Let me tell you a quick story. A few months ago, a friend of mine who manages a remote team at a mid-sized company called me in frustration. “We’re drowning in tools, but my team still feels disconnected,” she said. “We’ve got email, Slack, Teams - you name it. But somehow, people still miss updates, and engagement is at an all-time low.” Sound familiar? It’s a problem I’ve seen over and over again, especially in today’s hybrid work world.

Here’s the kicker: poor internal communication doesn’t just frustrate employees - it costs businesses big time. On average, companies lose $12,506 per employee every year due to miscommunication. And the alignment gap between leaders and employees? It’s wider than most people think. While 66% of leaders believe they’re in sync with their teams, only 44% of employees agree. That’s a huge disconnect.

That’s exactly why tools like Microsoft’s Viva Engage are getting so much attention. It’s not just another communication app - it’s designed to bring teams together, whether they’re in the office, working remotely, or on the frontlines. In this article, I’ll walk you through how Viva Engage works, its standout features, and how it compares to what we’re building at Pebb.io. Let’s dive in and explore how to truly connect your team, no matter where they are.

Intro to Microsoft Viva Engage: Best Practices, Case Studies, and Demos | Webinar

Key Features of Viva Engage for Employee Communication

Let me walk you through some of the standout features of Viva Engage that have the potential to reshape how your organization communicates and collaborates. These tools go beyond the basics, creating opportunities for deeper connections and more effective teamwork.

Building Communities

Think of Viva Engage communities as virtual gathering spots where meaningful conversations happen. Unlike the quick, task-oriented chats you might find on other platforms, these spaces are all about fostering relationships and sparking genuine engagement. The best part? Employees can set up and customize communities around shared interests, departments, or topics without needing IT's green light.

Once a community is up and running, admins can tweak the look and feel to match the group's vibe, invite members, and kick off discussions. Members can jump in to share posts, tag coworkers using @mentions, and even pin key conversations to keep the dialogue flowing. These communities aren't just about chatting - they're about building connections that last. And when leaders get involved, they can use these spaces to inspire and connect with their teams on a deeper level.

Leadership Communication

One of the biggest challenges in any organization is keeping leaders connected with their teams. Viva Engage tackles this head-on by giving leaders tools to share their vision, provide updates, and interact directly with employees. It’s a smart way to strengthen workplace culture, manage changes, and keep everyone aligned.

Admins can designate leaders and set up audience groups - up to 40 different ones per leader! This makes it easy for leaders to target the right people with their messages. Features like the Leadership Corner let leaders host AMAs, post surveys, and share news, while delegate managers help manage content and audiences seamlessly. Plus, when group memberships change, updates are reflected automatically within a day. By making leadership communication more personal and accessible, Viva Engage helps bridge the gap between employees and decision-makers.

Sharing Knowledge

Let’s face it: important ideas often get buried in email threads or forgotten in shared folders. Viva Engage changes the game by turning those lost insights into a searchable treasure trove of knowledge. Employees can ask questions, share ideas, and even vote on the best answers, creating a collaborative space where solutions are crowdsourced and celebrated.

When someone posts a question, it doesn’t just help in the moment - it becomes part of a searchable database that future employees can tap into. And with the storyline announcements feature, critical updates reach employees across Outlook, Teams, and Viva Engage itself. This ensures that no one misses out on important information, making communication smoother and more effective.

Getting Employee Feedback

Gathering feedback can sometimes feel stiff and overly formal, but Viva Engage makes it feel natural - like part of the everyday flow. Whether it’s through polls, surveys, or open discussions, the platform offers plenty of ways to hear what employees really think.

One standout feature is the Ask Me Anything (AMA) events. These sessions let employees ask leadership questions in a casual, open setting, breaking down the usual barriers and encouraging honest conversations. Feedback often happens in community spaces, where everyone can see, comment on, and build on each other’s ideas. It’s not just about collecting opinions - it’s about creating a collaborative environment where solutions come to life.

