Copilot For MS 365
Copilot For MS 365
Microsoft 365
Adoption Playbook
A step-by-step implementation guide
for business leaders
Introduction Get ready Onboard and engage Deliver impact Extend and optimise Next steps 2
INTRODUCTION
Welcome to
Organisations across industries have gone from Who do I give the first Copilot seats to?
•
talking about AI to deploying it at scale. After
just three months of using Copilot, 70% of users Where can my organisation get the
•
Copilot for
said they were more productive and 68% felt most productivity gains?
it improved the quality of their work. And the
most effective Copilot users? They saved more How do I get employees up and
•
than 10 hours per month.1 running quickly?
1
What Can Copilot’s Earliest Users Teach Us About AI at Work?, Work Trend Index Special Report, Microsoft, November 2023.
Introduction Get ready Onboard and engage Deliver impact Extend and optimise Next steps 3
Satya Nadella
Chairman and CEO Microsoft2 2
Will AI Fix Work?, Work Trend Index Annual Report, Microsoft, May 2023.
5
Step 1
How can I control access Are there additional safeguards Where is Copilot data What about eDiscovery Are there copyright risks
to data and prevent I should consider for meeting stored and processed? and legal holds? in using content generated
oversharing? transcripts? by Copilot?
Because Copilot inherits all your existing The meeting owner controls who Because Copilot is a core Microsoft 365 Copilot prompts and responses are The Microsoft Copilot Copyright
Microsoft 365 security and compliance has access to transcripts. Everyone service, the data it uses resides in your considered your data. You can query Commitment protects your intellectual
requirements, only people with the right in a meeting will see an alert that geographical region. That means it with eDiscovery or apply legal hold just property, as well as the intellectual
permissions can access the content it the meeting is being recorded, and complies with Microsoft processing like any other content. Copilot activities property of others. If you use Copilot
generates. Before rolling out Copilot, the transcript is subject to retention commitments for that region. For are always available in your audit to generate content for your business
it’s important to audit the data access policies your admins set and enforce. example, if your organisation is in log should you need to refer to them. and a third party sues your organisation
conditions, retention controls and If you want to use Copilot in a meeting, Europe, be assured that Copilot complies for copyright infringement, Microsoft
sensitivity labels you already have set but not create a recording, you now with our processing commitments under will defend you and pay the amount of
up. These policies and settings can be have the option to enable it without the EU Data Boundary. any adverse judgements or settlements
managed centrally and applied across all a transcription. When you enable as long as you used the guardrails
your apps. Copilot without a transcription, Copilot and content filters built into Copilot.
can answer questions and provide
information during the meeting,
but no record of those interactions
will be retained afterwards.
Introduction Get ready Onboard and engage Deliver impact Extend and optimise Next steps 8
Step 2
Ashley Haynes-Gaspar
Chief Revenue Officer Lumen Technologies5 5
Lumen’s strategic leap: How Copilot is redefining productivity and employee engagement, Microsoft Customer Stories, May 21, 2024
Introduction Get ready Onboard and engage Deliver impact Extend and optimise Next steps 10
PRO TIP
Show the value of Copilot in specific roles to drive greater usage. For example:
Impact by Function
Create a more efficient Create a marketing pitch Drive better sales presentations Deploy a critical update with Focus on the high-value tasks
hiring process in record time with an AI assistant the help of Copilot to complete an acquisition
Create a job description by asking Discover trends and outliers in the Create a bulleted list of notes Create a project plan for the Summarise the due-diligence
Copilot in Word to suggest skills, latest market research with Copilot using recent email threads before upcoming roll-out based on information from the operations
qualifications and responsibilities. in Excel to identify which markets the meeting with the customer to a previous project plan and and legal team.
to target with promotions. understand the questions that need product documentation.
