Identifying the right use case for Microsoft 365 Copilot

The key to unlocking Microsoft 365 Copilot’s value lies in carefully identifying the right use cases. Microsoft 365 Copilot’s benefits can be understood through a three-tiered ‘pyramid’ of value: individual, role-based, and organizational. At the individual level, Microsoft 365 Copilot can assist with tasks such as summarizing emails or drafting content. Role-based value arises from empowering teams, like sales or finance, to work smarter and faster. At the organizational level, Microsoft 365 Copilot’s real strength is realized when it integrates workflows across departments, streamlining processes and delivering measurable results that drive growth and efficiency. 

Challenges in getting started with AI and data utilization

Adopting AI tools like Microsoft 365 Copilot often presents challenges in the initial stages. According to a survey conducted by Gartner, many organizations find it difficult to move beyond the pilot programme phase —80% of businesses are still in the planning or piloting phase, and only 16% have moved to full implementation. This hesitation is frequently linked to the complexities of managing large volumes of data and ensuring the AI delivers accurate, high-quality responses. 

Equally significant are the human challenges. The Gartner report highlights that six out of 10 organizations saw a decline in user engagement after implementation, citing issues such as unrealistic expectations, difficulties integrating Microsoft 365 Copilot into daily work, and challenges ensuring consistent response quality. Building and maintaining user engagement requires a carefully structured, step-by-step approach. This process begins with broad awareness and gradually moves towards department-specific adoption. By focusing on these deliberate steps, organizations can build confidence among users and ensure AI tools like Microsoft 365 Copilot are effectively integrated into their daily workflows. 

Defining your use case 

The success of Microsoft 365 Copilot depends significantly on selecting use cases that align closely with specific organizational objectives or the needs of particular departments, such as Finance, Sales, or HR. These use cases should ideally begin as small-scale pilots and be expanded gradually based on demonstrated success. 

A practical way to pinpoint appropriate use cases is to analyse departmental workflows and identify areas where Microsoft 365 Copilot could alleviate common pain points. For this purpose, a deep understanding of roles and goals within these departments is essential. Microsoft 365 Microsoft 365 Copilot scenarios should be tailored to meet the specific needs of departments, whether the goal is automating repetitive tasks, improving communication, or generating actionable insights that drive results. 

For example, sales teams could use Microsoft 365 Copilot to craft quotations quicker or generate valuable customer insights more easily. Finance departments, on the other hand, might focus on using Microsoft 365 Copilot to produce accurate reports more efficiently. Such clearly defined applications are likely to deliver immediate benefits. According to a 2024 report by Forrester, businesses have seen proposal drafting times reduced by 50% and onboarding processes accelerated by 25% thanks to streamlined workflows enabled by Microsoft 365 Copilot. By starting with focused, targeted applications, organizations can showcase the tool's potential and build trust across the wider organization. 

Return on investment and return on employee experience 

There’s no doubt Microsoft 365 Copilot offers a compelling financial return on investment. The Forrester report projects an average ROI of 132% to 353% over three years, with cost savings ranging from $473,000 to $656,000, based on aggregated data. These savings are driven by operational efficiencies, the elimination of redundant tools, and faster time-to-market, all of which contribute to improved financial outcomes for adopting organizations. 

Equally significant is the return on employee experience, or ROX. AI tools such as Microsoft 365 Copilot have the potential to profoundly improve how people work by unburdening them from repetitive, time-consuming tasks. This enables employees to create focus time and take advantage of more opportunities for creative and strategic contributions. Microsoft’s research shows that 84% of users feel Microsoft 365 Copilot enhances their creativity, while 90% report that it saves them time. Enhanced employee experiences like these are essential for attracting and retaining top talent, with Forrester noting that attrition rates can drop by as much as 20% in organizations that adopt Microsoft 365 Copilot effectively. For more insights, read our blog article about adoptions & change management for Microsoft 365 Copilot. 

Conclusion: the long-term value of Copilot 

These findings make it increasingly clear that the key question is no longer whether Microsoft 365 Copilot should be adopted but rather how organizations can use it to its fullest advantage. As one respondent in the Forrester report observed, “Upskilling on AI now is critical… running a business without Microsoft 365 Copilot in five years will be like using typewriters today.” 

As with any paradigm-shifting technology, Microsoft 365 Copilot's promise to revolutionize workflows does not come without teething problems. Anticipating these hurdles from the outset and preparing with a well-structured implementation plan will enable organizations to deploy AI effectively and maximize its potential. 

By starting small, identifying the right use case, and scaling role-specific applications strategically, organizations can achieve meaningful returns while fostering confidence in the technology. Patience is essential during the initial phases, as 40% of organizations have encountered deployment delays due to challenges around security and enablement (Gartner). Nonetheless, companies that approach rollout systematically and commit to continuous improvement can unlock extensive opportunities for long-term transformation. 

To fully realize the value of Microsoft 365 Copilot, an experienced partner like Cegeka is invaluable, offering support to identify the most impactful use cases, develop robust adoption strategies, and deliver tailored user training. With a proven and pragmatic approach, businesses benefit from a structured rollout that combines technical expertise with practical support, ensuring they are best placed to harness Microsoft 365 Copilot’s transformative potential. Visit our Microsoft 365 Copilot Solutions page to learn more.