Microsoft 365 Integration

Here’s where Viva Engage really shines: its seamless integration with Microsoft 365. Because Viva Engage communities are built as Microsoft 365 groups, they’re automatically connected to tools like shared files, calendars, and collaborative workspaces.

How to Use Viva Engage Effectively

When it comes to making the most out of Viva Engage, success lies in thoughtful planning and clear execution. Let me walk you through how we’ve seen organizations transform their internal communication using this platform.

Setting Clear Goals

Before diving in, you’ve got to ask yourself: What are we trying to achieve here? The best results come from starting with specific, measurable goals that align with your company’s bigger picture. Here’s a surprising stat: the average high-earning full-time employee loses 46 workdays a year due to poor communication. That’s a lot of wasted time - and money.

To get started, conduct an internal communication audit. This means taking a hard look at your existing channels, seeing how aligned employees are with company goals, and evaluating how leadership messages resonate. This audit gives you a solid starting point to measure progress.

"Clear internal communication goals will help employees and management reach common ground, ensure employees understand the organization's direction, and accelerate everyone actively supporting it."

Here’s a tip: use the SMART framework to set your goals. Instead of saying, “We want better engagement,” try something like, “We’ll increase active participation in our company-wide community by 30% in six months.” Be clear about what you’re aiming for - whether it’s improving engagement, sharing updates faster, or collecting feedback from frontline workers. According to SWOOP Analytics, organizations with the highest engagement have 37% interactive users, compared to the global average of 27%.

And don’t forget to identify key players early, like stakeholders and community managers. They’ll be the ones championing the platform and keeping conversations alive.

Once your goals are set, it’s time to focus on bringing employees on board.

Best Practices for Employee Engagement

Here’s the thing: you can’t just announce Viva Engage and expect everyone to flock to it. You need to make it the place for exclusive updates and meaningful discussions.

Start by involving leaders. When Microsoft CEO Satya Nadella contributed to the company’s #2022Reflections campaign on Viva Engage, his post racked up over 200,000 impressions. Research shows that when senior leaders actively engage - whether by reacting to posts or replying to comments - participation rates shoot up.

"The more the leaders participate in the conversations, we notice a higher employee engagement. The conversations flow seamlessly, making employees feel more connected to the company's vision. YamJams have been particularly helpful in bridging the virtual gap across hierarchies, leading to a sense of belongingness." - Shailesh Kumar, General Manager – Communications Performance Management, Schneider Electric

Another great idea is creating ambassador programs. Air Canada nailed this with their “Yambassadors” initiative in 2025. They brought in active users from different branches to host monthly Q&A sessions. This sparked similar programs in areas like health, diversity, and cybersecurity.

To keep the content engaging, follow what I call the 1-2-3 rule:

• Tag colleagues with @mentions to pull them into the conversation.

• Use eye-catching images to grab attention.

• Actively reply to comments to keep the momentum going.

Posts with questions, for example, get 150% more replies. And don’t sleep on AMA (Ask Me Anything) sessions - they’re fantastic for breaking down barriers between leadership and employees. Oh, and those ‘stories’ features? They’re perfect for behind-the-scenes glimpses that make leaders feel more relatable.

Once you’ve got these strategies rolling, it’s time to measure their impact.

Tracking Success with Analytics

Here’s where the magic happens: analytics. Viva Engage’s dashboard gives you all the data you need to see what’s working and what’s not. You can track metrics like active users, engagement rates, and community growth.

One tech company found that posts by leadership got way more engagement than those from mid-level managers. Acting on this insight boosted their engagement by 35% in just two months.

"When a colleague sees the potential reach of messages in certain communities this instantly sells the channel, and they no longer want to send everyone an email – which we know does not always perform well." - Sally Jackson, Senior Manager, Content and Channels, National Grid

Here’s a pro tip: combine Viva Engage data with other sources like HR systems or help desk stats. This gives you a bigger picture of how communication impacts business results. Engaged teams, for instance, show 21% higher profitability. Experiment with different content types, posting times, and strategies to see what resonates with your team.

