Best Practice for Broadcasting Internal Communications in Microsoft 365

Question

I am planning the architecture for a solution to create a centralized system for broadcasting a company's internal communications (such as event news, IT alerts, HR announcements, etc.).

The main requirements for the solution are:

Audience Segmentation: The ability to send communications to specific groups (e.g., "all employees," "directors only").

Visual Content: The solution must allow for the inclusion of images in the messages to make them more engaging and informative.

Delivery via Microsoft Teams: The primary delivery channel for these communications is Microsoft Teams, ensuring employees receive notifications where they are already working.

Considering these requirements, I would like to ask the community:

What is the design pattern, or the combination of Microsoft 365 tools, that you consider a best practice for this type of broadcast solution?

Thank you in advance for any insights or recommendations!

Answer 1

Hi @Leonardo Valério

Thank you for reaching out to the Microsoft Q&A Forum. 

I understand you're looking for the best practice to build a centralized solution for internal communications in Microsoft 365, one that needs to support audience segmentation, include visual content, and deliver notifications primarily through Microsoft Teams. As a forum moderator, I can help guide discussions and share insights based on public documentation and community knowledge.  

Here is the modern solution that can help you, which leverages Viva Amplify, Viva Engage, and SharePoint. This model positions Viva Amplify as the central coordination hub, allowing you to author content once and distribute it across multiple channels to the correct audience, while also providing valuable analytics. Please refer to the following steps:   

1. Set Up the SharePoint Communication Site: 

Create a dedicated SharePoint Communication Site to serve as the authoring and storage location for all official announcements. 

Reference: Create a SharePoint communications site in Teams with Microsoft 365 for business - Microsoft 365 Business Premium | Microsoft Learn 

2. Configure the Coordination Hub (Viva Amplify): 

Enable and configure Viva Amplify within your Microsoft 365 tenant. In Viva Amplify, you will define your target audience segments. Viva Amplify allows you to use Microsoft 365 Groups or dynamic groups in Microsoft Entra ID (formerly Azure Active Directory) to precisely segment your audience. 

Reference: Set up Microsoft Viva Amplify | Microsoft Learn 

Note: Viva Amplify requires a Viva Suite or Viva Employee Communications and Communities license. 

3. Prepare Distribution Channels (Teams & Viva Engage): 

Once the content is created in Viva Amplify, you can set up the channels where you want the announcements to be delivered. Then, integrate the Viva Engage app into Teams and create communities corresponding to your audience groups.  Note: Create a company-wide team with a general channel for important announcements. Viva Amplify will post directly to this channel for the audiences you have selected. 

4. Integrate and Run the Communication Campaign: 

Use Viva Amplify to create and execute a multi-channel communication campaign.  The process for the communications manager would be:  Open Viva Amplify, create a new campaign, and add the SharePoint article. They then select the target audience and the desired channels (e.g., Teams, Outlook). Viva Amplify automatically formats and pushes the message to the selected channels, ensuring only members of the specified group receive it. 

I hope this information can help you to solve your issue soon. If the issue persists, please feel free to send me more information 

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