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5 Steps to Prepare for Microsoft Copilot Business Readiness

April 17, 2024
6 minute read
5 Steps to Prepare for Microsoft Copilot Business Readiness
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1. Secure Executive Sponsorship, Create an AI Council, and Define Responsible AI (RAI) Principles

Secure Executive Sponsorship

The first step towards successful implementation of Microsoft Copilot is securing executive sponsorship. High-level support from the organization’s leadership ensures that the necessary resources, budget, and alignment with organizational goals are in place. It is important to engage with key decision-makers to gain their backing and commitment. This will not only provide the necessary impetus for the project but also ensure that it remains a priority for the organization.

We recommend using the Power/Interest stakeholder grid, map each stakeholder based on their interest and influence over your work.  

Then color code each one based on their attitudes:

  • Green = Supportive
  • Yellow = Neutral
  • Red = Critical
Infographic visual of a stakeholder grid

Create an AI Council

The next step is to form an AI Council. This council should comprise cross-functional leaders from various departments. The role of the AI Council is to guide the implementation process, provide strategic insights, and ensure alignment with business objectives. Regular meetings and collaboration among council members foster informed decision-making and ensure that the project stays on track.

Get started today in exploring Microsoft’s guidance on establishing an AI Council:

Define Responsible AI (RAI) Principles

Responsible AI usage is paramount in today’s world. It is important to establish clear RAI principles that govern the ethical and responsible deployment of Microsoft Copilot. These principles should address key issues such as transparency, fairness, accountability, and privacy. It is also crucial to educate employees about these guidelines to ensure responsible AI adoption across the organization.

2. Identify Success Owners, Champions, and Early Adopter Cohorts

Success Owners

Identify individuals or teams within your organization who will be responsible for the success of Microsoft Copilot. These success owners will drive adoption, monitor progress, and address any challenges that arise during the implementation process. Assigning clear roles and responsibilities to these individuals will ensure accountability and keep the project on track.

Champions and Early Adopters

Appoint champions within your organization who are enthusiastic about AI adoption. These advocates will promote Microsoft Copilot, encourage usage, and provide peer support. Additionally, create early adopter cohorts—small groups of employees who will test the tool and provide valuable feedback. Their insights will inform refinements and improvements to the tool, ensuring that it meets the needs of the organization.

Looking to get ahead here? Start with this set of champion program checklist items:

  • Find enthusiastic individuals who can commit time and effort to promoting Microsoft 365.
  • Create a Viva Engage or Microsoft Teams Group for these individuals to share updates and successes. (You can refer to our Build Your Experience and Microsoft Viva for Copilot Enablement guides for assistance.)
  • Provide materials to support their work on the group with teams and individuals, such as lunch and learn sessions.
  • Ensure a regular rhythm for discussions with these individuals to evaluate what’s working and what’s not.
  • Design a program to engage and recognize their effort, such as providing privileged access to relevant events or speaking engagements.
  • Communicate to individuals about the role of these champions and where they can be found. It's important to remember that they are business representatives, and not an IT support function.
  • Incorporate Microsoft 365 training resources into your organization's internal training site.
  • Create a contest (e.g., scavenger hunts and giveaways) between departments to encourage interaction with Microsoft 365.  

3. Detail High-Value Scenarios and Personas

High-Value Scenarios

Identify specific use cases where Microsoft Copilot can deliver significant value. Use the Scenario Library to identify top use cases and key metrics you would like to improve in that functional area. Consider scenarios such as automating repetitive tasks, enhancing customer support, or improving decision-making. Prioritize areas that align with your business goals and offer the most substantial impact. This will ensure that the tool is used effectively and delivers maximum value.

Different departments of an organization and their roles.


Develop detailed personas representing different user types within your organization. Understand their needs, pain points, and expectations. How can Microsoft Copilot address these? Tailor the implementation to cater to specific personas, ensuring maximum relevance and usability.

4. Be Intentional with Assignment and Concentrate Seats

Assignment of Roles

Assign roles intentionally during the implementation. Clearly define who will use Microsoft Copilot, their responsibilities, and how they fit into the overall workflow. Providing training and support to these individuals will ensure smooth adoption and effective use of the tool.

Concentrate Seats

Concentrating seats refers to allocating resources strategically. Focus on departments or teams where Microsoft Copilot will have the most impact. Avoid dispersing efforts across the entire organization. Concentrated usage ensures deeper integration and better results.

Enable Team Based Nomination

Provide a pathway for 3 or more people to request Copilot and AI capabilities to improve their work. This request process can enable you to scale your pilot based on demand with business context and because this is done with 3 or more people it can become much easier to manage, communicate, and listen.  

5. Define Success Criteria, KPIs, and a Success Measurement Plan

Success Criteria

Establish measurable success criteria aligned with your business objectives. What does success look like? It could be increased efficiency, reduced manual effort, or improved decision accuracy. Define clear benchmarks to evaluate progress.

Key Performance Indicators (KPIs)

Identify KPIs that reflect the effectiveness of Microsoft Copilot. Examples include user adoption rates, task completion time, and error reduction. Regularly track these metrics to assess performance and make necessary adjustments.

Success Measurement Plan

Finally, develop a success measurement plan. This plan should outline how you will measure the success of the Microsoft Copilot implementation. It should detail the metrics you will track, the methods you will use to collect data, and how you will analyze and report on this data. This will enable you to demonstrate the value of the tool to stakeholders and make informed decisions about its future use.

Keep in mind that you have tooling available from Microsoft that can greatly help here.

With the Microsoft Copilot Dashboard powered by Microsoft Viva, business decision makers and IT leaders can plan their AI readiness, drive adoption, and measure the impact of their Copilot investment 

  • Plan for Copilot readiness across Microsoft 365 and  
  • track by app  
  • Evaluate Copilot adoption across apps and by feature  
  • Analyze the potential impact of Copilot across meetings, email, chat, and documents  
  • View employee sentiment about the value and benefits  
  • of Copilot  
  • Learn about the latest research and findings about AI.

In conclusion, preparing for Microsoft Copilot business readiness is a multi-step process that requires careful planning and execution. By following these steps, you can ensure that your organization is ready to harness the full power of this innovative AI tool.

Don't miss out on our free webinar on April 23rd h at 11:00 AM EST, where we will delve into the intricacies of preparing for Copilot. Register now to secure your spot in our free webinar and embark on the journey to unlocking the full potential of Copilot. Let's build a smarter, more efficient future together. See you there!
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