Including All Employees

One of Viva Engage’s greatest strengths is its ability to connect everyone - including frontline workers who might not have regular access to email or other traditional tools. But making this happen takes intentional effort.

Tailor your content to different groups. For example, frontline workers might care more about shift updates and safety tips, while office employees might want to hear about strategic goals and workplace culture.

"Not everyone works in a formal office environment so this channel ensures we reach and include everyone. People engage at their own leisure based on what interests them." - Rajinder Pryor, Head of Business Partnering, Network Rail

Keep your messages short, use simple language, and add visuals to grab attention quickly. Dedicated communities for different departments, locations, or interests can also help employees feel represented. Research shows that connected teams see a 20-25% boost in productivity. And don’t forget to gather feedback regularly through polls and surveys. This ensures Viva Engage becomes a natural part of everyone’s workday - not just another tool they have to deal with.

Examples of Viva Engage in Action

Connecting Frontline and Remote Workers

Did you know that two-thirds of frontline workers say leadership messages barely reach them? Even worse, a third feel like their concerns go unheard when they try to raise workplace issues. That disconnect doesn’t just hurt morale - it drags down productivity, too.

Here’s where Viva Engage steps in. It creates dedicated spaces where frontline workers can connect directly with leadership and colleagues from other departments. Imagine retail associates sharing ground-level insights with corporate teams or manufacturing workers jumping into company-wide discussions. Suddenly, those frustrating silos start to crumble.

One standout feature is the ability to host regular Ask Me Anything (AMA) sessions. These give frontline workers a direct line to leadership, opening up two-way communication that fosters trust and strengthens everyone’s connection to the company’s mission. And when urgent updates need to be shared? This platform ensures they’re delivered without a hitch.

Sharing Urgent Updates

Speaking of urgent updates, Viva Engage has a way of making sure no one misses a beat. Push notifications deliver critical information straight to the right people, right when they need it. Microsoft has even rolled out new features that let companies tailor these updates by role, ensuring the right message hits the right audience every time.

Think about scenarios like safety alerts on the factory floor, weather-related closures in retail stores, or security updates across multiple office locations. Instead of juggling emails, texts, and other channels, Viva Engage sends vital information directly to the people who need it most. It’s a game-changer for keeping everyone on the same page.

Recognizing Employee Achievements

Beyond just keeping people informed, Viva Engage excels at celebrating wins. The platform’s recognition tools let team members publicly acknowledge each other’s accomplishments, which does wonders for morale.

And the numbers back it up: engaged teams are 17% more productive, and engaged employees are 59% more likely to come up with fresh ideas. With Viva Engage, you can even create custom praise posts - like recognizing someone as a "problem solver" - to spotlight contributions that align with company values.

Supporting Peer Learning

Here’s something I’ve learned: some of the best ideas don’t come from formal training - they come from casual conversations with colleagues. Viva Engage taps into this by creating a space for peer-to-peer learning.

Employees can crowdsource ideas, troubleshoot problems, and share knowledge. For example, companies have set up communities focused on customer service tips, technical troubleshooting, or even industry trends. It’s like having an always-on brainstorming session that captures expertise and makes it searchable for future use.

At Pebb, we’ve built similar tools into our platform because we know the best insights often come from the people doing the work every day. While Viva Engage offers these features as part of Microsoft’s broader ecosystem, we provide a more focused and budget-friendly alternative at just $4 per user. This makes peer learning accessible for businesses of any size, ensuring no great idea goes unnoticed.

Conclusion

Why Viva Engage Stands Out

Viva Engage has reshaped how teams connect and collaborate, showing real results in improving internal communication. Just look at Microsoft: after rolling out new features, their employee engagement almost doubled - from 38% to 71% - in just four months (November 2022 to March 2023). That’s no small feat.

