For small and mid-size businesses (SMBs), staying competitive often means keeping up with the latest technology. The right investments can help bridge the gap between these smaller companies and their enterprise-sized rivals, improving their chances of success. One such technology is artificial intelligence (AI), which has taken productivity to unprecedented heights.
Of course, with the AI market growing exponentially, it didn’t take long for Microsoft to throw their hat into the ring. Released in 2023, Copilot boosts a variety of new features designed to increase efficiency and streamline workflows. But how?
What is AI Copilot for Microsoft 365?
Microsoft’s AI, 365 Copilot, is an assistant and large language model (LLM) built directly into the platform and designed to work within it. It uses data already stored in your 365 environment (e.g. OneDrive, Excel, and Teams) to analyse trends, make suggestions, and generate content.
Many businesses mistake Copilot for being just another AI assistant, similar to Alexa or Siri. But the key difference is in its functionality. Unlike traditional tools, Copilot can understand context and react accordingly. It adjusts dynamically to changing circumstances, and thus can always provide up-to-date insights.
How Microsoft AI 365 Copilot Benefits SMBs
Higher Productivity, Without the Costs
Your staff likely spend less time on important work than you think, and it’s not through any fault of their own. Hours of each day are wasted on answering emails, drafting reports, and formatting presentations. Copilot can take over most of these repetitive tasks for them, allowing them to get more done in a day. This effectively doubles your productivity, without the overhead of hiring additional staff.
Smarter Data Use
SMBs store more data than ever before – but it’s all worthless if your team is unable to decode that information. Copilot solves this challenge. It can analyse enormous datasets in mere seconds, providing actionable strategies that reflect real trends. In some cases, it can even predict the future. This allows you to make informed, intelligent decisions that bring you closer to success.
Stronger Communication
By summarising email chains, highlighting action items in Teams, and even drafting responses, Copilot enables smoother communication. This speeds up workflows, ensures that critical information is properly passed on, and reduces the likelihood of errors.
The Downsides
Despite the many advantages, the Copilot app does come with challenges. If these are not handled correctly, then adoption may be more difficult than you originally anticipated.
Some examples include:
- Lack of Buy-In: Buy-in is often difficult to secure for AI-powered solutions, due to concerns that human staff will be replaced.
- Security Threats: Copilot has access to vast amounts of sensitive data from across your entire Microsoft environment. This leads to the somewhat understandable fear that it could be compromised by threat actors.
- Costs: Unlike most other Microsoft 365 apps, Copilot doesn’t come as part of any standard plan. Instead, you must pay for it separately. This additional cost can be hard to justify.
- Poor Training: AI tools require unique training that employees are not given by default. Without this education they may use it incorrectly, reducing its effectiveness and even endangering sensitive data.
Left unchecked, these issues can dilute the value of what should be a powerful productivity solution.
Preparing Your SMB for Copilot
These strategies can help your SMB prepare for Copilot adoption, solving challenges you might otherwise experience:
1. Assess Your Tech Stack
Check that you’re using a modern 365 setup and all apps are properly updated. Now is also a good time to assess whether third-party workflow software is capable of integrating with Copilot. Any problems here can impact the overall effectiveness of this software, and should be accounted for.
2. Implement Strong Data Governance Policies
Data governance policies will help protect sensitive information from threats and accidental leaks. Set clear rules around which data can be used within Copilot, for what purposes this is allowed, and how it should be handled. Remember to provide guidance about how Copilot should be configured, to ensure the strongest possible security.
3. Prioritise Staff Training and Change Management
Understand the concerns that staff are likely to have, and address them early. Explain that Copilot is not here to replace them, and demonstrate how it cannot complete tasks on its own. Teach staff how to use it, and provide a space for them to ask questions.
4. Budget Ahead
Take into account that Copilot does require an extra fee, and plan accordingly. Demonstrate the potential return on investment (ROI) clearly to stakeholders, and prepare to make room for it in the budget if necessary.
5. Hire Outside Help
If you have concerns about your organisation’s ability to implement Copilot, consider reaching out to a managed service provider (MSP) for advice and support. Many of these experts specialise in Microsoft solutions, and can provide you with insights that make it easier to leverage these tools effectively.
Explore the Power of Copilot
AI is changing the way small businesses operate, and Copilot is no exception. It offers enormous efficiency gains when used correctly. By anticipating common challenges, planning ahead, and leveraging its strengths, you can benefit from this amazing tool.
Adopting Copilot? The Microsoft experts at National IT Solutions are ready to help you get through the process. Learn how we can optimise Copilot for your business environment.
FAQs
When Was the Microsoft 365 AI Copilot Release Date?
2023 is the generally accepted “release date” for Microsoft Copilot. However, it’s important to note that Copilot was built on the skeletons of several previous AI tools (such as Bing Chat) and thus, the Copilot branding was not consistently used for quite some time. This slow evolution has led to some discrepancies in what entities consider to be the official release date.
Is Copilot AI Available to All Microsoft 365 Users?
As of this article’s release, Copilot is still treated as an add-on and not part of the 365 subscription. It is possible that as the technology ages, it could later be added to some plans.
Is My Data Safe With Microsoft 365 Copilot?
Your data should absolutely be safe with Copilot. Microsoft is known for strong security measures designed to protect even high-risk businesses. Supported with your own defences and policies, this can drastically limit your chances of experiencing an attack.
How Much Does AI Copilot for Microsoft 365 Cost?
As of this article’s release, a full Copilot subscription costs $44.90 AUD per user per month. However, this is subject to change. You can access up-to-date information on Microsoft’s official page.
What is the Copilot for Microsoft 365 AI Navigator Badge?
The Copilot for Microsoft 365 AI Navigator Badge signals an individual’s skill level when using this tool. It is obtained by completing a short course. This can be useful in some cases, but is not necessary.
Will Copilot Replace Jobs?
Copilot in its current form is nowhere near capable of replacing human roles. It is designed to work alongside employees, and requires active input.