SWOOP Analytics recently published a comprehensive report on the uses of Microsoft 365. We present their 7 collaborative profiles and the highlights that we retain from this benchmark.
At Arctus, we regularly monitor the evolution of collaborative uses and are always on the lookout for best practices to share with our customers. As such, we maintain regular relations with solution publishers. Among the reports that publishers regularly publish, we particularly appreciate those of the SWOOP teams. Their latest report analyzes organization activity on Microsoft 365 applications (Yammer, Teams, SharePoint, Outlook, etc.).
SWOOP is a company specializing in publishing analytics solutions for collaborative and social uses. After developing their solutions for Yammer, Workplace by Facebook or Teams, Swoop has released a new product that analyzes all the data generated by Microsoft 365 applications (Outlook, SharePoint, Yammer, Teams, etc.). They aggregated their customers' data (with their consent of course), using the "reality mining" technique between October 2021 and March 2022 and drew very rich conclusions compiled in a benchmark report.
Only a small portion of advanced users are responsible for a large portion of collaborative usage on Microsoft 365. For example, 10% of users record 42% of the total time spent in meetings, while the least active 50% are not responsible for only 6%. And this trend is found globally in the other metrics tracked. It would therefore suffice for the least active users to slightly modify their habits to see a significant impact on the overall improvement of collaborative uses. These are the users to target first in support programs(while it is easier to always address the “good students”). The good news is that there is a sufficient proportion of advanced users to help influence the laggards and be “collaborative ambassadors”!
The primary factor in evaluating a team's collaborative performance is the level of variation in practices among its members . The definition and implementation of good digital practices within the team are essential to the performance of the collective. A team that has homogeneous uses, even if these uses are not the most innovative, will be more effective than a team in which there is a great disparity of practices. This concept is represented in the following graph:
Over 82% of staff read Yammer , making it an essential internal communication platform . Passive use of Yammer (significantly more readers than authors) reflects its growing use as an internal communication channel. However, Yammer has a much more important role to play in more radical uses. Building and strengthening foundational skills through social learning will become essential as we move towards more hybrid work.
Messages in Microsoft Teams channels and messages in Yammer communities are underutilized . Only 14% of staff on the panel posted or replied to a Yammer message and 27% sent a message in a Teams channel during the six-month period analyzed. This is a huge lost opportunity to break free from email and chat, work more asynchronously , and benefit from enterprise community participation.
The constant interruptions in Microsoft Teams chat matter. On average, staff send 65 Microsoft Teams chat messages per week (compared to 29 emails per week). The most active sending more than 2,000 chat messages per week. Chat messages and notifications can be very disruptive, requiring immediate attention. It is preferable to use the Teams channels rather than the chat as soon as the subject treated is relative to a project, must be found and may interest more people. It's a way for everyone to improve visibility on the work of others.
Leaders , on average, demonstrate better habits of collaboration than non-leaders . Far from being digital laggards, they lead by example. The average performance of leaders in collaboration is 66%, compared to 53% for non-leaders. Worryingly, however, nearly 40% of non-leader staff did not participate in a one-on-one call with leaders or colleagues during the six-month period. This result reinforces concerns about the health and well-being of staff during the pandemic. As part of hybrid working, it is necessary to prioritize one-on-one face-to-face interactions, if digital one-to-one interviews have become problematic for some reason.
Thank you to the SWOOP teams for this very comprehensive report which provides an original look at our collaborative uses! Lots of other information and feedback from companies can be found in the full report.