MALAVIKA REWARI: Today, we're going to take a first look
at new Wellbeing experiences coming in Microsoft Teams
as well as personal productivity insights,
right in the flow of your work within Outlook.
I'm Malavika.
I'm joined by my colleague Sumati.
We're excited to show you how Insights in Microsoft 365
help us connect, recharge, and grow.
The rise in remote work and hybrid work
during the ongoing pandemic
is pushing people and organizations to work in new ways.
Introducing new challenges,
as well as opportunities for a new normal.
Trends behind how our customers use our tools
and findings from research projects across Microsoft
show four clear challenges.
First, after-hours work is on the rise.
Second, boundaries between work and home
are being eliminated.
Third, the rise of virtual collaboration and video meetings
has lead to a rise in stress levels.
And fourth, people feel less connected to their colleagues
when working remotely.
To help us address some of these challenges
so we can thrive and build resilience,
today we are unveiling
new Wellbeing and Productivity experiences,
being built by the MyAnalytics
and Workplace Analytics teams.
Individuals, managers, and business leaders
will get Insights personalized to their role
and recommended actions to make changing habits easier.
These experiences are designed to put the power of change
in the hands of everyone in the organization.
During a time when employee well-being
has never been more important.
In this session,
we'll take a closer look at insights for individuals
that help you take action in the flow of your work in Teams
and Outlook, to be more effective every day.
As well as insights that help you understand
how you work over time
so you can improve your work patterns.
All of these are based on data you already have access to
and are personal and private to you.
So let's dig into what's available in Teams
and what's coming.
With the rise in remote work,
many of us are missing the structure of commutes offered
to help us prepare for and then wind down from the day.
Inspired by this,
we're introducing a new virtual commute experience in Teams
to help you have a productive start in the morning
and mindfully disconnect in the evening.
Let me show you how I plan to leverage this.
As a working parent, it's important for me
to carve out quality time
and give my full attention to my one-year-old every evening.
However, when I'm heads down having a hectic day at work
in back-to-back meetings
trying to stay caught up with all the emails,
jots, stuff piling up, it can be easy to lose track of time.
Once I've set up my virtual commute,
this helpful reminder will pop up
near the end of my work day.
It'll guide me through a series of activities
that I've preselected to help me close out my day.
First, this task-management experience
will help me at add pending tasks
to my to do list for tomorrow.
Freeing up valuable mental space.
I can also look back and celebrate
all I got done in the day.
Next, this reflection experience will prompt me
to reflect on how the day went
as well as help me see patterns over time.
I can even pose such a reflection question
to colleagues I work with daily
so we can utilize emotional intelligence
to improve the effectiveness of our day-to-day interactions.
And here is the best part:
This seamlessly integrates with meditation apps
such as Headspace
so I can easily tap into guided meditation sessions,
and be fully present by the time I'm home.
I can use this type of integration
at any time during the day
to make the most of mental breaks.
The virtual commute task-management
reflection and meditation experiences I just showcased
were examples of personal well-being insights
coming to Microsoft Teams in the first half of 2021.
To provide much-needed structure
for the remote work day.
To help carve out time for cognitive breathers,
and reduce burn out.
Even sooner than that, starting in October 2020,
you will see personal productivity insight
come into Teams in first release
to help you strengthen relationships
and protect time for focused work.
With so many of us working remotely,
we're missing out the opportunity
to catch up with colleagues over lunches
and hallway conversations.
With so many communications going virtual
distributed across emails, chats, shared files,
it can be hard to keep track of important tasks
and things that require a follow-up.
This Stay Connected experience coming soon
will intelligently surface prior communications
that might require a follow-up, all in one place,
and make it seem less to schedule time
to catch up with key people.
And this Protect Time experience
will make it seamless to carve out time
for focused, uninterrupted work--for example,
to catch up on emails--with just a few clicks.
Personal productivity insights such as these
are also available right within Outlook.
Let's go over to Sumati to see these in action.
SUMATI AHUJA: Thank you, Malavika.
Really looking forward to receiving those amazing insights
in Microsoft Teams.
As Malavika mentioned, I'm Sumati Ahuja,
and I am a program manager
on the Microsoft 365 Insights team.
For the next part of this presentation,
we will focus on personal insights we offer
in Outlook and MyAnalytics.
First, let's look at the briefing email from Cortana.
And let me begin by sharing
how I leverage the daily briefing email by Cortana.
As a product manager, I'm often pulled
into many different directions during a typical work day,
and it can be a lot to keep track of.
That's where the briefing email comes in for me.
