Your Privacy Guide in Using MyAnalytics

How employees manage their time at work creates a significant impact on your company’s productivity. That’s why it’s important that they are mindful of how they spend their limited hours in the office. With Office 365 for businessMyAnalytics, tracking your employees working habits is now a few clicks away.

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Office 365 MyAnalytics is a feature of the Microsoft Delve application. It’s a tool used to track how much time a person spends on meetings and emails. After that, it provides an interactive dashboard where managers can review how the employees spent their working hours.

Sources of MyAnalytics Insights:

Mailbox Data

This data is from the email, calendar, chat, and call activities that employees generate as they utilise Office 365. After MyAnalytics processes how frequent individuals send emails, arrange meetings, and chat with colleagues, it displays this information in the application’s dashboard. This information can be the basis of the employees on what action they should take to manage their times more efficiently. With this, the staff can surely work on becoming more productive in the workplace.

Incremental Data

Another source of the MyAnalytics insights is the aggregated data of the organisation as a whole. With this, business organisations can calculate the company’s average – and they do this without jeopardising the privacy of the other employees. Furthermore, the information gathered from incremental data can also help individuals to check the level of their performance is compared to the company average. As they do that, they will have the opportunity to improve themselves based on objective data.

Privacy Settings of MyAnalytics

Without any doubt, MyAnalytics has helped numerous companies to improve employee performance. Although this is true, some of its users still have concerns regarding the application – and one of the concerns that they expressed is regarding their privacy.

Since MyAnalytics track Office 365 activities in the employees’ computers, it became a common question for its users whether the app puts their information at risk or not. However, there’s really no need to worry about this – the app has privacy settings that administrators can easily configure to ensure the safety of your data.

Here’s what you can do with its privacy settings:

Filter People Who Can Access MyAnalytics

When you’re an admin, you have the power to select the people who can have access to MyAnalytics. By doing this, you will be able to control the people who can view the information that the app generates and ensure that only trustworthy people can see them. What you need to do to enjoy this is to issue licenses to the employees you want to grant access to.

Determine Default Opt-In Settings

Aside from that, admins can also configure the app to turn off its default opt-in settings. With that, the licensed employees would have to individually opt-in to MyAnalytics so that they can contribute to the incremental data. Moreover, this also grants them access to the MyAnalytics dashboard and Outlook add-in.

Exclude Employees from Incremental Data

In some instances, businesses have employees that have sensitive roles. Because of that, the information that they contribute to the incremental data tends to cause a security risk for the company. Admins can avoid these risks easily by configuring in the privacy settings to exclude these employees from the incremental data that it gathers. Even though these said individuals are excluded, they can still experience the benefits of the MyAnalytics app as long as they are licensed.

The Features You Can Enjoy in MyAnalytics

Before the MyAnalytics application starts displaying the information that it gathered, it needs to process your Office 365 activities for at least a week. And when it does that, you will be able to easily track the hours you spend on meetings, emails, focusing, and working after hours on “Your Time Overview” dashboard.

To help you further understand this feature, let’s delve into detail about the different sections you find in your time overview.

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Network

In this section, you’ll be able to view who are the people you collaborate with the most. This part of the time overview can help you trace how frequent you work with certain colleagues – and this can help you identify the people whom you need to pay more attention to. Employees can also add their managers to this section so that people with higher ranks can keep watch on how the staff are communicating with their co-workers.

Meetings

This section enables you to keep track of your meeting habits – the hours you spend and the Office 365 activities you do. With this, you’ll be able to assess if you’re allocating too much time on meetings or too little. Moreover, with MyAnalytics’ ability to track the emails you send out to during a scheduled meeting, you’ll be able to check in this section if you have the bad habit of multitasking during meetings.

Email

Most often than not, employees deal with several emails every single day. In this section, MyAnalytics gives employees the tool to assess how many hours they spend dealing with emails on a regular basis. Furthermore, it also allows the staff to examine how long it usually takes them to respond to recipients and how much of their emails are the employees reading. With this, they’ll be able to improve on their response time and ensure that they don’t spend too much or too little time on their emails.

Focus Hours

During your working hours, there are times when you’re doing something productive that doesn’t involve meetings – Microsoft considers that time as your “focus hours”. MyAnalytics provides a section where you can view the time you spend on focusing on your work. Also, it tracks the time when you have no meetings for at least two consecutive hours. With this, employees will be able to see how much time they spend on doing their other responsibilities at work and check whether they’re allocating enough time for it or not.

After Hours

The “after hours” section of the MyAnalytics dashboard enables employees to see the hours they spend working after hours. With this section, they’ll be able to check if they have the work/life balance that they need and correct their bad habits of overworking themselves.

Tips On How to Boost Your Productivity with MyAnalytics

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As mentioned, MyAnalytics is a useful tool to keep track of your working habits. With it, you can assess your work performance and use the information you get from it to boost your company productivity. To help you maximise the potential of the app, here are tips you can apply to your office.

Set Your Weekly Meetings Goal

When you spend too much time on meetings, you will have lesser time to do the actual work. That’s why it’s crucial to create fewer meetings that are short and focused. With MyAnalytics, you can achieve this by setting the hours you want to spend on meetings for the week. It enables you to become more mindful of the time you spend on meetings and how frequent you schedule them. That said, setting your weekly meetings goal can help you focus more and executing your projects.

Control The Time You Spend On Emails

If you want to become more productive at work, you have to make sure that you don’t spend too much time in your email. For that reason, it’s recommended to set your goals on how much time you want to allocate for your emails. With that goal in place, you can now make other efforts to help you lessen the time you spend on emails. You can start by unsubscribing to useless email lists that you barely read. By doing this, you will be able to reduce the number of emails that you receive and lessen the chances of burying the important ones.

Limit After Hours Work

With MyAnalytics, you can examine the time that you spend working after your shift. With this, you’ll have a basis to create a conscious effort of limiting the after-hours work that you and your teammates do. When you limit your after-hours work, you’ll be able to have the work/life balance necessary and get the good quality rest that can give you the energy to work again the next day.

Block Your Focus Time On the Calendar

As mentioned, focus time gives employees more time to spend on other productive activities. The best way to make sure that everyone gets the focus time necessary is by having a schedule for it on your calendar. This way you’ll be able to prioritize the time you spend on being productive and avoid double-booking over it.

Making use of MyAnalytics can surely help businesses to get the productivity boost that they need – and this is just one of the many productivity tools that Office 365 offers. Migrate to Office 365 now and enjoy its benefits with the help of managed IT services in Australia like House of IT.

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