Welcome to Microsoft Mechanics
Coming up on the show
we will take a look at the new Delve Analytics.
We will review the underlying tech
to provide work analytics in a compliant, private
and, secure way.
And, share some of the ways you can use Delve Analytics
to increase productivity and get time back.
Whether you're an employee seeking to improve impact and effectiveness
or a business leader looking at organizational efficiency.
We will give you a first look at the road map with upcoming milestones.
Microsoft Mechanics
We start our journey with the Office graph last year
when we showed how Delve becomes a personal tool
that allows information to come to you.
At Ignite this year
we showed how we're taking that and evolving the technology to include
personal and team analytics.
I'm joined today by Ryan Fuller.
Part of the volumetrics acquisition leader in the space.
Welcome.
Thanks. It's good to be here.
So, Ryan how are things progressing?
Well as you know, this is part of a broader vision
for reinventing productivity with the intelligent cloud
and empowering every person and organization to be productive.
So, the next stage for us
is delivering further on personal and organizational analytics.
To do that, we're automating the discovery of insights
within the Office 365 service
which processes literally millions of interactions daily.
So we can take that data and we can personalize it
to what matters most to you and your organization.
Ryan, we know for example
there are around 850 million meetings scheduled a month.
And, there are billions of contacts and relationships
and an equally high number of contents being shared
via Office 365.
That's right, it's literally one of the largest data sets in existence.
Let me tell you more about how it works.
At the organizational tenant level
we have all the transactions such as email
calendar, messaging, telephony, and importantly
information on organizational hierarchies and relationships
in your organization.
We built the Office graph to organize these data points
which we call Signals.
The first use of Office graph was personalized insights
and optimize search via Delve.
This used the relationships of each transaction to discover
information important to you
and trending around you.
Delve Analytics however, takes us further
by incorporating time, network, and activities as dimensions
so that you layer on analytics
around how you are spending time in a personal and team level.
What is great is because the data remains within Office 365.
We can apply sophisticated machine learning and analytics
to deliver insights
and take advantage of the extensive compute power of the service.
All the while maintaining strict privacy controls.
So what are some of the ways you can use Delve analytics today?
Our goal is for everyone in the organization
to be able to take advantage of Delve Analytics.
It should be able to help you analyze your own data
and help you and your team better prioritize their time.
So, starting with the personal dashboard
which I can walk you through.
So, if you take a look at this
there's a number of different data points
that would be very hard for you to get in any other way.
So things like, how much time are you spending in meetings
or email?
how much time are you getting to focus on work
without distractions?
Or, how much time are you spending on work after hours?
These are examples of basic metrics
of how your time is being spent.
You can set goals on
and you can you can work towards improving.
Beyond that, there's all kinds of insights
that can be delivered around who you're interacting with the most.
So, I can understand that these are the people I'm spending the most time with.
How quickly they tend to respond when I email them.
How quickly I respond when they email me.
It can prompt me if there are certain people that I use to be in touch with.
Maybe I'm losing touch with
and, maybe I want to reach out and sort of rekindle that relationship.
I can understand some specifics about how
my relationship with my manager is working.
Am I spending enough time in one-on-ones with them?
Or, do we have a relationship that's most productive for us?
And then, there's all kinds of details here.
So again what are the
how am I spending time in meetings
versus other people in my organization?
And maybe I spend way more time in meetings than anybody else.
That's useful for me to know that.
And then I can understand specifically which meetings
are taking up the most of my time?
And, how high quality are those meetings?
That's fascinating.
How does the meeting quality work?
There's a lot of different indicators that
we used to calculate meeting quality.
So things like how many people are sending lots of emails
or multitasking during the meeting?
Things like, how often are people double booked?
How many different layers of management are coming to the same meeting?
Are there too many people in a meeting?
So there's an algorithm behind the scenes that can rate
basically how effective that meeting appears to be.
It's not perfect but, it makes you think.
It makes you think if I spending twenty hours a month
on this weekly sync meeting or whatever it may be
and its low quality, maybe I should rethink that.
It makes total sense.
