The advancement of generative artificial intelligence (AI) has been impressive. Gartner predicts that by 2026, 80% of enterprises will be using generative AI, a substantial increase from just under 5% in 2023. McKinsey suggests that AI could add an astounding $4.4 trillion per year to the global economy by 2030. While projections don’t push businesses to adopt AI tools, it's about what generative AI can do, and the results are helping businesses make the leap.
As a training provider, KnowledgeWave is seeing a massive buzz around Copilot for Microsoft 365. Our clients and our Managed Service Partner (MSP) reseller channel are addressing this buzz by partnering with KnowledgeWave to deliver awareness webinars specific to Microsoft Copilot training. Our team showcases both the free and paid versions of Copilot for our clients and reseller clients. Leveraging the tools you use daily, Copilot for Microsoft 365 effortlessly merges AI into an organization's routine, enabling a quicker and more efficient achievement of AI's return on investment. And people are excited about that!
In this blog post, I will provide guidance that will help you secure your AI adoption with Copilot for Microsoft 365, focusing on four key areas: Preparing Your Data, Securing Your Data, Optimizing Your Operations, and Training. You’re not alone. Your Managed Service Provider can assist with the first three and KnowledgeWave can help with Microsoft Copilot training. Good partners can assure that your environment and content are set up to best leverage Copilot, and a Copilot training plan with KnowledgeWave can assist with user adoption.
Copilot Architecture
Before we jump into preparing, securing and optimizing, I’d like to share, in the simplest of terms, information about the Copilot Architecture. The Copilot Architecture is like having a smart assistant that integrates with Microsoft 365 applications such as Word, Excel, PowerPoint, Outlook, and Teams. But how does it work? How it works in simple terms:
- Large Language Models (LLMs): These are the brains of the operation. They’re like a library of information that the Copilot can access to understand and generate content from.- This can be you company information, both good and bad information. Think content.
- Microsoft Graph: This is like a map of all your work-related data. It includes things like your emails, documents, and chats that you have permission to access. – Key here is that you have permission to. Think Security.
- Microsoft 365 Apps: These are the tools you use every day. Copilot works with them to help you create documents, presentations, spreadsheets, and more. Think end-user and the art of knowing how to prompt co-pilot.
Learn More: The Art of the Copilot Prompt + Copilot Tips
Want a deeper dive?
This information graphic is a visual representation of the Copilot Architecture. This image illustrates a process called Retrieval Augmented Generation (RAG). RAG enables Microsoft Copilot to leverage private enterprise data without compromising its security. Learn More
Getting Ready for Copilot
The rest of this article will highlight information that you should be thinking about before deploying Copilot. If you have already deployed, these are your next steps. Successful implementation of AI requires high-quality, (not old, outdated data) that is well-organized. Securing your data is crucial when deploying Copilot for Microsoft 365 because it can involve handling large amounts of sensitive information. As AI adoption and data grow, you will need to make sure you have continued monitoring to maintain proper governance.
Remember you don’t have to do this alone. Reach out to your MSP or CSP.
Preparing Your Data: One of the most critical factors for successful AI implementation is high-quality, well-organized data. Copilot for Microsoft 365 relies on large amounts of data to learn and make accurate predictions. Consequently, it is essential to centralize your data in Microsoft 365 and improve its quality to enhance AI recommendations. By bringing all relevant data into your Microsoft 365 tenant, Copilot can provide accurate and comprehensive insights. Yes, it’s finally time to really archive that old content, you don’t want Copilot returning information from 2008.
Ensuring your content is valid is important, so that Copilot has access to all relevant data. Conducting a data inventory and analyzing your data landscape will help you understand your data better and identify any redundant, outdated, or trivial (ROT) data that may be cluttering your environment. By cleaning up your data and establishing information management processes and data governance policies, you can maintain high data quality over time and ensure that Copilot continues to provide valuable insights into the future.
Securing Your Data: Data security is a top concern when adopting generative AI tools. While external threats are often the focus, internal threats can be equally concerning. A recent Deloitte study found that 60% of organizations that experienced an AI-related security or privacy incident reported internal parties as the cause of data compromise. It is crucial to understand where you have sensitive and overshared content in Microsoft 365 and implement security measures to secure it. Running a risk assessment will help you identify any security vulnerabilities, such as unprotected Personally Identifiable Information (PII) or content with anonymous sharing links. There are Microsoft tools and several 3rd party tools that can assist in scanning and aggregating sensitivity and activity data across your Microsoft 365 tenant, identifying permissions issues for action. Cleaning up permissions, enforcing security policies, and monitoring for configuration drift and security concerns are essential steps to ensure the security and compliance of your data.
Optimizing Your Operations: As the utilization of AI expands and the amount of data surges, it is vital to refine your operations for enduring AI efficacy. It's important to develop a management framework that outlines the parameters for Copilot's content access, designates accountability for this content, and sets the frequency of content-setting evaluations. Governance is key in automating IT service delivery and ensuring that creation and upkeep of content adhere to set governance policies. Enacting data lifecycle policies is critical for controlling data volume and maintaining Copilot for Microsoft 365's output quality. Ensuring regular revision and enhancement of security protocols, along with the automation of access scrutiny and content updates, is integral for preserving both the security and performance of Copilot.
To ensure a secure and sustainable AI adoption, organizations must take the necessary steps to prepare their data, secure their data, and optimize their operations. By centralizing and improving data quality, implementing security measures, and establishing effective governance and data management processes, organizations can reap the best benefits of Copilot for Microsoft 365, including increased productivity, enhanced employee skills, and rapid innovation.
Don’t Forget the Training
A survey conducted by Constellation Research, which included over 1,000 executives at the C-level, found that more than three-quarters of global leaders are of the opinion that AI will offer them a competitive edge. Yet, the success of AI integration is largely dependent on the knowledge and capabilities within the organization, highlighting the growing importance of AI literacy for those in the business sector.
Training is a critical component of a successful Copilot deployment. It ensures that users are well-equipped to utilize the full potential of the AI assistant, understand its capabilities, and integrate it effectively into their daily tasks. KnowledgeWave offers live training in an affordable webinar format and offers ongoing webinars showcasing the new functionality of AI across the Microsoft 365 tool kit. – We also offer OnDemand content that can be accessed as part of our learning site or licensed for your LMS. Click here to learn more about KnowledgeWave’s Copilot Training options.
The transformative potential of generative AI within the enterprise environment is undeniable. As we embrace the capabilities of Copilot for Microsoft 365, we are poised to unlock unprecedented levels of productivity, foster innovation, and streamline operations. By diligently preparing and securing our data, optimizing our operations, and investing in comprehensive Microsoft Copilot training, we can ensure a seamless integration of AI into our daily workflows. Contact us today at 1-800-831-8449 or click the banner below for a free trial.
