Microsoft 365 Copilot: How to boost your productivity with AI – Part one: Adoption
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Microsoft 365 Copilot is a revolutionary productivity assistant that leverages large language models (LLMs) and your organisational data to help you create, communicate, and collaborate more effectively across Microsoft 365 apps. Copilot can assist you with various tasks, such as drafting emails, making presentations, processing data, and finding insights. But to make the most of this game-changing technology, you must master three key aspects: adoption, data security, and governance. In this two-part session, a Microsoft 365 expert, Nikki will guide you through these aspects and show you how to use Copilot to boost your productivity, creativity, and confidence. In the first part of the session, Nikki will focus on adoption. She will explain that Copilot is not just a tool—it’s a mindset. It’s about embracing AI as a partner, not a threat. It’s about creating a culture of AI literacy in your organisation, where everyone can use Copilot’s features and understand its limits. It’s about using Copilot to enhance your skills and outcomes, not to replace them. Key takeaways: – What Microsoft 365 Copilot is, and how it works – How to build your business case for Microsoft 365 Copilot – How to adopt Microsoft 365 Copilot in your organisation and overcome common barriers and challenges
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Microsoft 365 Copilot: How to boost your productivity with AI – Part one: Adoption
- 2. Nikki Chapple Principal Cloud Architect nikkichapple @chapplenikki www.nikkichapple.com All Things M365 Compliance
- 3. Agenda Understanding Copilot for Microsoft 365 Enhancing Skills and Outcomes with Copilot for Microsoft 365 Building Your Business Case for Microsoft 365 Copilot How to adopt Copilot for Microsoft 365
- 5. Copilot for Microsoft 365
- 7. Microsoft Search queries – Keyword Query Language Quadcopter OR Drone author:"John Smith" filetype:docx lastmodifiedtime>=2023-05-01 AND lastmodifiedtime<=2023-09-01 7
- 10. Natural Language Large Language Models Microsoft Graph - Your Data - Microsoft 365 Apps Copilot for Microsoft 365 Art of the Possible 10
- 11. 1 6 2 3 5 3 4 Data flow ( = all requests are encrypted via HTTPS) User prompts from Microsoft 365 Apps are sent to Copilot Copilot accesses Graph and Semantic Index for pre-processing Copilot sends modified prompt to Large Language Model (LLM) Copilot receives LLM response Copilot accesses Graph and Semantic Index for post-processing Copilot sends the response, and app command back to Microsoft 365 Apps 1 2 3 4 5 6 Microsoft 365 Trust Boundary Customer’s Microsoft 365 Tenant Semantic Index Azure OpenAI RAI Azure Open AI instance is maintained by Microsoft. Open AI has no access to the data or the model. RAI is performed on input prompt and output results Customer data is not stored or used to train the model
- 12. Semantic index
- 13. Copilot for Microsoft 365 examples
- 20. Copilot for Microsoft 365 is transforming work 60% of leaders say a lack of innovation or breakthrough ideas is a concern 64% of people have struggled with finding time and energy to get their work done 70% of people indicated they would delegate as much as possible to AI to lessen their workloads 68% said Copilot improved the quality of their work 70% said Copilot made them more productive 77% said they didn’t want to give Copilot up Work trend Index Annual Report: Will AI Fix Work? Microsoft. 9 May 2023 | Microsoft Work Trend Index: What can Copilot’s Earliest Users Teach Us About Generative AI at Work?: Microsoft. 15 November 2023
- 21. Productivity and Speed 21 Reference: What Can Copilot’s Earliest Users Teach Us About Generative AI at Work? (microsoft.com) November 2023
- 22. Quality and creativity 22 Reference: What Can Copilot’s Earliest Users Teach Us About Generative AI at Work? (microsoft.com) November 2023
- 23. Focus time 23 Reference: What Can Copilot’s Earliest Users Teach Us About Generative AI at Work? (microsoft.com) November 2023
- 24. Building Your Business Case for Microsoft 365 Copilot
- 25. “The average employee spends about an hour a day searching or recreating information that already exists” Spiceworks/ZD survey commissioned by Microsoft, February 2021 https://aka.ms/viva/topics/spiceworks 25
- 26. Will Copilot for Microsoft 365 solve the issues Improve searchability Increase productivity Increase ROI
- 27. Barriers and challenges Substantial investment Sensitive data oversharing Unclear use cases Inaccurate responses
- 28. Disruptive technology and why it should not be ignored
- 29. “This new generation of AI will remove the drudgery of work and unleash creativity. There’s an enormous opportunity for AI-powered tools to help alleviate digital debt, build AI aptitude, and empower employees.” Satya Nadella Chairman and CEO Microsoft
- 30. Time to reach 100M users The AI technology is here
- 31. Business Case Understand Microsoft investment and strategy in AI Understand the vision of Copilot for Microsoft 365 Copilot for Microsoft 365 Scenarios for Pilot
- 33. Copilot for Microsoft 365 implementation Copilot implementation User enablement Prepare organization and employees for the AI transformation journey Technical readiness Address technical deployment and optimization, including governance, security, compliance, and management Workstreams support each other for maximum value and ROI Sponsor Scenarios Security Copilot essentials checklist Leadership journey
- 34. Set up your AI Governance 1. Strategy 2. Safeguard the company 3. Security & privacy 4. AI Ethics 5. Risk management 34
- 35. Identify personas and use cases
- 36. As a knowledge worker, I’d like to… Creativity scenario examples Provide the impact of a campaign in a visual format Create a presentation based on a word document Generate a summary about a document Help me write a paper on a topic I know little about Review my HR Benefits Have Copilot help me write a draft email about a topic I am not too familiar with Give me insights on my data Create a job description or review a resume against a job plan Get a new coworker up to speed quickly
- 38. Framework for managing change © Prosci. All Rights Reserved.
