Need a New Year Resolution? How about improving your Productivity Score?

Happy new year everyone…

Like many, we are thinking about what things to give up, things to start doing and things we want to do better in 2020. When it comes to our work and the things we do how about thinking about how we can work more efficiently when we return to work this week or next…

You see, people are seen to be as collaborating if one person edits and shares a document (or presentation, spreadsheet, onenote etc), and then at least one other person accesses it or collaborates on the same version of that document.

So what – why are you telling me this?

The more people collaborate, the more they’ll invest in each other’s ideas, which in turn leads to efficient authoring, easier interaction, faster response and more agile decision making. It can also be more secure since access to these documents is controlled, the files don’t end up being shared all over the place (un trackable) via email and everyone is “on the same page”.

Since we are all part of multiple teams within our roles at work, taking these simple steps will help you to save time ever day while increasing your content collaboration, improving security and compliance within the organisation and making it more efficient and effective to work on or update files together rather than emailing multiple versions backwards and forward via email like we did in the 90s (and many still do today).

Here’s some tips to get you more productive

1. Encourage yourself and others to collaborate better

It’s a proven fact that we work more effectively when we collaborate better. Many of is though, still save our files locally or use VPNs (yes they are still a thing apparently for remote access) and then share files (which we expect people to comment and collaborate on via email attachments).

Let’s be honest, no one likes trying to merge all the changes from the many reply to all emails you get back with multiple versions of the same file (especially when everyone has different ideas or responds to an out of date version).

Improve your collaboration posture, your security ying and yang and be more productive… Heres a short little video to introduce (ok hopefully remind you) of the benefits of saving and sharing files in the cloud, co-authoring in real time, and collaborating with comments and @ mentions.

2. Learn about and adopt the benefits of cloud storage

Hopefully your not still storing stuff on your un protected (not backed up) desktop or using old school file shares.

Using OneDrive (thereby storing files in the cloud) means they’re always backed up, available from other devices, and set up for real-time collaboration and secure file sharing. Watch this quick video to understand the benefits using OneDrive has for you.

3. Replace those email attachments with “shared links”

Rather than sending files via attachments, it far more effective to share a link to your file (assuming you’ve saved it in OneDrive, Teams or SharePoint) within your email message. This way everyone (you decide) can view and update (if you give them permission) the file and see changes and collaborate in real time. This is also far more secure as you prevent recipients downloading or editing the file plus you can always revoke permissions if you wish.

For a quick video on how to do watch this short video clip..

You mentioned the word score? How is productivity measured?

That’s right. It’s now (well it’s in Public Preview right now) to measure how productive your organisation is through a new service within Office 365 called “Productivity Score”.

Productivity Score provides insights that help transform how work gets done.  It aims to provide your organisation visibility into how your organisation works, insights that identify where you can enable improved experiences so people can reach their goals, and actions to update skills and systems so everyone can do their best work. 

Productivity Score Summary

There are two categories that your (organisation) score is built from, the employee experience and the technology experience and both include a benchmark that helps you compare how you are doing compared to organisation similar to yours (based on size, geography and sector). 

The employee experience shows how Microsoft 365 is helping to create a productive and engaged workforce by quantifying how people collaborate on content, work from anywhere, understanding communication styles, and developing a meeting culture.

The technology experience helps you ensure the technology isn’t getting in the way by assisting you optimise your device experiences such as proactively remediating common helpdesk issues and improving PC startup times, and your network to ensure your apps work well.

Available today (registration/sign up request required until it releases formally in early 2020) in the Office 365 Admin Centre.

For more information from Microsoft on this as it develops read the following blog.

That’s it from me. Welcome any feedback and comments and in the mean time Happy Xmas and all the best for 2020!

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