Integrating Microsoft365 Copilot: a guide for not-for-profits
Your how-to on introducing and implementing Microsoft Copilot in your organisation.
Microsoft Copilot is an innovative tool designed to enhance productivity and streamline operations within organisations. In short, Microsoft Copilot is an AI assistant that integrates seamlessly into the wider Microsoft suite of products, including Teams, Office, Word and more.
Copilot can help you generate text, summarise meeting, as well as research and summarise notes and emails. Think of Copilot as an assistant designed to help improve your efficiency and resource management.
Eligible nonprofit organisations (i.e. ACNC-registered in Australia) can access discounted Microsoft 365 and Copilot licences through Microsoft’s nonprofit program or Connecting Up (Australia). Nonprofits from across Asia may seek assistance from TechSoup or its regional partners for support.
Enhanced productivity
Copilot can help automate repetitive tasks and streamline workflows, allowing your team to focus on more strategic and impactful activities. This leads to increased productivity and better utilisation of resources.
Improved collaboration
With Copilot's collaboration tools, team members can easily share information, communicate, and work together on projects, regardless of their location. This fosters a more cohesive and efficient work environment.
Cost savings
By automating tasks and improving efficiency, Copilot can help not-for-profits save on operational costs. This allows you to allocate more resources to your core mission and initiatives.
Better data management
Copilot's advanced data management capabilities ensure that your organisation's information is organised, accessible, and secure. This improves decision-making and helps you stay compliant with data protection regulations.
Copilot adheres to Microsoft’s enterprise-grade security and stores data in Azure datacentres located in-region (Australia). It does not train on your organisational data.
Before rushing to install Copilot, we would recommend taking the time to follow the steps below to make sure that Copilot fits into your organisation in an effective way.
Preparation steps
Understand your needs
Assess your organisation's specific needs and goals before integrating Copilot. Consider how the tool can address your unique challenges and enhance your operations. Some questions that you might ask could be:
- What features of Copilot would be beneficial to our organisation?
- Do we already have a program or application that can do something similar?
Leverage available resources
Take advantage of the resources and support available through Microsoft and other organisations. This may include training sessions, webinars, and documentation to help you get the most out of Copilot. Microsoft have some effective training guides available on their website.
Engage your team
Involve your team in the integration process by seeking their input and feedback. This ensures that everyone is on board and that the transition is as smooth as possible. This can also be a chance to discover the types of questions or concerns that other people in your team have about using Copilot.
Securing your data
Before integrating Copilot, it's essential to ensure your environment is ready and secure. Here are the key steps to follow:
User access
Identify who in your organisation will benefit from using Copilot and allocate licenses accordingly. This ensures that the right team members have access to the tools they need to improve their workflows. Copilot uses the same permissions for existing users, meaning that if a particular user does not have access to a document, that user’s Copilot will not be able to access that document. It can only access documents that the user has explicit access to, so make sure that the users that you are looking to access Copilot have the correct permissions.
Set up a test environment
Establish a test setup within your organisation to validate configurations and test Copilot's features. This allows you to identify and address any potential issues before a full-scale rollout.
Conduct pilot testing
Select a small group of users to participate in pilot testing. Gather feedback from these users to make necessary adjustments and improvements. This step is crucial for ensuring that the integration process goes smoothly and that any issues are resolved early on.
Develop a communication plan
Create a comprehensive communication plan to inform all users about the upcoming integration of Copilot. Provide resources, training materials, and support channels to ensure a smooth transition. This helps to manage expectations and ensures that everyone is on the same page. This will also be a good time to answer any questions that your team may have.
Data security
Ensure that Copilot can only access relevant and secure information within your organisation. Implement necessary security measures to protect sensitive data and maintain compliance with data protection regulations. Typically, data that has been entered into Copilot is stored on Microsoft’s cloud, in Azure datacentres in the user’s respective location. Copilot does not learn from data it has access to; it uses the data available to generate real-time responses, but it does not retain or train on this data.
Confirm that your organisation meets Australian Privacy Principles and ensure Copilot is configured to respect these standards.
Monitor and evaluate
Regularly monitor the performance of Copilot and evaluate its impact on your organisation. Use this information to make continuous improvements and ensure that you are maximising the benefits of the tool.
Be sure to ask questions on how your organisation is utilising Copilot.
- What tasks are our team using Copilot to perform?
- Has there been any change in timeframe to complete these tasks?
- Are we running into any issues with Copilot?
Integrating Microsoft 365 Copilot into your not-for-profit organisation in Australia can lead to significant improvements in productivity, collaboration, and resource management. By following the steps outlined in this guide, you can ensure a successful integration and unlock the full potential of this powerful tool.
Remember to engage your team, leverage available resources, and continuously monitor and evaluate the impact of Copilot to achieve the best results.