Artificial intelligence has taken over workspaces, with Microsoft Copilot at the forefront of this revolution. With mounting pressure, particularly on small to medium-sized businesses to accomplish more with less, the quest for getting smart work done is never-ending. Microsoft 365 Copilot is an AI-powered assistant that helps companies handle these challenges with full steam. Microsoft Copilot is an intuitive AI-powered assistant within the Microsoft suite of applications that assists in creating engaging content, automating mundane and tedious tasks, and generating insights.
As discussed at length in our previous blog, Copilot is indeed a game-changer for businesses using Microsoft 365. But how ready is your organisation to leverage its full potential? Let’s explore this in detail.
What is Microsoft 365 Copilot?
Microsoft 365 Copilot integrates advanced AI directly into the Microsoft Suite of applications to enhance overall productivity. It leverages advanced generative AI to automate a variety of tasks, including creating content, data analysis, and catching up on missed meetings. It is structured to understand context, provide relevant suggestions, and automate routine tasks, freeing resources up to focus on more strategic efforts.
The seamless integration of Copilot with the Microsoft suite of applications, such as Teams, Outlook, OneDrive, and SharePoint, helps with summarising meetings, suggesting actions and even drafting emails for follow-ups. Above all, it can analyse data and provide actionable insights. There is no need to switch between different tools or learn a new application, as Copilot integrates smoothly into all familiar applications without adding complexities.
Realising the complete potential of Copilot for Microsoft 365 demands adequate preparation. Users must be prepared; the technical infrastructure is in place, and, above all, data security measures must be robust. Let us get down to specifics.
Assessing if Users are Ready for Copilot:
Copilot for Microsoft 365 can be used only if SME business users have the proper licences:
Microsoft 365 Licenses for Copilot range from Microsoft 365 E3/E5/ 365 Business Premium to Business Standard. It is therefore essential to check the current licenses held and upgrade where necessary to ensure that users can use Copilot without issues.
Copilot’s full potential is realised when all users actively engage with tools like Microsoft 365 Apps for Business or Enterprise. How do you ensure that?
- Conduct training sessions to help users understand in detail the range of features in all Microsoft 365 applications.
- Use these applications in daily workflows, such as by setting up collaborative projects in SharePoint, using OneDrive for file storage and sharing. Encourage the use of advanced features of Word and Excel to create documents and data analysis.
- Highlight specific use cases where Microsoft 365 applications can streamline tasks and improve productivity, such as how Excel’s advanced data analysis tools is helpful with business reporting or how PowerPoint can create engaging presentations in no time.
- Highlight how these applications integrate: OneDrive seamlessly syncs with Word and Excel, and Outlook calendar integrates with Teams meetings.
- Establish a clear support system for users to approach, whether seeking help or sharing feedback.
Adopting Teams:
A hub for teamwork and collaboration- its integration with Copilot can significantly enhance productivity.
- Ensure that most of the team actively uses Teams, including messaging, video calls, and document collaboration.
- Promote meeting features essential for Copilot to provide accurate meeting summaries and actionable insights.
- Encourage users to integrate Teams with Outlook, OneDrive, and SharePoint.
- Awareness of best practices for using Teams efficiently helps in organising channels, managing notifications, and utilising tabs and connectors.
- A systematic feedback loop allows users to share their experiences and offer suggestions. This continuous feedback helps refine the use of Teams and identify areas for training improvement.
Assessing the Technical Infrastructure:
- Microsoft provides updates through various channels, offering different levels of access to the latest features and compatibility enhancements.
- Current channel provides the newest features and updates as soon as they are available.
- Monthly enterprise channel offers a balance between the latest features and a predictable update timetable.
- The Semi-Annual Enterprise Channel provides a more controlled update schedule, releasing updates twice a year.
- It is imperative to ensure that users are on the appropriate update channel that aligns with the organisation’s overall needs and IT policies.
Setting up a Robust Technical Infrastructure that Spells Success:
- The hardware must be capable of handling the additional processing demands of AI functionalities. This may require server upgrades or the utilisation of cloud-based resources.
- Copilot requires sufficient storage solutions in place, whether on-premises or in the cloud.
- A reliable high-speed internet connection is essential for running real-time AI interactions and data processing. Evaluate the current network capacity and upgrade if required.
- Implement robust security protocols to safeguard sensitive information processed by Copilot. Implement encryption, secure access controls, and carry out regular security audits.
- Data security, protection and compliance:
- Review and configure the default document sharing settings to ensure they align with security policies.
- Secure sharing of documents and ensure users share them with specific external partners. This, however, may require authentication for external users or setting up expiration dates on shared links.
- Deploy tools that can track document sharing activities and set up alerts for unusual or unauthorised sharing events.
- Use encryption to protect data at both storage and use levels.
- Implement Data Loss Prevention policies to identify and protect sensitive information. These tools detect and block the sharing of sensitive data, such as credit card numbers, etc.
- Regular security audits help identify and address security vulnerabilities by reviewing user access permissions, ensuring compliance with security policies, and updating security protocols as required. Tools like Microsoft Purview classify and manage data based on its sensitivity by applying labels to documents and restricting access accordingly.
- Develop and enforce Bring Your Device (BYOD) policies, manage the flow and storage of company data on all personal devices.
Get Started with Kloudify!
Implementing Microsoft 365 Copilot enhances overall operational productivity and efficiency. However, it’s essential to ensure that your business is thoroughly prepared to leverage its capabilities. Microsoft Copilot, when leveraged effectively, can serve as a productivity partner that enhances efficiency, security, and collaboration. If you’re ready to unlock its potential, Kloudify Technologies can help you integrate and optimise Copilot for your business needs.