Conduct a group interview in to be addressed. Use Copilot to add a section to
Microsoft Teams and ask Copilot Draft a targeted promotion plan Meet on Teams to discuss the the offer sheet discussing some
to summarise the contributions of with suggested taglines using Give the customer your full plan and use Copilot to keep track conditions for the deal based on
each candidate. Copilot in Word. attention in a meeting by relying of unanswered questions. a previous meeting transcript.
on Copilot to handle the meeting
Discover the best candidates for Transform the engineering team’s notes. Create a presentation on the roll- Use Copilot in Excel to refine the
a position by having Copilot extract design documentation from a Word out by using Copilot to create slides deal analysis based on negotiations
skills, experience and qualifications doc into a pitch deck in PowerPoint Draft the final proposal using based on the project plan Word and changes in the economic
from a set of resumes. with Copilot. Copilot to take content from doc. environment.
your emails, meeting notes and
presentations.
Learn more about role-specific ways to use Copilot in the Copilot Lab.
Introduction Get ready Onboard and engage Deliver impact Extend and optimise Next steps 11
Step 3
AI centre of excellence. The AI Council is led a helpful catalyst for getting your AI council
established and can be a great way to secure
Copilot becomes an integral part of how people
work every day.
by their CXO and includes members from early AI wins for your organisation.
Executive sponsor: Drives adoption and infuses
across the organisation. Their primary goal While your AI council will uniquely reflect your confidence in the technology among employees.
company’s needs, it should include the following An executive sponsor that’s an active champion
is to oversee the business transformation members: (showing how they’re using Copilot and talking
about its benefits) signals that embracing
process for how generative AI can serve the IT enablement team: Ensures your organisation and integrating generative AI into day-to-day
needs of the EY businesses and those of their implements Copilot seamlessly from a
technical standpoint. This team is responsible
processes isn’t just accepted, it’s encouraged.
customers. They meet regularly and ensure for preparedness and roll-out, providing
onboarding support, as well as managing
Risk management expert: Represents the
company’s best interests by ensuring overall
that organisational insights are shared in real feedback and compliance. compliance to relevant AI regulations and
ethical standards. They also help ensure your
time. organisation’s AI initiatives are transparent,
accountable and trustworthy. Read ‘Leading in
the Era of AI: Creating an AI council’ to guide
you in this process.
Introduction Get ready Onboard and engage Deliver impact Extend and optimise Next steps 12
Step 4
Effective change management is vital for Manage expectations Highlight the capabilities of Copilot to help promote transparency and user satisfaction, while minimising
implementing an AI tool like Copilot, as it potential misconceptions. For example:
ensures your organisation views it as not just As part of this training and communication, it’s
new technology, but a new way of working. important users develop a clear understanding Copilot is not like a search bar. Don’t ask it how many Copilot is not about delivering highly standardised,
It requires leaders to measure attitudes of what Copilot can and can’t do. Equally miles the earth is from the sun (it knows, but Bing repeatable outputs. Instead, use it to create a first draft
and manage expectations. important is educating people on when to is faster). Instead, use it to search across your content – and regenerate the content until you find the text
use AI capabilities and when to rely on human and prepare for meetings. you want to work with.
Measure attitudes and interest expertise. Emphasising that the user is in
the driver’s seat – or the pilot, if you will – is
Ask Copilot: Write an intro paragraph
A key part of change management is recognising a great way to communicate the limitations Ask Copilot: What’s the latest from [person],
for this document and make it sound
that diverse perspectives around AI exist – and and strengths of AI overall. organised by emails, chats and files?
[professional].
knowing that you’ll likely see a combination
of enthusiasm and scepticism. Today, 75% of
knowledge workers use AI at work. But 46% of
Copilot is not prescriptive where you have to get Copilot is not always right – and it’s good to embrace
them only started using it less than six months exactly the right words in exactly the right order to how it’s usefully wrong. Instead, use it to generate
ago.6 get exactly the right result. Instead, guide the response ideas to jump-start creativity.
using cue words and context – then revise your
An effective adoption strategy must cater prompt if you’re not happy with the initial results.
to these diverse attitudes, providing support,
training and clear communication to transition
Ask Copilot: Write an article about
workflows and mindsets into an AI-powered Ask Copilot: Create a list of titles for [this
[cybersecurity tips]. Include: [secure home
future of work. presentation].
networks, multifactor authentication].
