From roll-out to optimisation: Mastering Microsoft 365 Copilot adoption with Unified

The workplace is evolving rapidly, and AI-powered tools are playing a transformative role in boosting productivity and reshaping workflows.

Enter Microsoft 365 Copilot, a generative AI-driven assistant that works alongside you in Microsoft 365 apps like Word, Excel, PowerPoint, Outlook and Teams. Copilot leverages large language models and the content you have permission to access in Microsoft Graph – such as emails, chats, and documents – to help you create, summarise and find information faster than ever before.

Early Copilot adopters are already seeing the benefits. According to Microsoft’s first in-depth studies of Copilot, 70 per cent of users reported increased productivity and 68 per cent said it improved the quality of their work. Early users also said they were 29 per cent faster in completing a series of tasks such as searching, writing and summarising, and 85 per cent said Copilot helped them reach a good first draft more quickly.

In Australia and New Zealand, Microsoft found that 51 per cent of surveyed Copilot users believe generative AI is saving people across their organisation over an hour a day. Meanwhile, 21 per cent reported time savings of more than two hours a day.

With its ability to streamline workflows and enhance efficiency, Copilot is becoming an indispensable tool for modern organisations.

The role of Microsoft’s Cloud Solution Architects

Successful adoption of Microsoft 365 Copilot is about ensuring your organisation is both technically and organisationally prepared. That’s where Microsoft’s Copilot Cloud Solution Architects (CSAs) come in. These deeply skilled technical experts enable organisations to bridge the gap between innovation and implementation by drawing on IP from thousands of Copilot deployments globally and sharing best practices to accelerate time to value. Our Copilot CSAs help reduce deployment times from weeks and months to just days through Microsoft’s Value Based Deliveries (VBDs). These are short customer engagements designed to remove technical blockers and accelerate knowledge transfer.

From a technical readiness perspective, Copilot CSAs focus on building a secure and compliant foundation for Copilot adoption. This includes guiding customers through the configuration of tools like Microsoft Purview and Microsoft Entra to prevent data oversharing and ensure sensitive information is correctly labelled and protected. They also conduct readiness assessments to identify potential risks, such as improperly labelled files or enterprise security and governance gaps, and provide actionable recommendations to address them. By addressing these foundational aspects, Copilot CSAs help customers establish trust in the technology and set the stage for a secure deployment.

On the organisational readiness side, Copilot CSAs are key in driving change management and user adoption. Since Copilot is an end-user tool, they work closely with organisations to help them integrate it into daily workflows. This involves delivering workshops, training sessions and tailored resources to upskill users and ensure they are comfortable with the tool. CSAs also provide best practices for prompting, along with governance frameworks and guidance on crafting a clear adoption strategy. Through these efforts, they help organisations manage the cultural and operational changes needed to maximise Copilot’s impact.

One of the key advantages of Copilot CSAs is their direct connection to the Microsoft Copilot product group. This gives them early access to product updates and feature previews, helping customers stay ahead of the curve. Copilot CSAs also act as a feedback channel, relaying customer requests for new features directly to the product team, tracking progress and ensuring customer needs are promptly addressed.

By combining technical expertise with a deep understanding of organisational change, Copilot CSAs enable a seamless transition to Copilot and ensure customers unlock its full potential.

Lessons learned from Copilot customers

Drawing valuable insights from our Copilot CSAs and their engagements with customers, we have identified five tips for successfully adopting Copilot. These practical strategies will help your organisation achieve a smooth and impactful roll-out.

1. Establish a foundation of technical readiness

As organisations introduce Copilot, they must ensure their technical environment is prepared. This includes evaluating their existing Microsoft technology stack and configuring security and compliance measures.

A key lesson from early adopters is the importance of governance. For example, organisations should review how data is stored and accessed across applications such as Microsoft SharePoint and Microsoft OneDrive. Addressing issues like improperly labelled files can prevent Copilot from reasoning over unintended data. Establishing these guardrails builds trust and confidence among users.

2. Prioritise change management: start early and check-in with your users often

Introducing a new AI-powered tool like Copilot demands an effective change management strategy. Copilot is designed to enhance, not replace, jobs by reducing repetitive tasks and enabling employees to focus on higher-value work. Clear communication is vital to dispel misconceptions and foster enthusiasm.

To ensure successful adoption:

• form a dedicated change management team guide the roll-out
• leverage structured frameworks, such as the Prosci ADKAR Model (Awareness, Desire, Knowledge, Ability, Reinforcement), to drive user engagement
• highlight practical use cases specific to roles, such as finance teams using Copilot to streamline Excel analysis or legal teams drafting contracts faster in Word.

Organisations that champion these efforts often enjoy a smoother transition and greater employee buy-in.

3. Upskill users through tailored training

AI adoption brings a learning curve, especially for end users who may not be familiar with prompting or working with advanced AI tools. That’s why upskilling users early and continuously is a critical driver for sustained adoption.

Our Copilot CSAs offer VBDs for Copilot based on intellectual property from thousands of customer engagements worldwide. VBDs include workshops, training sessions and live demonstrations to help organisations understand and embrace Copilot. This offering not only boosts employee confidence but also helps them envision how Copilot can fit seamlessly into their daily workflows.

4. Start with a targeted roll-out

Adopting Copilot doesn’t have to happen all at once. Many early adopters began with a phased roll-out, identifying specific departments and use cases where the technology could deliver the most immediate value. For example, finance teams regularly working in Excel and executives preparing for meetings in Outlook and Teams may see the fastest benefits.

A targeted roll-out enables organisations to:

• assign licenses strategically based on roles and workflows
• gather feedback from initial users to refine the adoption strategy
• build momentum and expand adoption gradually, ensuring licences are used effectively.

By starting small and scaling thoughtfully, organisations can maximise the impact of their investment.

5. Leverage Microsoft Unified for end-to-end support

Microsoft Unified offers a unique advantage for organisations adopting Copilot. Customers receive dedicated, 24/7 support for technical issues and can access resources with deep expertise in Copilot and other Microsoft technologies.

With Unified, the offerings are designed to identify common pathways for customers based on where they are on their Copilot journey. For organisations new to Copilot, the adoption pathway focuses on building readiness, training users and introducing the tool to key workflows. For organisations already using Copilot, the optimisation/extensibility pathway focuses on fine-tuning its implementation, extending its capabilities with tools like Microsoft Copilot Studio and Microsoft Azure OpenAI Service, and integrating it with third-party systems.

These pathways ensure customers receive support tailored to their needs, whether they’re just starting out or looking to unlock the next level of value from Copilot.

Unlocking the future with Copilot

Copilot is more than just an AI tool – it’s a catalyst for a more productive and innovative workplace. By focusing on technical readiness, change management, upskilling, targeted roll-outs and leveraging Unified support, organisations can accelerate adoption and unlock the full potential of Copilot.

Ready to take the next step? Contact your Unified CSAM today to explore how Microsoft 365 Copilot and Microsoft Unified can transform your organisation. Together, we’ll help you work smarter, not harder.