Unlocking Microsoft 365 Copilot: Why Your Organisation May Not Be Ready Yet

Many organisations are failing to harness Microsoft Copilot's full potential due to fundamental setup and data governance issues.

Article link: https://open.substack.com/pub/johanosteyn/p/unlocking-microsoft-365-copilot-why?r=73gqa&utm_campaign=post&utm_medium=web&showWelcomeOnShare=true

Audio summary: https://youtu.be/YBVCs9dKwAM

As an AI ethicist and strategist, I frequently write about various issues of interest to me that I want to bring to the reader’s attention. While my main work is in Artificial Intelligence and technology, I also cover areas around politics, education, and the future of our children.

This article delves into the critical area of AI regulation, specifically focusing on the practical challenges and strategic imperatives for organisations adopting Microsoft 365 Copilot, a topic that directly impacts how we govern AI tools and ensure a responsible digital future for our country and our children.

The promise of Microsoft 365 Copilot is transformative, offering AI-powered assistance across daily applications like Word, Excel, and Outlook. Yet, in my extensive work training leadership teams and operational staff, a consistent truth emerges: most organisations are woefully unprepared to unlock their true value. The barriers are rarely about the technology itself or user enthusiasm; instead, they reside in foundational elements such as licence configuration, privacy settings, and, crucially, the maturity of SharePoint folder structures.

CONTEXT AND BACKGROUND

Microsoft 365 Copilot’s intelligence is derived directly from an organisation’s internal data estate, encompassing SharePoint, OneDrive, Teams, and Outlook. This reliance means that the quality and structure of an organisation’s data directly dictate Copilot’s effectiveness. Unfortunately, many companies I engage with exhibit three pervasive issues that hinder successful deployment.

Firstly, Copilot licences are often incorrectly set up, leading to partial access or non-activation, creating user frustration and a false perception of the tool’s capabilities. This can stem from a lack of awareness regarding governance or tenant-level settings.

Secondly, privacy and security settings are frequently misaligned with organisational policies, or such policies are non-existent. Without robust Data Loss Prevention (DLP) rules or proper access controls, Copilot can either become too restrictive to be useful or, more dangerously, over-expose sensitive information. This oversight directly impacts data security and compliance, a critical concern for our country’s digital infrastructure.

INSIGHT AND ANALYSIS

The most significant impediment to Copilot’s efficacy, however, lies in immature SharePoint folder structures. Copilot cannot intuit; it processes information based on the architecture it is given. If an organisation’s files are scattered, duplicated, or poorly organised across personal drives rather than structured document libraries, Copilot’s ability to generate accurate summaries, draft proposals, or interpret historical context is severely compromised.

This is why I consistently train my clients to ensure their Copilot system points to well-organised SharePoint folders. The principle is simple: Copilot is only as powerful as the data it is fed. Microsoft itself emphasises the need for solid content management practices and data governance before rollout. Organisations must proactively clean up redundant, obsolete, and trivial (ROT) data to prevent inaccurate or irrelevant outputs.

This proactive approach to data hygiene is not merely a technical task; it is a strategic imperative that ensures the integrity of information, a cornerstone for the future of our children’s education and their ability to discern truth in an AI-augmented world. Without this foundational work, the investment in Copilot licences becomes “shelfware” – an expensive tool that delivers minimal value.

IMPLICATIONS

The implications of neglecting these foundational elements extend beyond mere productivity losses. Poorly managed Copilot deployments introduce significant security risks, including accidental data exposure and compliance violations. Copilot operates within the permissions of the logged-in user, meaning if a user has access to sensitive, unclassified data, Copilot can potentially surface it.

It underscores the urgent need for organisations to implement robust governance frameworks, including sensitivity labels and DLP policies, to control what data AI systems can access and process. For me personally, ensuring that AI tools are deployed responsibly is paramount, as it reflects directly on the ethical standards we set for technology.

A strategic approach to Copilot deployment is not just about technology; it’s an organisational transformation that demands clear governance, structured data environments, and comprehensive user training. This holistic view is crucial for our country to leverage AI safely and effectively, fostering innovation without compromising security or privacy.

CLOSING TAKEAWAY

Microsoft 365 Copilot offers immense potential, but it is structured intelligence, not magic. Organisations must prioritise correct licence setup, stringent privacy alignment, and, critically, mature SharePoint data structures. By treating Copilot as a strategic capability rooted in data hygiene and robust governance, we can truly unlock its transformative power, ensuring a secure and productive future for our organisations, our country, and our children.

Author Bio: Johan Steyn is an AI ethicist and strategist, dedicated to guiding businesses through the complexities of artificial intelligence. With extensive experience in AI implementation and governance, he advocates for responsible AI adoption that balances innovation with ethical considerations. Find out more about his work at https://www.aiforbusiness.net