Hey there, IT managers! Has your CEO recently come to you, brimming with enthusiasm about the latest tech, and dropped the question, “Why aren’t we using Copilot yet?” It’s a classic scenario. Microsoft’s Copilot for Microsoft 365 is creating quite the buzz, and for good reason. It promises to revolutionise how we use Word, Excel, PowerPoint, Outlook, and Teams with AI-driven features. But implementing Copilot isn’t as simple as just buying a license and flipping a switch. Let's break down why and help your CEO understand what’s really involved.
Not Just a License Purchase
First off, Copilot for Microsoft 365 is an add-on license. This means you need a base Microsoft 365 subscription before you can even consider adding Copilot. Whether it’s a Business, Enterprise, or Academic plan (excluding A1), or even Frontline worker plans like F1 or F3, you need the basics covered first.
Generative AI – The Cool Stuff
Copilot isn’t just a fancy search tool. It can help draft content in Word, summarise long email threads in Outlook, provide concise overviews of lengthy Teams chats, and even create PowerPoint presentations from existing Word documents. Imagine not having to juggle between meeting discussions and note-taking – Copilot’s got your back.
Data Governance – The Elephant in the Room
Here’s the catch: Copilot has access to all the data that a user can see. That means if your data governance isn’t rock solid, you might accidentally expose sensitive information. We’re talking about compliance with regulations like GDPR, UK Information Protection Acts, PCI-DSS, and industry-specific rules for finance, healthcare, or legal sectors. Ensuring that only the right eyes see the right files is crucial.
Sharing Settings – More Than Meets the Eye
By default, SharePoint and OneDrive might be a bit too generous with sharing settings. For example, if I share a file with Jane Smith, that link could technically work for anyone in the organisation if Jane forwards it. Copilot could potentially surface these files to users who shouldn’t see them. Adjusting these settings is a start, but it’s not retroactive for existing links. Reporting tools in Microsoft Purview can help you identify and manage these links.
Advanced Protections – Because File Permissions Aren’t Enough
File permissions only go so far. If someone downloads a file and shares it outside the intended group, the original permissions don’t follow. That’s where Microsoft Purview Information Protection comes in. By labelling files and applying encryption and Digital Rights Management, you ensure that only authorized users can access the data, no matter where it goes.
The Road to Copilot Readiness
Before jumping on the Copilot bandwagon, check out the Readiness Guide and consider these steps:
- Audit and Adjust Sharing Policies: Ensure SharePoint and OneDrive settings are configured to limit unintended access.
- Implement Data Governance: Use tools like Microsoft Purview to monitor and manage data access and sharing.
- Explore Advanced Protections: Encrypt sensitive files and apply strict access controls to protect data even when it leaves your organization’s systems.
Adopting Copilot for Microsoft 365 can bring substantial benefits, streamlining workflows and boosting productivity. However, ensuring that your data governance is up to par is essential. It’s about more than just flipping a switch – it’s about preparing your organisation to leverage AI responsibly and securely.
So next time the CEO asks, you’ll have the perfect response: “We’re getting there, but we need to ensure our data governance is solid to fully reap the benefits of Copilot.”
That should keep everyone happy and your data safe!
If you’d like advice tailored to your business and specific needs, our team is on hand to assist. Get in touch to arrange a consultation.