Implementing Artificial Intelligence (AI), particularly tools like Copilot for Microsoft 365, can significantly enhance your business operations by driving innovation and efficiency. However, to fully harness its potential, it’s crucial to follow a structured approach. Here are the essential steps we recommend taking for the successful integration of AI into your business.
5 recommended steps for successful AI integration in your business.
1. Review Your Policies Relating to Acceptable Usage, Privacy, and Information Security
Before rolling out Copilot, it’s imperative to revisit and update your company’s policies on acceptable usage, privacy, and information security. These updates ensure that employees understand the protocols for using Copilot and handling sensitive data.
Transparency about data usage and privacy measures is key to maintaining trust with both employees and clients. Since Copilot inherits the access rights of the user, reviewing user permissions is crucial to ensure employees have only the necessary access for their roles. This step mitigates risks associated with improper data access and misuse.
2. Assess Your Security and Data Governance Readiness for Copilot and Consider the Business Case
Evaluate your current security measures and data governance practices to determine if your organisation is ready for Copilot integration. Understanding the potential risks and benefits is essential. Weigh these against your business objectives to develop a robust business case. This case should outline how Copilot will enhance productivity and innovation while addressing potential security concerns.
While the initial cost of Copilot, including licensing, might seem substantial, the long-term benefits to your organisation can be significant. Clearly define how you plan to use Copilot and the business advantages it will bring.
3. Plan Your Pilot and Broader Implementation
A pilot phase is essential for familiarising your team with Copilot’s features in a controlled environment. Set clear objectives and metrics to assess the pilot’s success. Gather feedback from users to refine your broader implementation plans. Consider training requirements, integration with existing tools and processes, and scalability as you plan to roll out Copilot across your organisation.
This structured approach ensures that the transition to full-scale implementation is smooth and effective.
4. Establish Ongoing Data and Security Governance
Effective data and security governance is an ongoing process. Define clear roles and responsibilities for managing Copilot usage and monitoring for security threats or breaches. Regular audits and updates to security protocols are necessary to keep up with evolving cyber security risks.
Continuous vigilance ensures that your data remains secure and your AI tools are used appropriately.
5. Plan to Review Usage and Impacts Once Implemented
Once Copilot is fully integrated into your workflow, regularly review its usage and impact on business operations. Determine if the tool meets your initial objectives and identify areas for improvement. Solicit feedback from users and adjust your strategies to maximise the value derived from Copilot.
As technology evolves, your policies, configurations, and permissions should be maintained and updated accordingly. This adaptability ensures that your use of AI remains aligned with business goals and industry standards.
Ensure your business is prepared
Preparing your business to leverage Copilot involves careful consideration of policies, security measures, implementation plans, and ongoing governance practices. By adopting a proactive and strategic approach, businesses can effectively utilise Copilot to drive innovation and efficiency. Following these steps not only facilitates a smooth implementation but also positions your organisation to remain competitive in an increasingly AI-driven landscape.
By ensuring your policies are up-to-date, evaluating your security readiness, planning meticulously, establishing continuous governance, and regularly reviewing impacts, you can build a future-ready business equipped to thrive in the digital age.
How Can Diamond IT Help?
At Diamond IT, we understand that embracing AI is not just about implementing technology; it's about transforming your business to thrive in the digital era. Our deep expertise as a Microsoft Partner ensures that we not only provide the tools but also the strategic guidance and support needed for your success.
Diamond IT's Business Technology Managers and Business Technology Consulting teams can work with you to analyse and review the current state of your Microsoft environment and provide recommendations on your permissions structure and content management practices.
This is based on Copilot using your organisation's current permissions and policies when deployed into your system to deliver the most relevant information to users when accessing Copilot.
This will include:
- Privacy Impact Assessments – helping you to understand how this information enters, moves around and potentially exits your organisation
- Permissions and Privilege Management – helping you identify/review/establish these to ensure they are architected to support your current and emerging needs
- Content Management – helping you structure SharePoint or establish a SharePoint architecture to manage your information repositories
- Information and Cyber Security – from policies to architecture, risk management to the delivery of business and technical controls – we are a single destination to help with security solutions
- Copilot Adoption - Deployment and Training Programs to ensure your team can obtain the best from your financial investment.
- Licensing Structure - we can provide guidance on pre-requisites and the best Copilot license for your organisation, as well as providing your Copilot licensing.
