Over the past few days, I’ve had the privilege of sharing my vision on adoption and Copilot during two fantastic sessions. It’s clear that we are currently operating in what I call the “third dimension of work” when it comes to AI, specifically with Copilot. Users are inundated with new technologies and tools, making it challenging to keep up. In this article, I want to explore how we can embrace this change and maximize the benefits of both technology and the people using it.

In the evolution of digital workspaces, we are now entering the “third dimension of work” where we work alongside AI. This dimension transcends basic automation and task management, moving towards a more sophisticated, intuitive, and integrative use of AI tools like Microsoft 365 Copilot. The first dimension focused on digitizing paper processes. The second dimension saw the rise of collaboration tools enabling real-time communication and remote work. Now, in the third dimension, AI is not just an assistant but a co-worker that understands context, provides insights and significantly enhances productivity.

The third dimension of work is characterized by:

• Contextual Awareness: AI tools like Copilot are becoming more contextually aware, understanding the nuances of our tasks and workflows.
• Predictive Insights: These tools can predict needs and provide suggestions, automating repetitive tasks and offering strategic advice.
• Seamless Integration: AI integrates seamlessly into our daily tools and applications, providing support without disrupting our workflow.

In recent years, we’ve learned how to collaborate online, how to be more productive, and how to balance working from home and the office. Simultaneously, we face a constant stream of new features and updates. Microsoft 365 Copilot is one of those innovations that drastically changes how we work.

Copilot offers the ability to automate daily tasks and provide intelligent support, enabling us to work more efficiently. However, with this change comes the necessity to reevaluate our workflows. With every action we take, we must ask ourselves if it is still relevant or if it can be better handled by Copilot.

It’s human nature to revert to old habits, especially when faced with change. This applies to adopting new technologies as well. I believe that a single training session or a few hours of support are not enough to prepare users for this new reality. What is needed is a holistic approach where we take our users along for the ride, continuously supporting and inspiring them.

Instead of merely implementing new tools, we must focus on developing the skills and confidence of our users. This means involving them in the adoption process, showing them how Copilot can enhance their specific roles, and providing them with the resources they need to fully utilize this technology.

Many organizations opt for minimal Microsoft 365 Copilot licenses, often restricted to the IT department. This limits the potential impact of Copilot. Instead, organizations should strive for broader adoption, ensuring every employee has access to the tools and support they need to do their job better.

To truly understand Copilot’s value, we need to look at the specific needs and challenges of different roles within an organization. For a marketing team, Copilot can assist in analyzing data and generating reports. For an HR department, Copilot can help automate administrative tasks and improve communication with employees. By taking this role-based approach, we can maximize Copilot’s impact and ensure every employee benefits from the capabilities this technology offers.

The “Time Traveler” a metaphor for someone who understands the different states of readiness within an organization. This concept is crucial for successful technology adoption.

• Leadership State: Leaders are often far ahead, envisioning where the organization needs to go. They understand the strategic importance of new tools like Copilot and are focused on long-term goals.
• Project Team State: The project team is in the execution state. They are focused on implementing the new technology and ensuring it aligns with the organization’s vision.
• Workforce State: Employees on the ground are in the current state, dealing with day-to-day tasks and challenges. They need to see the immediate benefits of new technology to understand its relevance.

One of the biggest mistakes organizations make when implementing new technologies is failing to clearly communicate the reason behind the change. Without this explanation, employees often feel overwhelmed and indifferent. It’s essential to clearly communicate the “why”:

• Motivation: When employees understand why a change is necessary and how it benefits them, they are more motivated to engage with the adoption process.
• Engagement: Sharing the rationale behind the change makes employees feel more involved and valued as part of the process.
• Reducing Resistance: A well-explained “why” helps reduce resistance to change by eliminating uncertainty.

Alongside communicating the “why” and its benefits, a structured and thoughtful approach is needed to make the adoption of new technologies successful. Here are some steps to achieve this:

• Preparation and planning: Start with a clear plan that considers the needs of different departments and roles within the organization. Identify key stakeholders and ensure they are involved in the process.
• Communication plan: Develop a communication plan that keeps employees informed about upcoming changes, their benefits, and how they will be involved. Use various communication channels to ensure the message reaches everyone.
• Training and support: Offer ongoing support and learning opportunities, not just a one-time training session. This can include workshops, online tutorials, and a helpdesk available for questions and issues.
• Feedback and adjustment: Establish a mechanism to gather user feedback and adjust the adoption process as needed. This helps identify and solve any problems quickly.
• Champions and ambassadors: Identify and train key users who can act as champions or ambassadors. They can support and motivate their colleagues about the new technology.

Here are some practical tips for introducing Copilot in your organization:

• Create a Copilot User Community: Let users share experiences and support each other.
• Identify Copilot Champions and Early Adopters: They can act as ambassadors and inspire others.
• Make Ongoing Training Standard: Ensure continuous learning opportunities and support.
• Develop AI Skills Across Departments: Offer training tailored to the needs of different teams.
• Use Design Thinking Business Cases: Develop use cases specific to your organization’s needs.
• Create an AI Council: Involve key stakeholders in the adoption process and hold regular meetings to discuss progress.
• Measure and Celebrate Successes: Use dashboards and other tools to monitor the impact of Copilot and celebrate successes.

To effectively measure the return on investment (ROI) and guide the adoption process, leverage Viva Insights dashboards. These dashboards provide valuable data on how employees are engaging with the new tools, highlighting areas of success and identifying opportunities for improvement. By utilizing these insights, organizations can make data-driven decisions, tailor their support strategies, and ensure that the adoption of Copilot is both effective and impactful.