University staff, from lecturers and researchers to administrative and support teams, are the backbone of educational institutions. They shape minds, manage operations, and ensure that every aspect of campus life runs smoothly. But, much like frontline workers in other sectors, university staff often face challenges around engagement and communication.
Many universities are at a turning point with employee communications. Legacy platforms are reaching end of life, and staff across all roles and departments are demanding more from their digital experiences. Both professional services and teaching staff listed upgrading digital platforms as their top IT priority in Jisc’s 2022/23 digital experiences survey. So as we reach this turning point, what can universities do differently?
Introducing Microsoft Viva, the all-in-one employee experience platform. Microsoft Viva offers a suite of tools that can transform how university staff connect, collaborate, and engage with each other and the institution. Here are five practical tips on using Microsoft Viva to engage university staff effectively.
1. Make Mobile Access Easy with Viva Connections
University staff are often on the move, whether they’re attending meetings, delivering lectures, or managing campus operations. It’s essential they have easy access to the information they need, anytime and anywhere.
Viva Connections is a mobile-friendly way to make news, resources and tasks easily accessible for everyone. Available via Microsoft Teams, Viva Connections acts as the ‘front door’ to your digital workplace.
Viva Connections removes the need for staff to have multiple apps on their device. Colleagues can read SharePoint intranet content, access important files and connect with their peers from one central location.
This streamlining helps ensure that faculty and staff remain in the loop, no matter where their duties take them on (or off) campus.
2. Share Relevant and Personalised Content
In a diverse environment like a university, not all information is relevant to everyone. Academic staff, administrative staff, and support teams have different needs and priorities. Personalisation of communication is crucial to ensure that everyone receives pertinent and timely information.
Viva Connections offers robust audience targeting features. You can target messages and tools specifically for different groups within the university. News content from your intranet can also be refined for specific audiences using the built-in tools available in SharePoint.
For example, lecture schedules, academic policies, and student updates can be targeted to faculty members, while administrative updates and operational news can be directed to support and administrative staff. This avoids information overload, ensuring each staff member receives information relevant to their role.
3. Bring Practical Tools Together in the Connections Dashboard
University staff often juggle numerous tasks daily, from managing courses and research projects to handling administrative duties. Efficiently bringing together practical tools in one place can significantly improve productivity.
The Viva Connections dashboard can be configured with dynamic cards that assist with daily tasks, including to-do lists and approvals. The ‘Resources’ section can also be used to link out to frequently used tools, like VLEs or student records systems.
By embedding Connections within Teams, university staff can access all these tools and information from one central hub, reducing the need to switch between multiple platforms. This seamless integration helps save time and provides a more streamlined and efficient work experience.
4. Encourage Collaboration with Viva Engage
Collaboration is at the heart of any successful university. Whether it’s academic collaboration or administrative teamwork, it’s essential for staff to feel connected and heard.
Viva Engage is designed to create a community-centric environment. It encourages university staff to connect across different departments and divisions. It creates a sense of inclusivity and community, allowing staff to participate in discussions, share ideas, and access leadership insights directly.
University staff can use Viva Engage to set up collaborative groups for different research projects, administrative initiatives, or even social groups. These groups help build belonging and encourage an open exchange of ideas. Plus, interactive features like announcements, stories, and Q&As can further boost participation and morale.
Real example
Staff at the University of Leeds used Viva Engage to create a community for SharePoint site owners. As the university launched its new intranet, site owners were able to share best practice and seek advice for their challenges.
5. Facilitate Connections with Leaders Through AMA Sessions
Effective communication between university leadership and staff is critical. However, the busy schedules and varied work hours within a university can make it challenging to hold live meetings that everyone can attend.
Viva Engage offers a practical solution with its “Ask Me Anything” (AMA) sessions. These moderated Q&A-style events facilitate two-way communication between university staff and leadership. Staff can post their questions at any time during the event hours and check back later for answers, making it an inclusive way to engage with leadership without the constraints of scheduled meetings.
This flexible approach ensures that staff who might be occupied with lectures, research, or other commitments can still have their questions addressed and feel connected to the university’s leadership team.
To make the most out of AMA sessions, we recommend hosting focused sessions on specific topics with key university leaders. Without the boundaries of a specific focus or topic area, leaders and moderators can quickly become overwhelmed by a huge number of questions on varying topics.
Why Microsoft Viva is a Game Changer for Universities
Microsoft Viva’s suite of tools integrates seamlessly with existing M365 applications, making it a powerful solution for enhancing university staff engagement.
Viva Connections provides easy mobile access to intranet content and personalises communication for different audience groups.
Viva Engage creates a sense of community and collaboration and facilitates direct communication with leadership.
Microsoft Viva not only transforms how university staff communicate and collaborate but also enhances overall employee experience by bringing cutting-edge technology right to their fingertips.
Start Engaging Your University Staff with Microsoft Viva
Speak to our Viva experts to see the art of the possible