So, similarly
we can offer insights like that around email.
How much time you spend in writing or reading email?
How much are people responding to those emails?
Are they actually wasting peoples time or your own time?
Or, could you do anything to make that more effective?
I mentioned focused time earlier.
This is a really important one.
A lot of people are back-to-back meetings all day
and just running back and forth.
They never have time to actually sit down and get work done.
So this is a metric
A focus hour, is how often you have at least two hours
between meetings
that you can actually get something done.
And we find from work a lot of our work that
more of that is better.
And oftentimes you can just rearrange your schedule
and find more of that time.
There's similarly insights on after hours work
So, this is how much time are you doing meetings or emails after 6 p.m.
or on weekends.
Obviously, real implications for work-life balance
and a major reason to try to improve that
so employees can be more engaged
and more productive at work.
All of these things
these are just examples of many different kinds of insights we can deliver.
The idea is that
people will make small changes
in their day that will make them more productive.
So, I'm maybe going to invite two less people to that meeting.
Or, I'm going to maybe
shift that other meeting a couple hours later
so I have time to get work done in between.
Just little decisions like that.
And we know that
little decisions like that
across a lot of people in an organization
can add up to very real and very big change
at an organizational level.
And I can certainly sympathize with a lot of these metrics here
but tell me how it works in terms of the organizational view
and what you can really do their?
Yeah, so there's some really exciting stuff there
and I'll walk you through a very specific example to give you
sense of what's possible.
So, this is an example of a company
that we worked with where they had a weekly status meeting
that had 11 people in it
that we could calculate the amount of time spent
in that weekly meeting.
So with those people and the meeting
it was about seven thousand hours a year.
And these are just the executive tier
folks in that meeting, right?
That's right.
So that was seven thousand hours a year
just for the people in that meeting.
So using the data set, we were able to see that
there are quite a number of prep meetings
for that meeting.
So all of the attendees had prep meeting that went into it.
And, we could calculate the time that went into all those prep meetings.
That added quite a lot of more time.
But then, that wasn't it.
There was prep meetings for those prep meetings.
And yet, another circle of prep meetings for those prep meetings.
And by the time you added up all this time
It was literally
three hundred thousand hours a year of time
was spent on this one weekly meeting
that most people didn't think was very valuable anyway.
Worst, when you calculate based on the people that were involved in all of this
prep and the actual meeting.
There's about 45 million dollar annual investment
just to do this one weekly status meeting
that everybody thought was a waste of time.
This is the kind of thing where
prior to doing this analysis
and putting a dollar number on it
people just kind of rolled there eyes and went to the meeting.
Now, that they see how much this is actually costing them
they've changed.
This is a really fascinating example.
So, where is all this going?
So this is just one example.
There are a number of different things that you can do with this data.
Volumetrics has been investing in this area for
close to five years now.
And, we've uncovered in quite a large variety of different ways to
provide value to organizations.
As part of Microsoft going forward
we can do this at much greater scale
as we integrate to Office 365.
A number of great opportunities.
Imagine things like
what are my top performing sales people and teams doing differently
that the rest of my organization can learn from.
Imagine, how can my employees be more engaged.
Imagine, how can we become more efficient as an organization overall.
When can we start looking at these capabilities
actually hitting Delve in the Office 365 services?
Well, Personal and Work Analytics
is available as part of the E5 suite
which you can try today.
This is going to start out initially with just personal dashboards
as I showed.
To improve individual effectiveness for everyone in he enterprise.
Over time
it will expand to team dashboards
and a number of other capabilities will get rolled out
that empower people and teams.
And then later in 2016
we will be introducing the analytics platform in an API
to enable some of this targeted organizational analytics.
Okay, so a lot of huge updates.
I'm really looking forward to actually using some of this myself.
Thanks for joining us Ryan.
That's about all the time we have for today's show.
Of course
you can keep watching Microsoft Mechanics on Wednesdays
or as news breaks.
Thanks everyone for watching
and goodbye for now.
Microsoft Mechanics
www.microsoft.com/mechanics