Microsoft Viva Licensing

Microsoft Viva Licensing

• Viva Connections: Included with Microsoft 365.
• Viva Insights: Basic is included; premium requires an additional license.
• Viva Learning: Basic is included; premium requires extra cost.
• Viva Topics: A separate per-user license is required.
• Viva Suite: Bundle of all four modules for a comprehensive solution.

Introduction Microsoft Viva Licensing

Microsoft Viva is a comprehensive employee experience platform (EXP) designed to help businesses improve productivity, enhance engagement, and foster better team communication.

With modules like Viva Connections, Viva Insights, Viva Learning, and Viva Topics, Microsoft Viva offers an integrated approach to employee well-being, collaboration, and growth.

Choosing the right licensing model for Viva is critical for businesses that aim to create a productive workplace while keeping costs under control. In this guide, we’ll explore Microsoft Viva licensing options, features, and practical advice to help you decide which license best suits your organization.

Microsoft Viva Modules

Microsoft Viva comprises several modules, each of which is designed to target a specific aspect of employee engagement and productivity:

1. Viva Connections: Helps employees stay informed by connecting them with company news, conversations, and resources through Microsoft Teams.
2. Viva Insights: Provides data-driven insights into work patterns, productivity, and employee well-being, helping managers and employees achieve better work-life balance.
3. Viva Learning: Aggregates learning content from various sources, making learning an integrated part of everyday work.
4. Viva Topics: Uses AI to organize content and automatically create topic pages to help employees find relevant information quickly.

Each module can be licensed separately or as part of an integrated Microsoft Viva suite, making licensing decisions highly customizable for each organization.

Microsoft Viva Licensing Options

Microsoft Viva licensing can be somewhat complex. Each module is offered separately, allowing businesses to choose according to their needs.

The main licensing options are:

1. Microsoft Viva Connections: Included in Microsoft 365 plans.
2. Microsoft Viva Insights: Requires a separate license for advanced capabilities, although some insights are available as part of Microsoft 365.
3. Microsoft Viva Learning: Requires additional licensing, especially for advanced integrations.
4. Microsoft Viva Topics: Requires a separate license and focuses on AI-driven content discovery and knowledge sharing.
5. Microsoft Viva Suite: A bundle that includes all four modules at a potentially lower combined cost.

Below, we’ll dive into each module’s licensing details and their respective value for businesses.

1. Microsoft Viva Connections Licensing

Viva Connections is the module that directly brings company culture and communication into Microsoft Teams. It acts as a gateway for employee engagement, providing access to news, resources, and social feeds.

Licensing Details:

• Viva Connections is included in existing Microsoft 365 and Office 365 plans, such as Microsoft 365 E3, E5, Business Basic, Business Standard, and Business Premium.
• No additional costs for users who already have a Microsoft 365 subscription.

Example: A medium-sized company using Microsoft 365 E3 for its employees can use Viva Connections without purchasing extra licenses, making it easy to enhance internal communications without additional costs.

Key Benefit:

• Cost-Free Integration: Viva Connections is free to Microsoft 365 license holders, making it an ideal starting point for improving employee engagement.

2. Microsoft Viva Insights Licensing

Viva Insights provides data-driven insights to help organizations balance productivity and well-being. It offers personal insights to employees and advanced insights for managers and leaders to understand productivity trends.

Licensing Details:

• Basic Insights are available to Microsoft 365 users without additional licensing.
• Advanced Insights requires a separate license called Viva Insights Premium.
• Managers and business leaders who need access to organization-wide data and advanced productivity insights must purchase Viva Insights licenses.

Example: A company with 200 employees could use basic Viva Insights to help individual employees understand their productivity patterns. However, Viva Insights Premium would be necessary if HR or management needs to analyze team-level data to identify burnout risks.

Key Benefit:

• Enhanced Well-Being: Provides actionable insights to help prevent burnout and improve work-life balance.

Cost Consideration:

• Viva Insights Premium is priced per user, which can add up if deployed across an entire organization. Thus, it is suitable for selective use by leaders and managers.

