Generative AI and MS Copilot

Setting up for the future

11 January 2024

In recent months, generative AI has taken the spotlight as a technology with a potential for high impact on organisations that are able to successfully implement it into their business.

For generative AI, the primary appeal lies in its potential to enable hyper-automation in organisations dealing with complex tasks.

A tool from Microsoft – MS Copilot – uses generative AI to connect to the various Microsoft apps used in an organisation, and using this tool, you can enable users to, for example, generate marketing and communication content, conduct in-depth data analysis in Excel and generate presentations in PowerPoint.

Previously, all these tasks had to be carried out manually by a knowledge worker. Now, you can type simple prompts into the MS Copilot tool, and generative AI will automatically provide you with a solution.

MS Copilot has a huge potential to increase efficiency in organisations (see figure below). However, when integrating the tool, you need to do so in a calculated way to ensure an optimal adoption process.

In this article, we will tackle some critical points that you need to address to ensure that your organisation can adapt to and extract the full value of MS Copilot.

Getting to know the uncertainties of a new technology

The first point we will address is the need to identify the unknowns of the technology, for example, how MS Copilot handles sensitive data. Understanding how the system processes and safeguards data is an essential first step before integrating the tool. The second point is to sufficiently understand the requirements of onboarding employees to ensure optimal engagement with the tool.

Since MS Copilot follows the same security, compliance and privacy settings known from existing Office products, there are few, if any, additional risks to using the tool compared to other Microsoft applications. However, some factors to consider are the reliability and accuracy of MS Copilot, as any of the input generated by the AI tool could potentially have inaccuracies or suboptimal recommendations, requiring the need for human oversight/standardised protocols. Thus, you will still need to train employees in utilising the tool, for example, by providing prompt engineering and content review training.

Identifying potential benefits 

It is crucial that you identify the type of benefits that MS Copilot technology offers your specific organisation to ensure that your organisation can adapt its operating model to maximise the impact of the tools, for example, by adapting processes, governance models, training employees etc.

The primary benefit of MS Copilot is its automation capabilities, which significantly reduce the time spent on conducting analyses and generating written content. Maximising these benefits requires your organisation to analyse its operating model to identify which dimensions are impacted by the technology and to make any necessary adjustments to these areas to ensure optimal integration. 

For example, your organisation should set up a benefits realisation office responsible for the adoption of the technology solution, training and cost takeout. You should build clear benefits realisation processes that are anchored in the organisation and provide brain-friendly training for employees to ensure optimal use of the tool.

Implementation and governance

IT governance is a particular factor to consider when implementing MS Copilot. With the tool, the number of developers (creating applications through, for example, Power Automate ) will go from being a select number of trained employees to covering a much larger part of your organisation. Without proper IT governance, shadow IT can quickly become an issue for the organisation.

To mitigate this risk, you need to implement strong governance from either the IT department or Automation CoE, which includes clear rules for development, which functional areas belong to which departments and how to ensure full transparency. Additionally, you can enhance the use of MS Copilot while keeping development compliant by training your employees in governance.

In the implementation phase, another key decision is to identify which department the technology should be integrated into to begin with. Due to its content generation abilities, MS Copilot can provide significant value in departments or teams that generate large amounts of written content, such as marketing or legal departments.

Setting up for the future

When it comes to adapting to and integrating new technologies, it is crucial that your organisation dedicates resources to proactively seek out, develop and scale these technologies. To do so, you need to deploy resources in two key areas: innovation and scaling capabilities.

To increase innovation capabilities, you need to apply a clear innovation methodology. This should involve identifying and refining relevant processes and use cases and leveraging the expertise of SMEs. You also need to establish a dedicated team to collaborate, test, set KPIs and gather feedback from end users. Combining these elements allows you to test and optimise new technology use cases efficiently, ensuring alignment with their broader objectives. 

In terms of scaling, it is imperative that you establish a robust technology delivery model that spans from idea generation to production and maintenance, ensuring consistent value identification throughout the process. Central to this endeavour is the formation of a dedicated delivery organisation. This structure streamlines the implementation and fosters capability building across various stages, including discovery, configuration and the realisation of tangible benefits. Together, these elements form a cohesive approach to magnifying the impact and reach of existing technological solutions.

We are here to help

At Implement, we have developed an extensive change toolbox centred around impact assessment, benefits mapping, change readiness, training and communication regarding AI solutions. 

Reach out to learn more about how we can help you build the right capabilities through a structured approach that positions your organisation for success with MS Copilot and other AI solutions. We also have the capabilities to help you pilot new solutions in a closed environment with the right knowledge behind it, ensuring a successful implementation journey.


1 SaaS platform from Microsoft for automating recurring tasks.
IT systems that are deployed by departments other than IT (e.g. Excel macros or similar). This often leads to security and compliance concerns.

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