Viva Engage in Action: Unlocking the True Potential of Business Communities in 2025

When you are new in a company, or stepping into a freshly promoted role, have you ever felt that awkward moment when you do not know who to approach for help? You might hesitate to ask your Line Manager because the question feels too trivial or irrelevant, or perhaps you just do not feel comfortable bringing it up.

This is a common challenge in organisations that still rely on rigid departmental silos. These structures, established decades ago during the industrial era, were designed to optimise manufacturing processes. Workers were split into departments with little interaction beyond their assigned tasks. Today, however, businesses are more dynamic, and the outdated departmental model often stifles collaboration, creativity, and knowledge sharing.

Modern technology offers a way to overcome these invisible barriers. Businesses now have the tools to guide conversations, break down silos, and create environments where employees feel empowered to contribute their talents and ideas.

The Missing Piece: A Sense of Community

In my 20 years as a consultant, I have witnessed countless intranet launches aimed at solving these challenges. Many of these platforms excel at providing information and centralising resources. But often, they lack one critical element—the sense of community that empowers employees to contribute and engage actively.

This is where Microsoft Viva Engage makes all the difference.

If you would like to see Viva Engage in action check my YouTube Video here:

What is Microsoft Viva Engage?

Microsoft Viva Engage is part of the Microsoft Viva suite, designed to help organisations foster connection, communication, and engagement among employees. It extends the capabilities of Microsoft Teams by introducing a social layer that encourages open conversations, knowledge sharing, and community building across all levels of the organisation.

Key features include:

• Community building: Create dedicated spaces for employee groups, based on shared interests, goals, or projects.
• Knowledge sharing: Tap into the collective expertise of your organisation through discussions, Q&A sessions, and shared insights.
• Employee voice: Empower everyone to share their ideas and experiences, helping leadership gain real-time feedback and insights.
• Campaigns and storytelling: Run initiatives to engage employees, share successes, and align them with the organisation's vision.

The Viva Engage and SharePoint Online Connection

Think of SharePoint Online as the backbone of your digital workplace, offering structured resources, document management, and workflow automation. Viva Engage complements this by adding a people-focused layer, enabling informal collaboration and building a sense of belonging.

For example:

• Employees can discover subject-matter experts directly through Viva Engage, saving time otherwise spent asking the wrong person.
• Discussions in Viva Engage communities can link back to SharePoint resources, ensuring the right documents or workflows are part of the conversation.
• Leadership can leverage Viva Engage to engage with employees in real-time, bridging the gap between top-down communication and ground-level feedback.

Licensing Options for Viva Engage

Microsoft Viva Engage is available through various licensing plans, making it accessible for businesses of all sizes. Key options include:

• Included with Microsoft 365 subscriptions: Some features are available under existing plans.
• Premium licensing: Advanced functionality, such as analytics and campaigns, may require a Viva Suite license.
  Speak to your technology provider for tailored advice on licensing that fits your organisation's needs.

Empowering Your Business Community

Many clients I work with are unaware of how Viva Engage can transform their workplace. By breaking down silos and fostering a culture of collaboration, this tool helps employees feel more connected to their organisation, driving innovation and engagement.

If you are unsure about adopting it, start with a pilot. Ask for a demo, explore its features, and see how it resonates with your user groups.

Looking Ahead

As I continue to explore the future of modern intranets, I am excited about the potential of AI-infused hybrid solutions—where traditional intranet capabilities meet dynamic community engagement and use case-specific AI models. Subscribe to my newsletter for an upcoming article on this evolution and watch my YouTube video to see Viva Engage in action.