Analyze your Teams collaboration data

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Many of us spend a lot of time collaborating in Microsoft Teams. With Power BI, you can get insights into where you're spending your time and how you and your team collaborate. By reviewing this data, you and your team can plan improved ways of working to be more responsive, agile, and productive.

Follow these steps to start getting insights about collaboration in Microsoft Teams.

  1. Open the Power BI app for Microsoft Teams.

    Need to install the Power BI app first? install the app and then pin it to the Teams navigation pane.

  2. Go to the Create tab and select Analyze your Teams data.

    Select Analyze your Teams data.

  3. Explore your personal usage in the automatically generated report.

  4. Explore engagement in the Teams you participate in.

The report gets saved in your Power BI account and stays refreshed. You can keep coming back every few days to see how actions you take change the trends. When working in a Teams team, it’s great to discuss the data and ways your team can improve.

Questions to ask about your collaboration

Am I effective in meetings?

When looking at your meeting participation, you can see where you spend your time. Look at whether you spend most of your time in meetings, or if you have enough focus time to get work done. You can see if you’re mostly participating in or organizing meetings. Depending on your organization and your role, the balance of what’s “right” might change, but it’s important to ask:

  • Are the meetings I’m in clearly furthering the objectives of my role and my organization?
  • Am I setting the pace of delivery effectively by organizing important meetings to support my objectives?

My meeting activity, in a visual in Teams.

Am I building relationships with my colleagues?

Remote and hybrid work enable many of us to work from anywhere, which can impact the relationships we build with colleagues. Building strong relationships with colleagues helps you succeed, overcome challenges, and build a cohesive work environment. Look at the 1:1 calls metric to see if you’re making the connections you need for the future.

My meeting summary in Teams.

Am I using chat effectively?

Chat experiences help us communicate quickly with others, without interrupting their flow of work. Chat messages are fast, easy to write, and allow the recipient to multi-task by responding when they’re able. However, to use chat effectively, it’s important to consider how you’re using chat across the experiences Teams offers.

Tip

Start a chat with a coworker by stating why you're contacting them, rather than just typing "Hi" or "Are you busy?" Just ask your question. That way, they can be coming up with a response rather than waiting for you to ask the question.

Am I sending too many chats?

Look at the number of chat messages you send in a day, and the trend. If you’re sending a lot of messages (20, 30, 40, 50), see what they were and review them. Consider whether a meeting or a 1:1 call could achieve the same outcome while creating a stronger connection with your colleague. You may even want to send a document rather than writing chats. Consider asking your colleague which option would be the most effective for them.

Summary of messages sent in Teams.

Am I using channels effectively?

Teams and channels help keep your entire workgroup or project team up to date. Sometimes, it’s easier to just message someone directly instead of posting in a channel. This practice can raise challenges, since others teammates lack visibility into work happening around them, and don’t have the opportunity to offer input. It’s also harder for them to jump in and help to finish something when someone goes on vacation, for example. If you’re primarily using Chats, consider if Channels would be a good option to add to your collaboration habits.

Am I using in-meeting experiences in the best way?

Looking at meeting activities such as audio, video, and screen-sharing, you can gain insight into how effectively you’re using in-meeting experiences. If you’re sharing audio but not video, you may be missing opportunities to make a stronger connection with other meeting attendees. If you’re screen-sharing a lot, it could indicate that you’re driving the discussion forward in these meetings.

My monthly Teams activity in the past 31 days.

Understand activity in teams you access and own

Sometimes where you work is as important as how you work. The Teams activity view gives you a summary of how your teams collaborate. You can quickly see which teams you might be missing out on and potentially which you might close. If multiple teams cover the same topic, consider merging them to help everyone work together.

Activity in all the Teams teams you belong to, in one table.

When you view the details for a specific team, you can get more detailed usage data. As a Teams team owner, you might show this view in a meeting with your colleagues to seek input on how to improve your collaboration. It’s also a great way to evaluate if you should retire a team if it has few active users or low engagement.

Teams team activity detail page in Power BI report.

Next steps