Generation M(anaged Metadata)

In today’s fast-paced business landscape, managing and harnessing knowledge effectively is paramount to maintaining a competitive edge. Microsoft Viva Topics is a powerful tool that uses artificial intelligence (AI) to organize and surface knowledge across an organization. One of the key features of Viva Topics is its ability to generate topics automatically. In this blog post, we will explore how Managed Metadata Terms can be used to generate Viva Topics, streamlining knowledge organization and retrieval processes.

Understanding Managed Metadata Terms

Managed Metadata Terms are a feature within Microsoft SharePoint that allows organisations to create a predefined set of terms, known as term sets, to categorize and tag content consistently. These terms can be hierarchical, providing a structured framework for classifying information. Traditionally, Managed Metadata Terms have been primarily used for content tagging and search enhancements. However, with the integration of Viva Topics, they can now play a vital role in generating topics.

In the example below we can see a Term Set that contains several entries for key customers for our organisation.

Leveraging Managed Metadata Terms for Viva Topics

By integrating Managed Metadata Terms with Viva Topics, organisations can create a seamless and efficient knowledge management ecosystem. Here’s how the process works:

• Step 1 – Create and manage term sets: Start by developing well-defined and relevant term sets that align with your organisation’s knowledge domains and areas of expertise. These term sets can encompass various aspects such as products, services, projects, departments, or any other relevant categories.

• Step 2 – Associate terms with content: Once the term sets are created, they can be associated with various content types within your organisation’s SharePoint environment. This association can be done manually or through automated processes, depending on the volume and nature of the content.

• Step 3 – Automatic topic generation: Viva Topics utilizes AI algorithms to analyze content and identify patterns, relationships, and topics. By incorporating Managed Metadata Terms, the system can leverage the structured classification provided by the terms to generate topics accurately. The hierarchical nature of the terms helps in creating a taxonomy that enables a granular understanding of the content. In this example I’ve added four location terms to match the physical office locations of the organisation.

Below is the Topics Generation status for the Locations Term Set.

• Step 4 – Knowledge discovery and exploration: Once the topics are generated, Viva Topics enables employees to discover and explore relevant knowledge easily. Users can access curated topic pages that provide a consolidated view of information related to a specific topic. These pages are automatically updated as new content is added or existing content is modified, ensuring the knowledge remains up to date.

It is important to note that there must be AT LEAST ONE document that will match the term for the topic to be generated.

Once the Topic has been generated, it is up to the Knowledge Mangers in the organisation to populate the Topic page. You can see the Manchester page below:

Benefits of Generating Viva Topics from Managed Metadata Terms

1. Consistency and accuracy: Managed Metadata Terms provide a consistent and standardised way of classifying content. By using these terms to generate Viva Topics, organisations can ensure that the generated topics align with their predefined knowledge structures, enhancing accuracy and relevancy.
2. Improved discoverability: Viva Topics simplifies the process of knowledge discovery by surfacing relevant information based on topics. Users can quickly find the content they need, regardless of where it resides in the organisation’s SharePoint environment, resulting in increased productivity and efficiency.
3. Scalability and adaptability: Managed Metadata Terms can be easily modified and expanded as the organisation’s knowledge landscape evolves. The integration with Viva Topics allows for seamless updates and adjustments, ensuring that the generated topics remain aligned with the changing needs of the organisation.
4. Time and resource savings: By automating the topic generation process, organisations can save time and reduce the burden on knowledge managers. The AI-powered algorithms in Viva Topics can analyze vast amounts of content quickly, providing near-instantaneous topic suggestions.

Conclusion

The combination of Managed Metadata Terms and Viva Topics presents a powerful solution for simplifying knowledge organisation and retrieval. By leveraging the structured classification provided by Managed Metadata Terms, organisations can generate accurate and relevant topics effortlessly. This integration not only enhances the discoverability of knowledge but also ensures consistency and scalability. As businesses strive to harness the power of their collective knowledge, generating Viva Topics from Managed Metadata Terms becomes an essential tool in creating a robust knowledge management ecosystem.