So, your organisation is thinking about rolling out Microsoft 365 Copilot. You’ve heard about how AI can boost productivity and transform the way teams work, but there’s probably still a lot on your mind: How do you prepare your data? How do you secure your systems?
And most importantly, how do you make sure you get the most out of this new tool? It can feel like a lot to manage, especially if you’re looking to maximise the return on your AI investment without complicating your workflows.
This guide is here to help simplify that process in 3 Steps. We’ll take you through the essential steps to set up Microsoft 365 Copilot effectively—focusing on getting your data in order, securing access, and optimising your operations to ensure everything runs smoothly.
1) Get Your Data Ready
Centralising Data: Laying the Groundwork
Before you can tap into the benefits of AI, it’s important to make sure your data is centralised within your Microsoft 365 environment. Let’s face it, if your data is scattered across different platforms or poorly organised, the AI’s recommendations won’t be as accurate or helpful. Consolidating your data into one place not only improves the quality of insights but also makes life easier for your teams.
Conducting a Data Inventory: Take Stock Before You Dive In
Think of a data inventory as a spring cleaning for your digital workspace:
Discovery and Analysis: Start by mapping out what data you already have, its quality, and where it’s stored. You might find that a lot of it is outdated or no longer relevant—what’s known as ROT (redundant, outdated, trivial) data.
Data Cleanup: Once you’ve identified what’s no longer needed, it’s time to clean up. Deleting duplicates and irrelevant content will help the AI work more efficiently and deliver better insights.
Classifying and Labelling Content: Organise for Accuracy
For Copilot to do its job well, it relies on metadata and tags to quickly locate information. Properly labelling your data helps the AI find what it needs faster, which means more precise results for your team. It’s like having a well-organised filing cabinet—everything is right where it should be.
In fact, centralising data isn’t just about organisation; it can significantly impact efficiency. According to a study by Experian, organisations that achieve a unified, centralised view of their data can experience a 64% improvement in efficiency and a 57% increase in growth opportunities.
2) Focus on Data Security
Running Risk Assessments: Keeping Your Data Safe
As exciting as AI can be, security should always be top of mind, especially when dealing with sensitive information. Did you know that more than half of data breaches come from within the organisation? It’s a reminder that protecting your data isn’t just about fending off hackers; it’s also about managing internal access properly.
Identifying Sensitive Data: Regular risk assessments can help you spot sensitive information, like unprotected Personally Identifiable Information (PII) or confidential financial records, hiding in your system.
Cleaning Up Permissions: Once you’ve identified what needs protecting, make sure only the right people have access. By adopting a “least privilege” model, you can cut down on the risk of internal data leaks.
Maintaining Continuous Security: An Ongoing Commitment
Data security isn’t a one-and-done deal. It’s crucial to stay vigilant, with regular reviews of who has access to what. Automated tools can help you monitor permissions and user activity, making sure your systems stay secure over time.
3) Optimise Operations for Long-Term Success
Setting Up a Management Framework: Keeping AI Adoption on Track
With AI becoming an integral part of your daily workflows, managing data and content can start to feel overwhelming. Establishing a clear management framework will help keep your AI initiatives organised and on target, ensuring that you get the most out of your investment.
Implementing Lifecycle Management: Less Clutter, More Clarity
Storing too much data can clutter your system and impact AI performance. To keep things efficient, it’s essential to manage the lifecycle of your content—everything from creation to disposal. This ensures your data stays clean, relevant, and ready for Copilot to analyse.
Automating Reviews and Renewals: Keep Things Up to Date
Keeping track of data permissions and access manually can be a headache. By automating these processes, you’ll save time and ensure everything stays current, allowing your teams to focus on more strategic tasks.
Bringing It All Together
Adopting Microsoft 365 Copilot isn’t just about flipping a switch. It’s about setting your organisation up for success by investing the time to get your data, security, and operations in order.
When done right, Copilot can enhance productivity, free up your team’s time, and spark new levels of innovation. By centralising your data, securing access, and streamlining your operations, you’re laying the groundwork for sustainable AI success.
Need More Support?
We understand that adopting AI can feel daunting. But with the right preparation and focus on data governance, you can unlock the full potential of Microsoft 365 Copilot. The key is to start small, learn as you go, and continuously refine your approach. Remember, AI is here to help—not complicate—your work life.
Book your free Copilot consultation today, and Simoda will ensure a smooth and seamless onboarding experience.
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