- 39. Success criteria Usage Time saved Quality impact Change management Employee sentiment Employee efficiency gains
- 40. Define Approach Pilot → rotate licences Early adopters → expand Big bang
- 41. Adoption plan Engagement Management Awareness Measurement ・ Land AI transformation vision ・ Tailor content by audience, scenario, persona, and usage journey ・ Copilot Champions launch ・ Internal testing for some ・ Deliver strategic engagements by org and role ・ Ongoing partner and employee education ・ Showcase successes via #CopilotStories ・ Conduct ongoing feedback surveys ・ Usage, support, and health metrics inform baseline for enablement journey ・ Drive listening systems engagement ・ Improve employee guidance ・ Identify additional scenarios for AI transformation ・ Improve the experience from employee feedback ・ Deliver integrated service roadmaps ・ Iterate messages and tactics bi-monthly ・ Provide employee insights signals in Service Health Review Support the change Improve the experience Land the message Analyze and adjust
- 42. Build your Center of Excellence Ownership Adoption and training Business champions Monitoring and feedback Continuous improvement
- 43. Iterative approach for learning Copilot skills What’s in it for me What’s in it for my team/department What’s in it for the Organisation
- 44. Top 10 to try first with Copilot for Microsoft 365 Recap a meeting – let Copilot keep track of key topics and action items so you can stay focused during the meeting and avoid listening to the recording after. Draft an email with notes and action items from meeting Summarize an email thread – get quickly caught up to a long, complex email thread. Click on the Summarize icon Summarize a document – get right down to business by summarizing long documents and focusing on the relevant sections. Give me a bulleted list of key points from file Tell me about a topic/project – provide insights and analysis from across multiple sources to get up to speed quickly. Tell me what's new about topic organized by emails, chats, and files? Give me some ideas for … – boost your creativity with ideas for your work such as agendas, product names, social media posts, etc. Suggest 10 compelling taglines based on file What did they say … – when you vaguely remember someone mentioning a topic, have Copilot do the research. What did person say about topic Translate a message – with business becoming increasingly international, it’s important to be able to read or write messages in other languages. Translate the following text into French: Draft email – personalize the tone and length. Draft an email to [name] that informs them that Project X is delayed two weeks. Make it short and casual in tone. Revise this content – when you’ve got a rough draft of an idea, turn it into usable text and then vary the length and tone. Rewrite with Copilot For more prompts, visit Copilot Lab at: aka.ms/CopilotLab Help me write … – jumpstart creativity and write and edit like a pro by getting a first draft in seconds. Generate three ways to say [x]
- 45. Copilot Resources on Microsoft Adoption One site for all your Copilot needs https://adoption.microsoft.com/copilot • Resources by role • Product announcements and news • Links to all other Microsoft sites • Extended links for Small/Medium business, Copilot in Sales, Microsoft Viva, and more
- 46. Measure impact Quantitative Qualitative Readiness, adoption, impact, and sentiment. Metrics are aggregated at the tenant level.
- 47. Enablement outcome examples How is your organization progressing on these measures? What is your business transformation process today? Organizational Cultural Business process Individual Customer experience impact Cost savings Revenue generation Data security Process simplification Cultural transformation Employee retention Talent acquisition Social engagement Operational agility Employee sentiment Employee recommendations Customer feedback Innovation measures, e.g., idea forum contributions Use of AI capabilities Employee morale Employee productivity Employee engagement Idea generation Questions
- 49. Key Takeaways and Q&A Embrace AI as a partner Powerful productivity assistant Create a culture of AI literacy Don’t underestimate the adoption effort Focus on priority scenarios to demonstrate ROI
- 50. References Modern Work for Partners • Modern Work for Partners - Copilot for Microsoft 365 • Modern Work for Partners - Copilot for Microsoft 365 Adoption • Copilot Success Kit – Microsoft Adoption • Microsoft Copilot for Microsoft 365 | Microsoft 365 • Copilot Lab (cloud.microsoft) • Microsoft Copilot Scenario Library – Microsoft Adoption Data Security and Governance & Admin • Solution Assessment Program (microsoft.com) • Get started with Microsoft Copilot for Microsoft 365 | Microsoft Learn • The Microsoft 365 Maturity Model – Governance, Risk, and Compliance Competency | Microsoft Learn Other • Build Microsoft Graph connectors for Microsoft Copilot for Microsoft 365 | Microsoft Learn • Get started with Microsoft Copilot for Microsoft 365 | Microsoft Learn • Microsoft Copilot in the Microsoft 365 ecosystem | Microsoft Learn • Introducing Microsoft Fabric and Copilot in Microsoft Power BI | Microsoft Power BI Blog | Microsoft Power BI