By Ben Mellaerts
As Microsoft Copilot integrates more deeply into the Microsoft 365 suite, many companies find themselves facing a pivotal decision point. Should they invest in this AI-powered assistant, and if they do, how can they maximize its value?
While some organizations have fully embraced Copilot, adoption is not always straightforward. Copilot often goes underutilized, leaving businesses questioning whether they’re getting real value from their investment.
The reality? Adoption isn’t automatic. Employees may be hesitant, unsure of how to use it, or unaware they even have access. Without the right strategy, Copilot risks becoming just another expensive tool that fails to deliver results.
So, what’s holding businesses back? More importantly, how can you ensure Copilot drives real impact? In this article, we break down the key adoption challenges - and how to fix them.
Why businesses hesitate with Microsoft Copilot
Adopting new technology always comes with questions, but Copilot’s integration into everyday workflows poses unique challenges:
Cost and licensing complexity
Microsoft Copilot comes with a significant price tag at $30 per user per month, layered on top of the existing Microsoft 365 subscription. For many companies, this pricing model raises concerns about ROI, making them hesitant to commit. Even after purchasing licenses, underutilization is a common issue, resulting in sunk costs without delivering measurable benefits.
Lack of awareness
Many employees remain unaware that they even have access to Copilot, let alone how it works. Organizations often activate licenses without an onboarding or communication plan, leaving employees unprepared to integrate the tool into their routines.
Skills gaps
Copilot requires users to master prompt engineering, the skill of crafting inputs to get meaningful and accurate outputs. Without this foundational knowledge, employees may feel frustrated or see Copilot as unreliable, reducing their motivation to use it.
Limited use case alignment
Employees need to see how Copilot fits into their specific roles and workflows. Generic training doesn’t help if users can’t connect the tool to tasks they do daily.
Concerns about risk and quality
Without clear guidelines or policies, organizations worry about potential risks like sharing sensitive information with Copilot or relying on outputs that may lack accuracy. Employees also hesitate if there’s no clarity on how to use the tool responsibly.
Our approach to driving Copilot adoption
To address these barriers, organizations need a structured and tailored strategy. This can be achieved in a three-phase approach: assess, pilot, and scale.
1. Assess - understand your organization’s needs
Before jumping into implementation, it’s critical to understand the unique needs and challenges within your organization.
- Conduct interviews: talk to employees across teams to identify their current pain points, awareness levels and perceptions about Copilot. If licenses have already been activated, uncover why usage might be low.
- Segment users: different teams and roles will interact with Copilot differently. Create user personas or segments (e.g., marketers, HR professionals, finance teams) to identify where and how Copilot can provide the most value.
- Identify ambassadors: look for early adopters or tech-savvy individuals within each segment who can champion the tool during the rollout process.
2. Pilot - experiment and gather insights
Rather than rolling Copilot out organization-wide from day one, start with a focused pilot program.
- Select pilot users: choose a group of 10–30 users across various segments to experiment with Copilot. Ensure the group includes a mix of roles and skill levels.
- Gather feedback: understand how Copilot is being used and where improvements are needed. Use surveys, observations, and interviews to track user experiences. Focus on questions such as:
“What tasks is Copilot helping you accomplish?”
“Where do you feel it falls short?”
“What additional support or training would improve your experience?”
- Define success metrics: establish measurable KPIs such as time saved on specific tasks, number of active users or user satisfaction scores.
These insights will inform your scaling strategy.
3. Scale - build a foundation for organization-wide adoption
Once the pilot proves the value of Copilot, it’s time to scale with a robust adoption strategy.
- Tailored training: develop training materials that resonate with different user groups. For example, a finance team might need guidance on creating financial models, while a marketing team might focus on generating campaign ideas.
- Self-service resources: host resources on your company intranet, such as video tutorials, FAQs and best-practice guides. Ensure these resources are accessible and user-friendly.
- Guidelines and policies: establish clear rules for Copilot use to address concerns about risks. Define what types of content should and shouldn’t be shared. Provide examples of appropriate and inappropriate use cases.
- Targeted training sessions: conduct live sessions tailored to specificdepartments or roles. These sessions can include hands-on activities where users practice crafting effective prompts.
Why a strategic rollout matters
Rushing to activate Microsoft Copilot without preparation is a recipe for wasted potential. By taking a structured approach, assessing needs, piloting with purpose and scaling thoughtfully, companies can maximize ROI while empowering employees to embrace generative AI as part of their workflows.
Employees are more likely to use a tool when they feel supported, see its relevance and understand the guidelines around its use.
Ready to get started with Microsoft Copilot? Let’s build a roadmap together. Reach out to Dataroots today to explore how we can help your organization succeed with generative AI.