6
Will AI Fix Work?, Work Trend Index Annual Report, Microsoft, May 2023.
Introduction Get ready Onboard and engage Deliver impact Extend and optimise Next steps 13
Jared Spataro
CVP, Modern Work at Microsoft8 8
Jared Spataro, Why boomers are catching up with AI faster than Gen Zers, according to Microsoft’s modern work lead, Fortune, October 20, 2023.
14
Step 5
Saiprasad Jammulapati
7
Wipro invests USD 1 Billion in AI, trains 200,000 employees on GenAI principles with Microsoft Copilot, Microsoft Customer Stories, March 22, 2024 Wipro Global Head of the Office of the CIO and CIO for Europe7
Introduction Get ready Onboard and engage Deliver impact Extend and optimise Next steps 16
Step 6
Step 7
Employees will see productivity gains Here are some top training resources to help Those who view Copilot as a way to amplify what they’re already doing – not just as a search engine –
immediately with Copilot. But how each user your organisation get started: will gain value the fastest. Encourage employees to:
personalises their Copilot usage will evolve
dramatically over a six to 12-month period, rompt guidance: Understand
P
so providing ongoing training is critical to the ingredients for a great prompt.
Build a daily habit. Think like a manager.
optimising that journey.
opilot adoption: Get resources for
C Regular use of Copilot helps employees Knowing how to delegate tasks to Copilot –
quickly learn how to get better responses as if it’s an eager intern – is essential. To
Prompting – the process of giving clear deploying, using and scaling Copilot
and take full advantage of the AI capabilities do this, users must be able to create clear,
commands to get the right results out of an AI at your organisation. in their everyday routine. concise prompts with defined parameters,
tool – is likely a new skill for many employees. evaluate the results and decide what do
Better inputs lead to better outputs and this opilot capabilities: Discover
C next with the content Copilot generates.
requires consistent practice, so Copilot becomes learning materials for users, admins
a natural extension of the work process. and business leaders.
Business leaders should publicise a variety opilot Lab: Find tips for better prompts
C
of resources and guidance and promote and explore prompts to try in different apps. Make the most of reclaimed time. Provide feedback.
collaborative sharing of best practices. This way, Guide employees to be intentional with the Encourage employees to give feedback when
Copilot users can stay updated on new features, opilot for Work: Discover work scenarios
C time they save with Copilot. Remind teams Copilot prompts them to. This will continue
troubleshoot issues and learn from each other’s and how Copilot can become your it’s not about doing more overall – it’s about to improve and refine their experience.
doing more of the things that drive value at
experiences. A culture of continuous learning AI assistant.
both the individual and organisational level.
can also increase user engagement, satisfaction
and productivity with Copilot. Viva Learning: Use the course catalogue
to learn new skills for the world of AI.
18
Emma Land
Global Head of Employee Communications dentsu9 9
Dentsu drives creativity and growth for brands, supported by Microsoft Copilot, Microsoft Customer Stories, November 15, 2023.
21
Step 11 Step 12
Tailor Copilot Optimise with
to your business. role-based extensions.
Introduction Get ready Onboard and engage Deliver impact Extend and optimise Next steps 22
Step 11 Step 12
NEXT STEPS
with Copilot
tremendous business transformation – and the when the time is right. The steps in this guide
pace of innovation with Copilot is only going will also help you gain buy-in at every level of
to accelerate. your organisation so you can build an AI-centric
culture, which is the true secret to gaining
If you follow the steps in this playbook, you a competitive edge with this technology.
can be confident that you’re approaching
AI transformation intentionally. You’ll have
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