Copilot for Microsoft 365 has rapidly transitioned from a groundbreaking concept to a pivotal technology transforming workplaces globally, with estimates in the millions already using the tool. Yet, as an IT professional within a small to medium-sized enterprise, the responsibility lies with you to effectively integrate this advanced generative AI tool. But where do you start?
Whilst Copilot for Microsoft 365 can in theory significantly enhance productivity and innovation in your company, without careful planning it can also cause a great deal of chaos too. That’s why we’re huge fans of setting up what’s known as a Center of Excellence (CoE) before you go any further.
What is a Center of Excellence?
A Center of Excellence (CoE) is a dedicated team within your organization set up to spearhead the roll-out of new tech like Copilot, with the aim of sharing best practice, providing support, up-skilling and training colleagues on how to use it.
Having a CoE will also help you to ensure that all your Copilot for Microsoft 365 initiatives align with your organization’s overall strategy and goals. Helping you to prioritize projects based on their potential impact and ensuring resources are used effectively (see our recent blog on to prioritize projects for Copilot). It will also help you to focus on developing policies for data governance, ethics, and compliance, which you can do with the help of SharePoint Premium.
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Who should be in your CoE team?
To create an effective Center of Excellence (CoE) it’s important to assemble a diverse team with a range of expertise. For example, include an executive sponsor, who can provide strategic direction and get senior level support and funding for the roll-out. Then appoint a leader or manager who can oversee the project’s operations.
Next, include an IT specialist from your team, who can manage cloud services, ensure data governance and security protocols are in place. And depending on the size of your company, you should also include key business units and early adopters who can champion the initiative. It’s also handy to have change management specialists who can help you to develop training programs, communicate changes, and support employees in adapting their ways of working as well.
How to Set Up a CoE for Copilot for Microsoft 365
Once you’ve got your team in place, then it’s essential to define your Copilot for Microsoft 365 strategy, i.e. what you’re doing it for and why. Then lay down your governance framework for rolling it out – which should include ethics, data privacy, and how you’re going to keep your data secure. Create a road map that sets out key priorities, such as which departments will get the licenses first and the intended outcomes. Take a look at the following steps…
1. Get your technical infrastructure right, from the start
Next you need to make sure your technical infrastructure is robust and scalable. Which basically means making sure you have the cloud services and high-performance computing resources in place that can handle the AI.
So, if you’ve currently got dispersed on-prem data storage and limited cloud infrastructure it is likely to make it challenging to develop and deploy Copilot for Microsoft 365 until you get that sorted. Similarly, if your company has fragmented processes and operations, it will make it hard to find the scale to justify investment into Copilot.
Finally, if your business operates within certain regions, like California or the EU, you’ll need to ensure your handling of data complies with regulations such as CCPA and GDPR.
2. Attract and train the right talent
With deploying any new tech you’ll need to find your ‘early adopters’ and ‘tech champions’ within your business to help you roll Copilot out. Include these people in your CoE because ultimately they’ll be the people who will help you to train employees or run workshops to up-skill people on how best to use Copilot as you introduce it within your business.
3. Implement agile project management strategies to help with deployment
Adopt agile project management practices to ensure iterative development and continuous improvement of AI solutions. Start with pilot projects to demonstrate AI capabilities and build confidence within the organization.
Define and track key performance indicators (KPIs) to measure the success and impact of AI initiatives. Use metrics to refine strategies and improve outcomes continuously.
4. Continual innovation and research
It’s not a case of roll out the tech and it’s done. You’ll need to allocate responsibility to someone in your CoE team to keep track of all the latest developments and innovations within Copilot.
If funds allow, establish an ‘innovation lab’ team whose sole job is to experiment with new ideas, prototypes, and proof-of-concept projects.
5. Ensure ethics and compliance
Develop an ethical framework to guide AI development and usage, ensuring fairness, accountability, and transparency. Regularly audit AI systems for compliance with internal policies and external regulations.
Implement techniques and processes to detect and mitigate biases in AI models. Ensure diverse datasets and inclusive practices in AI development to minimize bias and enhance the reliability of AI outcomes.
6. Promote knowledge sharing
Create a centralized knowledge repository for best practices, case studies, and documentation. This resource will help streamline AI implementation and foster a culture of continuous learning.
Foster a community of practice within the organization to share insights, challenges, and solutions related to AI. Encourage collaboration and knowledge exchange to drive collective growth.
Ideas on how to use Copilot for Microsoft 365
If integrated correctly, Copilot for Microsoft 365 will work as a handy AI assistant in everyday Microsoft tools like Word, Excel, PowerPoint, Outlook, and Teams. Used properly, it can automate repetitive tasks, generate insights, and facilitate collaboration. Here are some practical suggestions how you can experiment with using Copilot:
- Drafting and Summarizing: Use it to draft emails, summarize meeting notes, and generate reports.
- Data Analysis: Open it in Excel to help clean, structure, and analyze large datasets.
- Content Creation: Turn it on when creating presentations in PowerPoint and
- Collaboration: Enable it in Microsoft Whiteboard to help improve real-time collaboration.
By establishing a Center of Excellence before introducing Copilot for Microsoft 365 you will not only ensure responsible use of the tech from the off, but you will also improve user adoption and thus maximize its value. Remember to start by building a solid foundation with governance, infrastructure, and training, and gradually expand your Copilot initiatives to transform how your organization works.
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Ready to transform your workplace with Copilot for Microsoft 365? Contact Team Cloudwell and we’ll help you to build your Center of Excellence framework today.