What to Focus On for a Smooth Microsoft 365 Copilot Implementation
You want your Microsoft 365 Copilot rollout to be easy, right? You are not the only one.
80% of organizations are trying or planning to try Microsoft 365 Copilot.
You will face many problems during this process. Here are some of the most common problems:
To beat these problems, you should focus on the key steps for success: adoption, security, and data quality.
Key Takeaways
Make sure your team uses Microsoft 365 Copilot every day. This helps everyone work better and get things done faster.
Keep your data safe by focusing on security. Set up access controls to stop people who should not see your data. This helps prevent data leaks.
Keep your data clean and organized. Good data helps Copilot give correct answers.
Use good change management plans. Talk clearly with your team and give training. This helps everyone learn the new tools.
Check your data and security often. Update them when needed. This keeps your system working well and safe.
Key Steps for Microsoft 365 Copilot
When you begin using Microsoft 365 Copilot, you should pay attention to three main things: adoption, security, and data quality. These steps help you use Copilot well and avoid problems. Let’s see what each step means and why it is important for your company.
Adoption
Adoption means getting your team to use Copilot every day. If people do not use Copilot, you will not get any benefits. When your team feels good about Copilot, work gets done faster and results improve. For example, Vodafone found that workers using Copilot save about 3 hours each week. That is like getting back 10% of their work time! Lumen Technologies thinks Copilot will help sales teams save $50 million every year.
Here are some reasons why adoption matters:
It lets you get value from your investment.
It makes work easier and faster.
When your team uses Copilot, you find new ways to work and solve problems.
Security
Security keeps your data safe when you use Copilot. If you skip this step, you might share private information by accident. Copilot uses all the data your workers can see, so you must make sure only the right people see the right data. Sometimes, Copilot does not keep security labels from the original files. This can cause leaks.
Here are some common security problems:
Workers might see data they should not.
Private information could show up in the wrong place.
People may share reports with secret data by mistake.
Here is why security matters:
You want to avoid losing money from a data breach. In 2024, the average cost of a data breach was $4.4 million. Good security protects your business and your workers.
Data Quality
Data quality means your information is correct, current, and easy to find. Copilot gives answers based on the data it can reach. If your data is messy or old, Copilot might give wrong answers. For example, if two files have different numbers for the same thing, Copilot might pick the wrong one.
Here are some common data quality issues:
Data is kept in many places and not linked.
Files have missing or mixed-up information.
Old or unused data fills up your system.
No one owns the data, so mistakes are hard to fix.
“Garbage in, garbage out.” If you give Copilot bad data, you get bad results.
See how data quality affects Copilot:
When you focus on adoption, security, and data quality, you help your company have a smooth and successful time with Microsoft 365 Copilot.
Adoption Strategies
Change Management
You want your team to be ready for Microsoft 365 Copilot. Change management helps everyone get used to new ways of working. Good change management means you talk clearly, train people for their jobs, and give honest updates. If you share your plans and listen to feedback, people will trust you.
Here’s what to do for change management:
Tell your team how Copilot helps their work.
Use guides like the Microsoft Engagement Framework or Prosci’s ADKAR model.
Make a Center of Excellence (CoE) to help users and answer questions.
Pick champions who can show others how Copilot works.
Set up ways for users to share what works and what needs fixing.
Tip: If you help your team with change, they feel more sure and adoption is easier.
A good change management plan means more people use Copilot and are happier. You also get more out of your Copilot investment.
User Training
Training is important for Copilot adoption. What should you give your users? You need different training choices for different learning styles. Some people like workshops. Others like to learn by themselves.
Here’s a table that shows good training methods:
You should check progress and ask for feedback to keep training useful. When you offer many training choices, users feel sure and ready to use Copilot every day.
Security Essentials
Access Controls
You need to keep your data safe with Microsoft 365 Copilot. Access controls help you choose who can see and use information. Good access controls stop people who should not see your files. They also stop sharing private data with the wrong people.
Here is what strong access controls do:
You make rules so only the right people use Copilot features.
You give temporary access for special jobs. This is called Just-In-Time (JIT) Access. It lets someone in when needed and then blocks them after.
You use Conditional Access. This checks things like where someone is or what device they use before letting them in.
You set up Data Loss Prevention (DLP) policies. These rules make people prove who they are before using Copilot with sensitive data.
Tip: Work with other teams to manage permissions. This helps everyone get the right access and keeps your data safe.
Strong access controls are part of good data governance. You need to look for problems and fix them quickly. When you do this, you protect your company and your workers.
Compliance
You must follow rules and laws when using Copilot. These rules help keep data safe and show you care about privacy. Many industries have special standards for using AI tools like Copilot.
Here are some important compliance standards:
You want to follow these standards to avoid fines and protect your reputation. Good compliance also helps build trust with your customers and partners.
Data Quality Focus
Data Preparation
You want Copilot to give you the best answers. That starts with good data preparation. When you get your data ready, you help Copilot work smarter and faster. Here’s what you should do:
Organize your data sources. Make a list of all the places where your data lives. This helps Copilot find what it needs.
Optimize your data quality. Clean up your files. Fix mistakes and make sure everything is up to date.
Enhance your data with metadata. Add tags or labels to your files. This helps Copilot understand what each file is about.
Prepare your unstructured data. Change things like emails or notes into formats Copilot can read easily.
Implement data security and access controls. Set rules for who can see or use certain data. This keeps private information safe.
Test and iterate. Try out Copilot with your data. See what works and what needs fixing. Keep improving your setup.
Tip: When you prepare your data well, you make Copilot more helpful for everyone.
Ongoing Maintenance
Keeping your data in good shape is not a one-time job. You need to check and update your data often. This helps Copilot stay accurate and useful. Here’s what ongoing maintenance looks like:
Note: Good maintenance means fewer mistakes and better results from Copilot.
When you focus on data preparation and ongoing maintenance, you set your team up for success. These steps help you get the most out of Copilot and avoid problems down the road.
You want Copilot to help your team do well. You should focus on adoption, security, and data quality. These steps make work faster, keep data safe, and give better answers.
Most developers say Copilot saves time and makes work more fun.
Real examples show Copilot can do tasks, help search, and support teams.
Take time to look at your setup and follow good tips. Your team will see real changes.
FAQ
What is Microsoft 365 Copilot?
Microsoft 365 Copilot is an AI-powered assistant that helps you work faster in apps like Word, Excel, and Teams. You can ask Copilot to create documents, answer questions, or find information.
What should you do before turning on Copilot?
You need to check your data, set up security rules, and train your team. Make sure your files are clean and safe. Get everyone ready to use Copilot.
What data does Copilot use?
Copilot uses the data you can access in Microsoft 365. This includes emails, documents, chats, and files. If your data is messy, Copilot might give you wrong answers.
What makes Copilot safe for your company?
You control who can see and use data with access rules. You set up security labels and follow compliance standards. These steps help keep your information private.
What helps users get the most from Copilot?
You give training, share tips, and answer questions. You set up guides and let users practice. When your team feels confident, they use Copilot more and get better results.