Strategies for success with Copilot for M365

If this sounds familiar, you’re not alone. Many companies jump into Copilot without realising that success requires more than just buying the licences. The real magic happens when you strategically integrate Copilot into your workflows with proper training and careful preparation. Let’s explore how to truly unlock Copilot’s full potential.

Understanding the foundations

Microsoft 365 Copilot isn’t just another tool—it represents a new way of working. To maximise its benefits, your organisation needs to lay a solid foundation. Without proper preparation and training, teams may only skim the surface, missing out on features that could significantly enhance their daily tasks. Think about this: a sales team eager to elevate their CRM with Copilot. Without adequate training, they might only use the basics, leaving a wealth of potential untapped. However, with targeted training, they could leverage Copilot to automate meeting notes, draft emails, and generate insightful reports. The difference? A spike in productivity, less wasted time, and a team that feels empowered and supported.

Steps to unlock Copilot’s potential

• Role-specific training Every department has unique needs, and a one-size-fits-all training approach won’t cut it. Tailor your training sessions to address the specific requirements of different teams and you’ll get the most value out of Copilots suite of tools that truly support your users specific needs. What works for IT will differ from what HR or sales require. By focusing on role-specific scenarios, you ensure that each team understands how to apply Copilot effectively in their context.
• Interactive learning Training should be hands-on, allowing employees to practice real-world tasks with Copilot. Consider organising a Prompt-a-thon; a fun and competitive event where teams create and test the best prompts for Copilot. This not only builds confidence in using the tool but also fosters creativity and collaboration across the organisation.
• Continuous education Training shouldn’t be a one-time event. Microsoft 365 Copilot is constantly evolving, with new features and updates regularly added. Offer ongoing support and refreshers to keep everyone up to date. Continuous training ensures your team stays ahead of the curve and fully leverages these new capabilities, while keeping current with their existing skills.

Laying the groundwork

Before diving into a full deployment of Microsoft 365 Copilot, it’s crucial to ensure your organisation is fully prepared. Merely purchasing and applying licences isn’t enough; the real success lies in the groundwork you lay beforehand.

Key Prerequisites:

• Data readiness Your data is the fuel that powers Copilot. It must be well-organised, up-to-date, easily accessible, and carefully controlled. If your data is fragmented, outdated, or siloed, Copilot won’t be able to deliver its full potential. Additionally, it’s crucial that users only see what they are authorised to see. Properly configured data permissions ensure sensitive information is protected and employees only access data relevant to their roles. This enhances security and improves the relevance and accuracy of Copilot’s outputs. Consider conducting a data audit before deployment to identify and rectify gaps.
• Robust security measures In today’s digital landscape, security isn’t optional, it’s essential. With Copilot accessing vast amounts of sensitive information, your security protocols need to be airtight. This includes everything from ensuring GDPR compliance, to implementing advanced encryption and access controls. Don’t overlook the importance of zero trust security models and multi-factor authentication. Your organisation’s reputation and data integrity are at stake, so make sure your security measures are not only in place, but rigorously enforced.
• Organisation-wide buy-In Successful deployment of Copilot requires more than just the IT department’s involvement; it demands buy-in from every level of your organisation. Copilot is designed to enhance productivity across all departments, but this can only happen if everyone is on board. From leadership to front-line employees, there needs to be a clear understanding of how Copilot will be used and the value it brings. Foster a culture of collaboration where departments share their needs and expectations, ensuring that Copilot is tailored to serve the entire organisation, not just a select few.

The power of pilots

Jumping straight into a full deployment can be tempting, especially when you’re excited about the potential Microsoft 365 Copilot has. But this approach can lead to missed opportunities and unforeseen challenges. Instead, start with a well-planned pilot programme. A pilot allows you to test Copilot in a controlled environment, gather valuable insights, and make informed adjustments before scaling up.

How to run an effective pilot:

1. Build a diverse working group Your pilot programme should include a representative mix of team members from various departments; HR, sales, marketing, finance, and more. This diversity ensures that Copilot is tested in a variety of real-world scenarios, and that the feedback you receive is comprehensive and relevant. By including a cross-section of your organisation, you can assess how Copilot meets the unique needs of different roles and functions, ensuring that the solution is truly fit for purpose across the board.
2. Set clear, purpose-driven goals Before you begin, define what success looks like for your pilot. What specific problems are you hoping Microsoft 365 Copilot will solve? Are you aiming to reduce the time spent on manual tasks, improve data accuracy, or enhance collaboration? Setting clear, measurable goals helps you stay focused and provides a benchmark against which you can evaluate Copilot’s performance. Knowing what you want to achieve also makes communicating the benefits to stakeholders across your organisation easier.
3. Listen, learn, adapt The pilot phase is your opportunity to gather in-depth feedback from users. Encourage open communication and create channels for easy reporting of issues and suggestions. Be ready to adapt your approach based on what you learn. This might mean refining how Copilot is configured, providing additional training, or addressing unforeseen challenges. The insights you gain during this phase are invaluable for ensuring a smooth and successful business-wide rollout. Remember, the goal of a pilot isn’t just to test Copilot—it’s to optimise it for your organisation’s unique needs.

Best practices for ongoing success

Deploying Copilot is just the beginning. To keep reaping the benefits, you’ll need to stay on top of it and maintain momentum.

Keep the momentum going:

• Refresh training regularly Keep your teams informed about new features and best practices. Regular training sessions help reinforce the skills needed to make the most of Copilot and introduce new capabilities as they become available.
• Create feedback loops Regular check-ins help identify what’s working and where improvements are needed. Establishing a culture of continuous improvement ensures that Copilot evolves in line with your organisation’s needs.
• Stay updated Keep your systems and Copilot deployment aligned with Microsoft’s latest updates. Staying current with new features and security enhancements ensures your organisation maximises its investment in Copilot.

Investing in Microsoft 365 Copilot is a great start, but to truly make it work, you need to go the extra mile with proper training, a readiness check, and a well-planned pilot. These steps are essential to turning Copilot into the powerful ally it’s designed to be.

A bespoke M365 Copilot workshop and training suite

Ready to unlock the true power of Microsoft 365 Copilot? Discover our range of training solutions and tailored workshops, designed to assess your organisation’s readiness, guide you through the deployment process, and ensure your teams are fully equipped to harness Copilot’s capabilities. Find out more and speak to a Copilot expert today.