Strategic intracompany communication: GASAG Group optimizes information flow with Viva suite

The challenge: Numerous tools and access points for retrieving information

Sustainability is a watchword at the GASAG Group, and the company sees itself as a driving force behind the energy transition in Berlin and Brandenburg. Its aim is to make all processes and products climate-neutral by 2040—five years ahead of the statutory requirement. Some 1,700 employees are fully committed to making this ambitious contribution to the energy transition a reality. “Due to the extremely varied nature of our divisions, our people have a range of different work routines. Some spend all day at construction sites or plants, others work mainly on the computer—either remotely or in our offices,” says Laura Lang, Internal Communication Consultant at the GASAG Group. Her goal is to make sure that content reaches all employees. “It’s our job to provide clear and structured information about current projects and other corporate culture topics in line with Group strategy,” Lang says. “Our core digital tools here are our intranet, which is based on SharePoint, and Viva Engage as our internal social network. Both of these were accessible via web browser or their own mobile apps. And for digital and hybrid events, we also use Microsoft Teams.” This meant that the only way employees could access the various key communication channels was by using a range of different applications.

“The GASAG Group has been using Microsoft 365—and thus reaping the benefits of the cloud—since 2018,” says Steffen Löber, IT Architecture & Operations Consultant at GASAG. Kati Nadje, Head of Change & Culture at GASAG, adds: “As part of that rollout, we ran an extensive change campaign and worked with our colleagues to identify the added value for the GASAG Group. Looking back, that paved the way for digital collaboration and prepared us for the introduction of Microsoft Viva.”

The solution: Microsoft Viva in Teams as central access point for communication, information, and learning tools

The impetus for rolling out Microsoft Viva throughout the company came from the Viva Goals module, which allows firms to bring transparency to their objectives and key results (OKRs) and manage and track them easily. OKRs help managers define measurable objectives and work toward achieving them using key results. “Many of our divisions had already been applying this management method for a long time. We wanted to make this process easier for them and help other divisions get started. That meant we needed an agile management model,” Nadje says. Instead of merely providing a new tool, the GASAG Group also wanted to explore the methodology of working with OKRs. To do so, it enlisted the help of Communardo, a member of the Microsoft Partner Network. “It’s important to understand the overall framework and philosophy behind OKRs. After all, they offer an entirely new way of formulating objectives and making employees a part of this process,” says Peter Geißler, Director People & Work Experience at Communardo. “Viva Goals makes it easier for employees to see how the work they do helps attain their company’s major objectives.” This creates an understanding of what the shared goals are and motivates people to what they can to achieve them.

When it comes to internal communication, the Viva suite provides a central access point. Gone are the days of having to use a web browser or smartphone app to read the latest news on the intranet. “In the Teams app, colleagues can access content directly by clicking on Viva Connections. That’s particularly useful for those employees who want to stay up-to-date while on the move,” Lang says. “Microsoft Teams lets us do more than call, chat, and exchange information—it also gives us a way of accessing our central information and knowledge applications from anywhere and without media discontinuity.” What’s more, the Viva Engage module makes it possible for employee communities to exchange ideas, post content, and report on topics within the company’s own social network.

At the GASAG Group, Viva Learning consolidates access to a range of educational and knowledge content within Teams. “Viva Learning provides us with a central access point to content that in the past was available piecemeal through different channels. Internal training tools, media content, vodcasts, and recordings of in-house events can now be accessed for educational purposes through a central channel,” Nadje says. Viva Learning also makes learning much more intuitive. The module can provide content tailored to an individual’s interests and search history without their having to actively search for it.

The company has now also just completed the pilot phase of Viva Insights. Observing all data protection regulations, this module supplies data-driven insights and recommendations for efficient collaboration, increases productivity, and effective work-life balance. But people often have reservations about such tools. “That’s why we want to do all we can to resolve any concerns, provide user guides, offer training, and highlight the added value,” Nadje says. No matter whether the goal is to set up focus periods or fixed break times, this tool can map out each individual’s own way of working.

The GASAG Group plans to expand its use of all these modules while also exploring the benefits of Viva Amplify. This module provides communications specialists with a central environment in which to plan, create, and post content for multiple channels and target groups, as well as to manage and assess campaigns. Information on new topics can then be released via all apps and modules simultaneously, which creates speed and flexibility. “Microsoft Viva offers enormous potential for our company—especially with regard to communication and knowledge transfer,” Nadje says.