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Viva Insights – Focustime

The phone rings and a customer, colleague, parent, wife or the like is on the other end. Sometimes a phone call lasts 5 minutes and other times maybe 1 hour. It often varies depending on the subject area or social bond among each other. One thing most phone calls have in common is that there is always a task. Privately, it may be the request to buy something, at work, on the other hand, it may be the request for a callback or support.

The flood of tasks already begins, because the telephone is only one example. In addition to the telephone, there is also the hallway or street talk, the e-mail or the team chat, and these are by no means all the channels where we are approached with tasks.

To manage personal tasks, Microsoft ToDo is available for every user in the Microsoft 365 application variety. In Microsoft ToDo you can enter, define, prioritize and set due dates for your tasks.

Everything that helps me to get an overview of all my tasks and manage my tasks. Exactly at this point the real challenge for us users begins, because task management and planning only helps to a limited extent. A task pile only gets smaller with the time we take to work through a task. If we never take time to work through tasks, then 100% of the time the pile will not get smaller, but rather larger. A larger task pile makes us feel uncomfortable and thus demotivated.

Microsoft 365 provides a remedy via the Microsoft Viva Insight application. 

💡Did you know 💡

Certain time must be planned and blocked for the processing, because only in this way you will get through your flood of tasks and it will not come to overload.

What is Microsoft Viva Insights?

Microsoft Viva Insights is a Part of Microsoft Viva.Viva Insights includes a Microsoft Teams and web app, along with web features and tools, that help people and businesses thrive with data-driven, privacy-protected insights and recommendations to improve productivity and wellbeing. You want more information about Microsoft Viva or Viva Insights then click in this Link. 

The Focustime

In Microsoft Viva Insights there is a function called Focustime. The focus time is used so that you can focus on a topic. Just like the name says. In the focus time setting you define the time span of your focus time, for example 1 hour. With the definition, Viva Insights then looks for time slots in your calendar for your defined time span and gives you the option to book the focus time with the click of a button.

If this is too annoying for you, there is an automatism. Here you can have the system book focus times cyclically (dynamically). You define the time span, on which days in the week as well as the time of day in which you would like to have cyclical focus times. The system will then go and book the focus time for you. If you already have an appointment in your calendar at that time, no focus time will be set.

Now you surely ask yourself what exactly happens with the calendar entry “focus time”. Because just because an entry is given in the calendar, it does not mean that you will not be distracted.

Microsoft goes and blocks all (Outlook, Teams, Windows, ToDo, etc.) banner notifications for you during this time, even on your smartphone. In addition, you will automatically be set to “do not disturb” in Teams. So your incoming calls will go directly to the forwarding or mailbox. This gives you the peace of mind you need to focus on your tasks.


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