3. Microsoft Viva Learning Licensing

Viva Learning integrates learning into the workflow by combining content from Microsoft Learn, LinkedIn Learning, and third-party providers. It also makes training accessible through Microsoft Teams.

Licensing Details:

• Basic Viva Learning is included with Microsoft 365 and provides access to limited learning materials.
• Viva Learning Premium requires a separate license to access integrations with LinkedIn Learning, third-party content, and Learning Management Systems (LMS).

Example: A small IT firm can use basic Viva Learning to offer its employees access to Microsoft Learn courses. However, they would need Viva Learning Premium to integrate learning content from their existing LMS or LinkedIn Learning.

Key Benefit:

• Integrated Learning Experience: Allows employees to learn while they work, encouraging continuous skill development.

Cost Consideration:

• Viva Learning Premium may be costly depending on the number of third-party content integrations needed, making it more appropriate for companies with an established culture of training and development.

4. Microsoft Viva Topics Licensing

Viva Topics uses AI to help organize information and create knowledge networks, making it easier for employees to find the content they need without manual effort.

Licensing Details:

• Viva Topics requires a separate per-user license.
• It is designed for organizations where knowledge sharing is critical, such as consulting firms or research organizations.

Example: A consultancy with hundreds of projects could use Viva Topics to automatically generate topic pages that link to related content, reducing employees’ time searching for information.

Key Benefit:

• Improved Knowledge Discovery: Saves time and helps employees access the right information quickly, enhancing productivity.

Cost Consideration:

• Viva Topics pricing is based on a per-user model, which can be costly for larger teams. Consider licensing only for roles where content discovery is essential.

5. Microsoft Viva Suite

The Microsoft Viva Suite includes all four modules: Viva Connections, Insights, Learning, and Topics. This is a more cost-effective option if your organization plans to use multiple Viva modules.

Licensing Details:

• Viva Suite is available as an add-on license to existing Microsoft 365 plans.
• Provides bundled access to all Viva modules at a discounted rate compared to purchasing each module separately.

Example: A large enterprise wanting to integrate employee well-being, learning, and knowledge management across the board could choose Viva Suite to simplify the licensing process and reduce overall costs.

Key Benefit:

• All-in-One Solution: A holistic approach to employee experience with a more straightforward and cost-effective licensing model.

Microsoft Viva Licensing Comparisons

It is essential to compare each Viva module based on costs, benefits, and targeted users to make an informed decision.

How to Choose the Right Viva Licensing Option

The choice between the different Microsoft Viva licensing options depends on various factors, including business size, industry, employee needs, and budget.

Here’s a breakdown of considerations:

1. Organizational Size

• Small Businesses should start with Viva Connections, which is included with Microsoft 365, and explore basic Viva Learning.
• Medium to Large Enterprises: Consider adding Viva Insights Premium and Viva Topics for enhanced productivity and knowledge sharing.

2. Industry Requirements

• Consulting Firms: Viva Topics is beneficial for knowledge-intensive environments where information needs to be easily discoverable.
• Learning-Focused Organizations: Viva Learning Premium is ideal for industries with a high emphasis on employee training and development.

3. Budget Considerations

• Cost-Effective Start: Utilize Viva Connections and basic insights, both included with Microsoft 365, to enhance communication and well-being at no extra cost.
• Holistic Solution: Choose Viva Suite if your organization plans to use multiple modules to provide a more comprehensive employee experience platform at a lower overall cost.

Microsoft Viva and Microsoft 365 Integration

A key feature of Microsoft Viva is its tight integration with Microsoft 365 and Teams, which makes it a natural extension of tools already familiar to employees.

Here’s how each Viva module integrates with Microsoft 365:

• Viva Connections is available directly within Microsoft Teams, making it easy for employees to engage with internal content while collaborating.
• Viva Insights: Embedded within Teams and Outlook, employees and managers can access productivity insights without leaving their primary workspace.
• Viva Learning: Integrated into Teams, allowing employees to discover, share, and take courses directly within their work environment.
• Viva Topics: Leverages data from SharePoint, Teams, and other Microsoft 365 tools to create topic pages, providing contextual knowledge at the point of need.

