Copilot Implementation: five key steps to a successful rollout

Hailed as a gamechanger in workplace productivity, Copilot for Microsoft 365 has quickly become the tool of choice for organisations looking to harness the power of generative artificial intelligence (gen AI) across their workforce.

Copilot’s versatile functionality and large language models make day-to-day tasks like drafting emails, creating presentations, analysing data sets and creating reports easier for employees, freeing up their time to focus on higher value business challenges. It excels in summarising, finding, and making existing information relevant to the task at hand, ensuring that you have access to the most pertinent data and insights when they need them the most.

But how do you make sure your Copilot launch gets off the ground without a hitch? Quick adoption and buy-in from your staff are essential to maintain productivity and limit downtime – and that requires planning and a detailed approach to change management.

Make sure to follow these five steps to ensure a smooth transition to Copilot for Microsoft 365, so you can start maximising its benefits in the shortest possible time.

Step one: preparation

While it can be beneficial to start by defining the challenges or objectives you aim to solve by launching Copilot, it’s not critical to set up specific goals from the very beginning. We can help you identify specifics, but broader goals like saving money and improving efficiency can also be significant driving factors for Copilot adoption. It’s a good idea to keep your objectives flexible and adaptable – you might discover brand new use cases that you hadn’t considered as you progress the rollout of Copilot across departments.

Getting a sponsor, key stakeholders like project managers, IT teams and staff on board with the project at an early stage is crucial, not just for awareness but also to assign responsibility and encourage ownership for particular tasks. For instance, liaising with IT to determine how Copilot will integrate with your existing tech stack while maintaining data security should be considered a priority well before launch. Additionally, take into consideration where the data you wish to use with Copilot is stored and ensure it is accessible and secure.

Good preparation also requires a comprehensive plan of timelines and project milestones that are split into manageable phases, while accounting for contingency measures that address potential risks or challenges. The more thorough your preparation, the better the stage is set for smooth execution.

Step two: communication

As with any company-wide initiative, effective communication is key to ensure all staff and stakeholders are aligned from the beginning. Transparency makes a huge difference as part of ongoing updates on progress, challenges, issues and next steps.

Project managers can pre-empt questions and concerns by creating accessible resources like user guides, training videos and FAQs, each tailored to specific employee groups to speak directly to their specific concerns or interests. That could include things like job security, impact on workload and general resistance to change.

Different comms channels may be better suited to different areas of your business, in which case it makes sense to take a multi-pronged approach involving emails, intranet, meetings, internal workshops and one-on-one sessions to encourage buy-in and generate enthusiasm.

Step three: execution

With your project roadmap now in place, you’re in the strongest position to launch.

The focus then shifts to ensuring each of your pre-defined milestones is delivered on schedule. Project management tools are a big help in monitoring progress, flagging up obstacles and facilitating collaboration.

Employees should be encouraged to experiment with Copilot’s features in their daily workflows. They should feel comfortable asking for support wherever needed to gain confidence in using the new system, whether that’s in the form of live training sessions, Q&A forums, dedicated help desks or otherwise.

Step four: measurement

Measuring the success of the Copilot rollout involves establishing key performance indicators (KPIs) and collecting actionable feedback from end-users.

This is where the groundwork laid in step one makes a big difference. Metrics should align with core business objectives like productivity, cost efficiency, engagement and data security, as well as project adoption rates, user satisfaction, wellbeing and efficiency improvements.

Surveys, focus groups and one-on-ones are all good ways to gather qualitative and quantitative insights from employees. User feedback is invaluable to understand pain points, usability issues or missing functionalities. You can also analyse system usage data to identify trends in frequently used or underutilised features.

Being able to compare performance outcomes against predefined goals helps to highlight successes and areas for improvement – and ultimately get a clear idea of the return on investment of Copilot for your organisation.

Step five: adjustment

It’s important to understand that getting the most out of Copilot is an ongoing process, not a one-time effort. The system’s versatile functionality means it will naturally evolve as your business grows and your needs change.

Preparing for adjustments is a critical mindset in ensuring the long-term success of the system, whether that involves implementing different functionalities, updating training materials or simplifying user interfaces.

Regularly revisiting and refining goals feeds into a culture of continuous improvement, while also allowing project managers to address any concerns and action feedback promptly. The key is to remain responsive and agile at all times, so you can stay aligned with shifting priorities and empower your teams for years to come.

Need expert support with your Copilot rollout?

We’ve facilitated Copilot implementation projects across a wide range of industries, so we know exactly how to solve sector-specific challenges and ensure success from day one.

Feel free to get in touch with our team today if you’d like help getting started.