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Viva Insights - Respecting your colleagues disconnection times Tutorial

In this video, you will learn about respecting your colleagues' disconnection times when using Microsoft 365. The video covers how to ensure that colleagues who have entered their working hours do not receive notifications after their specified time.
It also demonstrates how to schedule meetings using the Scheduling Assistant, where time slots outside of working hours will be grayed out.
Additionally, if you draft an email to them outside of their working hours, a message will appear suggesting you schedule the send to be delivered only during their official working hours.
Respecting your colleagues' disconnection times will help you avoid disturbing them and increase the visibility of your email among others they receive.

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2248 views

Available in Microsoft365

Objectifs :

This video aims to inform users about new features that enhance work-life balance by managing notifications and scheduling communications effectively outside of working hours.

Chapitres :

Introduction to New Features
In today's fast-paced work environment, maintaining a healthy work-life balance is crucial. This video introduces new features designed to help colleagues manage their working hours more effectively, ensuring that notifications and communications are handled appropriately.
Notification Management
Colleagues who have logged their working hours will no longer receive notifications after the specified time. This feature is designed to respect personal time and reduce interruptions outside of work hours.
Using the Scheduling Assistant
When scheduling a meeting using the Scheduling Assistant, time slots that fall outside of working hours will be grayed out. This visual cue helps users easily identify available times for meetings, ensuring that they are scheduled during appropriate hours.
Email Drafting Outside Working Hours
If you draft an email to a colleague outside of their working hours, a prompt will appear suggesting that you schedule the send. This feature allows you to deliver your email during their official working hours with just one click, minimizing disruptions during their personal time.
Benefits of These Features
By implementing these features, you can avoid disturbing colleagues during their disconnection times. This not only respects their personal time but also increases the visibility of your emails among the many they receive, ensuring that your communication is more effective.
Conclusion
In summary, these new features are designed to enhance work-life balance by managing notifications and scheduling communications effectively. By utilizing these tools, you contribute to a more respectful and productive work environment.

FAQ :

What happens if I try to schedule a meeting outside of working hours?

If you attempt to schedule a meeting outside of working hours using the Scheduling Assistant, the time slots will be grayed out, indicating they are unavailable.

Can I send emails to colleagues outside of their working hours?

Yes, you can send emails outside of their working hours, but a message will prompt you to schedule the send for a later time, ensuring it is delivered during their official working hours.

Why is it important to respect colleagues' working hours?

Respecting colleagues' working hours helps avoid disturbing them during their disconnection times, which can improve their work-life balance and increase the visibility of your emails.

What is the benefit of using the Schedule Send feature?

The Schedule Send feature allows you to ensure that your emails are delivered at a time when your colleagues are available, increasing the likelihood that they will read and respond promptly.

How can I check my colleagues' working hours?

You can check your colleagues' working hours by viewing their calendar settings or by using the Scheduling Assistant, which will show their availability.

Quelques cas d'usages :

Scheduling Team Meetings

When planning a team meeting, use the Scheduling Assistant to find available time slots that fall within your colleagues' working hours. This ensures maximum attendance and minimizes disruptions.

Email Communication Strategy

Implement a strategy for sending emails by utilizing the Schedule Send feature. This allows you to draft emails outside of working hours but ensures they are sent during working hours, improving response rates.

Project Management

In project management, respect for working hours can enhance team collaboration. Use the tools available to schedule meetings and send communications that align with your team's availability.

Improving Work-Life Balance

Encourage a culture of respecting disconnection times by utilizing features that prevent scheduling outside of working hours. This can lead to improved morale and productivity among team members.

Utilizing Calendar Tools

Leverage calendar tools to set reminders for yourself and your team about working hours and disconnection times, ensuring that all communications are timely and considerate.

Glossaire :

Working Hours

The specific hours during which employees are expected to be available for work. Outside of these hours, employees may not be reachable.

Scheduling Assistant

A tool that helps users find suitable times for meetings by displaying available time slots based on participants' calendars.

Grayed Out

A visual indication in software interfaces where certain options are disabled or unavailable for selection, often shown in a lighter color.

Draft Email

An email that has been composed but not yet sent. It can be edited before finalizing and sending.

Schedule Send

A feature that allows users to set a specific time for an email to be sent, ensuring it arrives at the desired moment.

Disconnection Times

Periods when employees are not available for work-related communications, often outside of their designated working hours.

00:00:02

Colleagues who have entered their

00:00:04

working hours will no longer receive

00:00:07

notifications after the specified time.

00:00:10

When you schedule a meeting

00:00:11

using the Scheduling Assistant,

00:00:13

time slots outside of working hours will

00:00:15

be grayed out. In addition,

00:00:17

if you draft an e-mail

00:00:19

to them outside of their working hours,

00:00:21

a message will appear suggesting

00:00:23

you schedule the send with

00:00:25

just one click, ensuring

00:00:26

your e-mail is delivered only

00:00:28

during their official working hours.

00:00:30

This way, you avoid disturbing them

00:00:32

during their disconnection times

00:00:34

and increase the visibility of your

00:00:36

e-mail among others they receive.

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