The platform breaks down communication barriers, whether it’s helping frontline workers feel heard or keeping remote teams in sync. Its analytics tools provide actionable insights to refine your communication strategies, and the crowdsourcing forums make it easier to tap into your team’s collective brainpower for solving everyday problems.

The Bigger Picture for Digital Communication

Today’s workplaces demand tools that connect every employee, no matter where they are. Chris Owen from Microsoft’s Viva program summed it up perfectly:

"We're creating an environment where deep, meaningful human connection is ambient. If we solve for that, we won't have this perceived dichotomy between flexible or hybrid work and employees who feel connected."

While Viva Engage has proven its value, it’s not the only option. For organizations looking for a more streamlined and budget-friendly alternative, Pebb might be the answer. At just $4 per user, Pebb combines work chat, news feeds, voice calls, people directories, and more - all in one easy-to-use platform.

If communication gaps are holding your team back, now’s the time to act. Strengthening internal communication doesn’t just empower employees - it drives your organization’s success forward.

FAQs

How can Viva Engage improve communication between leadership and frontline employees?

How Viva Engage Brings Leaders and Frontline Teams Together

At Pebb.io, we've seen firsthand how Viva Engage has transformed the way leaders and frontline employees communicate. It creates a shared space where everyone - from the CEO to the team on the ground - can have open, honest conversations. Leaders can post updates, respond to feedback, and join discussions directly with their teams, which builds trust and makes everyone feel like they’re part of the bigger picture.

One of my favorite features is the community-based discussions. These allow frontline employees to share their thoughts, ideas, and even concerns without feeling like their voices are lost in the shuffle. And with targeted messaging, leadership stays in the loop without being overwhelmed. This back-and-forth communication doesn’t just make things run smoother - it helps solve problems faster, strengthens engagement, and creates a workplace where people feel connected and valued. It’s a game-changer for building a team that works as one.

What are the best ways to boost employee engagement with Viva Engage?

To get the most out of Viva Engage and genuinely connect with your team, it all starts with building a sense of community and recognition. One way we’ve done this is by encouraging everyone to jump into discussions, give shout-outs for team wins, and share their success stories. It’s amazing how much energy builds when people feel seen and celebrated.

Leadership involvement is another game-changer. When leaders actively participate - posting updates, answering questions, or even just recognizing someone’s hard work - it sets the tone for the rest of the team. Trust me, seeing a manager engage directly makes a huge difference.

Then there are the interactive features. Using tools like @mentions is a simple but powerful way to loop people into conversations and keep communication flowing. It’s not just about talking at people; it’s about creating a space where everyone feels included.

And here’s a tip: a solid launch strategy can make all the difference. When we rolled it out, we focused on showing how Viva Engage could make collaboration easier. We even built a little buzz around it to get everyone excited. The result? A more connected and motivated team ready to dive in.

It’s all about creating a culture where trust and connection thrive. When people feel like they’re part of something bigger, engagement naturally follows.

How can organizations track the success of their internal communication efforts with Viva Engage's analytics?

Organizations can get a clear picture of how their internal communication strategies are performing by tapping into Viva Engage's analytics tools. These tools provide insights into key engagement metrics like reactions, comments, shares, and views on posts. It’s like having a pulse on how employees are interacting with your content.

By diving into this data, leaders can spot patterns, gauge overall engagement levels, and tweak their communication strategies to better resonate with employees. This approach helps ensure that every message not only reaches its audience but also sparks meaningful interaction and supports the company’s bigger goals.

Related posts

• 10 Best Practices for Internal Communication Success

• 7 Ways to Boost Remote Team Communication in 2025

• Viva Engage vs. Yammer: What’s Changed and What You Need to Know

• Viva Engage vs. Slack vs. Pebb: Which Platform Fits Your Culture Best?