I like to begin my work day
by reading through the insights in the briefing email
as it helps me stay on top of my calendar for the day,
my commitments for the day,
and make time for focus work so that I can be intentional
about what I want to achieve during the day.
With that, let's take a look at the email.
This email is delivered automatically
to my Outlook inbox.
And it's personal and private for each individual.
Only you can see this email and its content.
It provides intelligent, actionable recommendations
to help me focus on what matters the most.
In the first section,
Cortana ells me what meetings I have coming up today.
Then, using the power of AI and the Microsoft Graph,
Cortana surfaces premeets I should review before attending.
These premeet suggestions can be
from files directly attached to the meeting invite,
or they can be intelligently chosen
from conversations related to this meeting.
If I have already reviewed this premeet,
I can mark it as done.
If this document is not relevant to the meeting,
I can click Not Related
and Cortana will use my feedback
to improve these suggestions over time.
Let's mark this one as done.
In addition to suggested predates,
Cortana also nudges me to follow meeting best practices,
such as adding an agenda or a Teams link--
so important, as many of us are working remotely.
With one click, I can add a Teams link to this meeting
without having to leave the briefing email,
which I think is very convenient.
Next, to ensure nothing falls through the cracks,
Cortana reminds me about tasks from my Microsoft To Do app
that I do today or tomorrow.
Cortana also draws my attention to pending requests
or commitments I've made in prior emails
that I may want to follow up on.
If I'd like to engage with these task later,
with a single click, I can add these suggestions
to my Microsoft To Do app
or choose to be reminded again tomorrow.
Once I've done that,
I can click through to view or edit the task
in the Microsoft To Do app.
If I've already completed any of these tasks,
I can always click Done.
Finally, Cortana prompts me to set some time aside today
for uninterrupted focus work,
with Teams notifications silenced during this time.
I can pick any of these suggested time slots,
which I've currently opened on my calendar,
and book those from right here.
And with that, hopefully you feel better prepared
to accomplish more in the day.
In addition to helping you prepare for your day ahead,
we are also enabling scenarios
to support your long-term productivity goals
through the briefing email.
Here is one such scenario.
With this new capability coming soon at the end of 2020,
you can proactively reserve time
for what you want to achieve during the day.
Before your calendar starts filling up
with all the other appointments.
From right here, you can reserve time for activities
such as learning a new skill,
taking regular breaks during your work day to recharge,
having some time on your calendar
to catch up on your emails and chats,
and even making time for focused work regularly.
Next feature, again coming by the end of 2020,
is for people managers.
We want to meet people managers in the flow of their work
wherever they are.
That's why just like Microsoft Teams
managers will have actionable reminders
to schedule regular one-on-ones
and address suggested tasks and important emails
from their direct reports.
Research tells us that people managers
have a disproportionate impact
on their team's productivity and well-being.
And with this insight,
our aim is to help people managers stay connected
and invested in their team's well-being.
With that, let's switch gears
and look at personal insights we offer in Outlook.
While the briefing email helps you start your day on track,
throughout the day,
we also have in line suggestions in Outlook
that considers the context of what you're working on
and provides AI power suggestions
on what you might need in the moment.
So, let's go over a quick demo.
We're all aware that taking time off from work
helps reduce stress and improve overall well-being.
However, research shows that a lack of planning
can reduce the benefits of taking this time off.
That's where this in line suggestion comes in.
In this example, when you're composing an email
to inform your coworkers that you're
going to be away from work,
you might see this in line suggestion at the top,
encouraging you to plan ahead.
Clicking Plan will open this checklist
in the Insights Outlook add-in
to help you complete all your planning task
from a single destination,
hopefully making it easy for you to take full advantage
of your time away from work.
First, let's go ahead and choose
the dates that you will be away from work.
Click Schedule, and this will set up
an out-of-office appointment on your calendar
for the selected dates.
Next, you can compose and save
an out-of-office reply message from right here.
Your automatic replies will be sent
during the start and end dates you just selected.
You can choose to send the same message
to people outside your organization, and just hit Save.
Here, we have suggested coworkers
you collaborate with often
to make it easier for you to recall
who all you need to inform of your upcoming time away.
If I want, I can dismiss any of these suggestions,
or if I've completed a particular task,
I can click Already Done.
Next comes my favorite part of the checklist.
The resolve meeting card
lists all the meetings you have either organized
or accepted during your scheduled time away.
You can resolve all your meetings in one place
with a custom message.
You can either select all
to decline, cancel the meetings in one go,
or click Open to see the contents of each meeting
before you act on them.
