore. Note that you need to have the reports reader role or
higher to access your score.(Click anywhere on the Productivity Score Summary
slide to continue.)

To learn even more about Productivity Score, check out our definitive guide to
all the resources available at aka.ms/ProdScoreResources.