A guide to help you integrate Copilot for Microsoft 365 with your business applications and drive user adoption

Introduction
Copilot is a virtual assistant that helps you get the most out of your Microsoft 365 tools and services. It can answer your questions, provide tips and insights, and guide you through tasks and workflows. Copilot for Microsoft 365 can also be customized and extended to integrate with your line of business applications and bring relevant information and actions to your fingertips.

However, introducing Copilot for Microsoft 365 to your organization requires more than just technical implementation. It also requires a strategic approach to adoption and change management, to ensure that your end-users are aware, engaged, and empowered to use Copilot for Microsoft 365 effectively and benefit from its features. Cegeka can help you plan and execute a successful adoption and change management program for Copilot, based on our best practices and experience.

Here we present our methodology, outcomes and deliverables that you will receive from this pilot rollout.

Design and build

The first phase of the adoption and change management program is to build the foundation for a successful rollout of Copilot for Microsoft 365. This involves engaging the right people, defining the goals and scope, and designing the adoption plan.

• Engage the right people: We need to identify and involve the key stakeholders and influencers who will support and champion Copilot for Microsoft 365 in your organization. This includes the executive sponsor, who will provide the vision and direction for the program, the project team, who will manage the technical and functional aspects of the implementation, the change ambassadors and champions, who will represent the end-user perspective and promote Copilot within their divisions or teams, and the communication and HR teams, who will help craft and deliver the messages and activities to raise awareness and desire for Copilot.
• Define the goals and scope: We need to establish the objectives and expected outcomes of the program, as well as the timeline, budget, and resources. We also need to define the target audience and the use cases and scenarios for Copilot, based on the needs and pain points of your end-users and the integration of your line of business applications. You can use surveys, interviews, workshops, and data analysis to gather insights and feedback from your end-users and stakeholders.
• Design the adoption plan: We create a tailor-made adoption plan that follows the ADKAR model, a proven framework for change management that consists of five steps: Awareness, Desire, Knowledge, Ability, and Reinforcement. The adoption plan should outline the strategies, tactics, and tools that you will use to address each step and ensure that your end-users are ready, willing, and able to use Copilot for Microsoft 365 effectively. The adoption plan should also include the KPIs, success criteria, and reporting methods that you will use to measure and monitor the progress and impact of the program.

Execute

The second phase of the adoption and change management program is to execute the adoption plan and deliver the activities and interventions that will drive user adoption of Copilot for Microsoft 365. This involves launching the pilot, scaling up to ambassadors, and rolling out to a group of pilot users.

• Launch the pilot: We start with a small pilot group of about (25 - 50 users) who represent different personas and scenarios for Copilot for Microsoft 365. The pilot group will receive training, support, and feedback from the project team and the change ambassadors and champions, according to the ADKAR approach. The pilot group will also provide valuable input and suggestions for improving Copilot for Microsoft 365 and the adoption plan, based on their experience and satisfaction.
• Scale up to ambassadors: We need to expand the scope of the program and activate more change ambassadors and champions who will evangelize and advocate for Copilot for Microsoft 365 in their divisions or teams. The change ambassadors and champions will receive additional training, coaching, and resources from the project team and the executive sponsor, to help them spread the awareness and desire for Copilot for Microsoft 365 among their peers and colleagues. The change ambassadors and champions will also act as role models and mentors for the end-users, showing them how to use Copilot effectively and efficiently.
• Roll out strategy: Finalize the roll out strategy and determine who needs to work with Copilot and who can request a license under what conditions.