In this case, let's select all and confirm.
Finally, to ensure you're not anxious
about not having enough time
to complete everything you need to,
you can schedule focus time to wrap up tasks
before you go.
And to catch up on work after you get back,
the checklist will display available slots
from your calendar.
You just have to choose a slot that works
and just click Done.
With this, you've seamlessly and proactively
booked this time on your calendar.
And that's it: You're all set.
Hopefully, this encourages some of you
to go and plan some time off from work after this session,
I'm counting on it.
As you can see, in addition to the checklist we just saw,
the Insights Outlook add-in has a lot more to offer.
Once again, our goal is to deliver relevant insights
wherever you are in the flow of your work.
You'll notice that just like Teams
and briefing email by Cortana,
people managers have actionable reminders in Outlook
to schedule regular one-on-ones
and stay on top of their commitments to their team members.
You'll also have resources,
such as resources to help you prepare
for your upcoming meetings in the week,
as you see on the screen,
and to address outstanding tasks from your email
and much more.
You should think of the Outlook Insights add-in
as an extension of your Outlook experience
to help you manage your time, maintain work relationships,
and improve your overall well-being.
Really a feed of suggestions accessible to you
at any time during your work day.
We're now down to the last demo of the session,
the MyAnalytics dashboard and Digest email.
On the left, you have your personal MyAnalytics dashboard,
where you can get insights on how you spend your time
over the last four weeks.
We leverage Microsoft Graph's analysis of data
gathered from your work across Microsoft 365 Apps
to bring a summary of your focus, well-being,
network, and collaboration habits.
On the right, you have a screenshot
of your MyAnalytics Digest email.
Once a week, you'll receive an email in your Outlook inbox
that'll have insights on your focus,
well-being, network, and collaboration work habits.
With that, let's go and take a look
at both of these features.
Here is an example of what you might see on your dashboard.
All the metrics and insights on the dashboard
are personal and private to you.
Let's assume this is my personal and MyAnalytics dashboard.
The Focus metric shows that in a typical week
60% of my time is available to focus
on my own independent work,
with 40% spent collaborating with coworkers.
The Network metric highlights
that I have 32 active collaborators.
Active collaborators are internal and external contacts
I've had meaningful connection with in the last four weeks.
By clicking any of these links here,
I can learn how each metric is calculated,
and why it matters
to improve my productivity and well-being.
There are many relevant insights here,
and I encourage everyone to explore this.
In this demo, however, I'd like to double-click
on the Well-being section of the dashboard.
As Malavika mentioned earlier in the session,
with the pandemic and rise in remote work,
after-hours work is on the rise.
In that context,
this Quiet Day metric is indicative
of whether I'm disconnecting from work after hours.
This metric shows that in the past four weeks,
I was effective at protecting 20 days from after-hours work.
Let's click and look at the breakdown.
As I mentioned,
I engaged in work-related activity after hours
for eight days in the past four weeks.
And if I look at this chart here,
most of my time, after hours was spent answering emails.
Here, MyAnalytics informs me that my after-hours work
adds up very quickly.
In this case, I worked outside my working hours
for more than five hours per week.
Which would be a total of over 20 hours for the month.
That's a significant amount of time, in my opinion.
The goal of these work patterns and insights
is to encourage me to disconnect from work after hours.
Once a month, I will be able to view these insights
in the Well-being weekly digest email, as well.
The Well-being email presents how effectively I manage
a healthy work-life balance.
In this calendar view,
I can see that most of my evenings outside working hours
are quiet and not interrupted
by work-related activities, which is great.
Here, I see that I have worked with Nester, Deborah,
and Maria after hours in the last month.
And it's important to note
that after-hours work tends to impact my own
and my coworkers' well-being.
To close, here's a quick look into the features
we've shipped so far this year.
And what's coming in the next few months,
many of which Malavika and I demoed in the session today.
There's a lot of information on this slide,
and we will make this presentation available for download,
so you can definitely absorb all this information
at your convenience.
I hope you're looking forward
to the enhancements coming to the briefing email by Cortana,
our first release of personal insights to Microsoft Teams,
as well as personalized insights for people managers.
And here are some additional resources
if you'd like to learn more.
Visit aka.ms/ProductivityAndWellbeing
for more details on Insights and Teams,
aka.ms/BriefingEmail for Outlook,
and aka.ms/MyAnalyticsAdminGuide for MyAnalytics.
Thank you so much for listening everyone.
Thank you.
MALAVIKA REWARI: Thank you, everyone.
We hope you will try these experiences for yourselves soon.