Common Licensing Challenges and Tips

1. Cost Management

Viva licensing, especially when opting for Premium versions, can become costly, particularly for larger organizations.

Here’s how to manage costs effectively:

• Selective Licensing: Purchase licenses only for those roles that will gain significant value. For instance, Viva Insights Premium can be used for managers and HR but not all employees.
• Bundle Viva Modules: If multiple Viva modules are necessary, consider the Viva Suite to save costs compared to buying each module separately.

2. Underutilization of Features

One of the challenges organizations face is underutilizing features after investing in licensing. Make sure to:

• Train Employees: Provide training on using Viva modules effectively to maximize the platform’s benefits.
• Monitor Adoption: Use the adoption metrics available in Viva Insights to determine if employees are engaging with the features and tailor strategies accordingly.

3. Balancing Privacy with Productivity

Viva Insights uses employee data to generate productivity insights, which can raise privacy concerns. It is crucial to:

• Communicate Transparently: Ensure employees understand how their data is used, focusing on privacy protection.
• Custom Privacy Settings: Tailor privacy settings to align with employee expectations and organizational policies.

FAQs About Microsoft Viva Licensing

Are Viva Connections free with Microsoft 365? It is included with most Microsoft 365 and Office 365 plans, and no extra licensing is required.

Can I use Viva Insights without purchasing a license? Basic insights are available with Microsoft 365, but advanced insights for managers require a Viva Insights Premium license.

Is Viva Learning included in Microsoft 365? Basic Viva Learning is included, but access to LinkedIn Learning and third-party content requires Viva Learning Premium.

What is the Viva Suite? Viva Suite is a bundle that includes all four Viva modules (Connections, Insights, Learning, Topics) at a discounted rate.

How does Viva Topics help businesses? It uses AI to automatically organize and surface knowledge, reducing employees’ time spent searching for information.

Do I need Viva licenses for every employee? Not necessarily. You can selectively license Viva modules, such as Viva Insights Premium, only for managers and leaders.

Is Software Assurance required for Microsoft Viva? No, Software Assurance is not a prerequisite for purchasing Microsoft Viva licenses.

How does Viva Learning integrate with third-party LMS? Viva Learning Premium can connect with third-party Learning Management Systems to centralize learning content.

Can I mix Viva Suite and standalone licenses? Yes, you can mix and match Viva Suite and standalone module licenses based on the needs of different user groups.

How much does Viva Topics cost? It is priced per user and varies depending on the number of users and contract terms.

What happens if I don’t renew Viva Learning Premium? After the license expires, you will lose access to premium features like third-party content and integration with LMS.

Is Viva Insights suitable for all industries? Viva Insights is designed to benefit any industry and is focused on employee productivity and well-being.

Can I get a trial for Microsoft Viva? Microsoft often offers trials for Viva modules. You should check with a Microsoft licensing partner to see if they are available.

What languages are supported by Viva Topics? Viva Topics supports multiple languages. The list of supported languages may vary, so verify with Microsoft for updates.

Is Viva available for government organizations? Yes, but availability may differ based on the regulatory environment. Government organizations should confirm specific details with Microsoft.

Final Thoughts

Microsoft Viva offers organizations a unique opportunity to enrich the employee experience by focusing on communication, well-being, learning, and knowledge sharing.

The licensing options allow businesses to customize their approach to improving employee experience, whether they start small with Viva Connections or invest fully in the Viva Suite.

To get the most out of Microsoft Viva, it is crucial to match the right licensing model with your organizational needs, considering your budget, employee engagement strategies, and scalability requirements.

Consulting with a Microsoft licensing specialist can further help align your business goals with the appropriate Viva modules, ensuring you create an efficient and supportive work environment for your team.