Copilot Assessments – Lessons Learned

After working with over 15 Copilot Rollout Assessments and discussing various requirements by clients in different domains. Here are some of the lessons learned that hopefully can help you have a successful rollout of Copilot.

1️⃣ Identify stakeholders and champions across your organization.

A good practice that companies can adopt when introducing a new technology is to choose champions from every business unit and department to help with the adoption in these departments. Team members are more likely to follow someone from their own department who they work closely with than messages from the HR or another team. The suggestion is to pick 2 to 3 people from every team. One way to do that is to create a form -using MS Forms- and send it to departments to see who wants to lead the Copilot initiative in each department. This is important as you will want people who are excited about the technology, who volunteer to do the work rather than selecting them yourself. Having 2 to 3 users from each department is better than just one person. The more, the better.

2️⃣ Start Simple.

First, add the champions in your organization to the pilot group. Give them enough time to explore Copilot and experiment on their own. The knowledge they acquire will be shared with their team member later on. Encourage users to begin with the Copilot lab. This will show them how to use Copilot in different M365 Apps.

3️⃣ Do not start without a technical assessment.

To ensure a successful Copilot deployment, you need to conduct a technical assessment. This includes assessing Security, Infrastructure and Extensibility. An infrastructure assessment is essential to see if you can deploy Copilot at all, or if it will have poor performance in your environment. A security assessment will make sure that users only get the results they are authorized to see from Copilot. This involves checking the permissions in SharePoint sites, OneDrive For Business and the compliance policies in your environment. Extensibility assessments help you set realistic expectations from Copilot when it launches and plan for any connections with external systems like ServiceNow, Jira, Salesforce.

4️⃣ Do not ignore the assessment results!

The assessment would result in a report that shows the maturity score of the environment and any recommendations and tasks that need to be done before Copilot can be rolled out successfully. If these points are not considered and acted upon, the assessment will have no value.

5️⃣ Start your preparation now.

Start getting ready for the launch by letting users know how Copilot works and its advantages. Think about upgrading to the newer version of Teams and Outlook, and updating your users to more recent “update channels”. Check your SharePoint environment security, follow Microsoft’s best practices for organizing your sites and setting the right hierarchy. Put the private documents in Teams, the personal documents in OneDrive. Following Microsoft best practices for using OneDrive, Teams and SharePoint will make the technical assessment easier when it comes!

6️⃣ End user weekly sync ups.

Weekly Sync Ups are a useful way for users to meet and hear from the champions about the newest developments in Copilot. End users can express their opinions and experiences and can also participate and share what they have learned from using Copilot.

7️⃣ Monitor usage & performance.

You can use the Copilot Dashboard in Viva Insights & the AI assistance page in M365 Admin Center (For admins to track how your Copilot is performing). These insights will show you information such as where and why Copilot is used the most (For example, in the following screenshots we can see that Copilot is mostly used by users Teams, then Outlook then Word.. We can also see that in Word documents, users are using it a lot to create new documents.

Readiness Tab – Copilot Dashboard in Viva Insights

Adoption Tab – Copilot Dashboard in Viva Insights

AI Assistance in M365 Admin Center

I hope this is helpful for folks out there that are getting started with doing Copilot assessments.

See you in the next post! 🤖

Mohamed Derhalli

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