Artificial intelligence isn’t something you can forget about as a business owner, it is becoming embedded into tools that are used on a daily basis by many businesses. Microsoft Copilot is a great example of this, as it is built directly into Microsoft 365. In this blog series, we are going to look at how Copilot can help support business pain points. From saving hours in the day, to improving consistency, it is designed to enhance the way that teams work, as opposed to replacing them.
What is Microsoft Copilot?
Microsoft Copilot is an AI-powered assistant, which is integrated into familiar tools like Word, Excel, Outlook and Teams. It uses natural language processing to help you create, analyse and summarise content quickly. In essence, it is an intelligent assistant that works alongside your team to help with time-consuming or repetitive tasks.
How Copilot Helps With Common Business Pain Points
1. Time-consuming admin tasks
Many businesses have staff who spend hours each week writing documents, emails, reports and more. Copilot can help with this by:
- Drafting emails in seconds based on a short prompt
- Summarising long email threads into key points
- Creating first drafts of documents in Word
For example, instead of writing a full proposal from scratch, you can prompt: “Create a proposal for a new IT support contract for a 50-person business”. While you will still have to do some work and refine the document, Copilot gives you a starting point to work from.
2. Inconsistent internal documents
Creating job descriptions, internal policies, and onboarding documents can often be inaccurate due to several different members of the business having their input. This is particularly true with growing teams. Copilot can help in the following ways:
- Generates structured job descriptions
- Aligns tone and format across documents
- Suggests responsibilities and required skills for the rol
For example, you could use the following prompt: “Write a job description for a Social Media Marketing Intern in an IT company, including KPIs”
3. Difficulty defining KPIs
Many businesses struggle with knowing what KPIs to measure for various aspects, but Copilot can help with this:
- It can suggest relevant KPIs based on job roles
- It can align KPIs with business objectives
- It can help turn vague goals into SMART targets
4. Data overload in Excel
Spreadsheets can be very overwhelming, particularly when you have a whole load of numbers and input from various departments to consider. It can be difficult to know where to start, let alone figuring out how to analyse performance data. Copilot helps by:
- Analysing trends and highlighting key insights
- Generating formulas without needing advanced Excel knowledge
- Creating summaries and visualisations
For example, you could use the following prompt: “Analyse this data set and highlight trends in monthly revenue”. As Copilot is available within Excel, it can help you within the spreadsheet you are working on.
5. Meeting overload
Many business owners struggle with back-to-back meetings, sometimes you need an hour to process all the notes and actions that need to be taken. However, Copilot can help you save so much time by:
- Summarising meetings in Teams
- Highlighting key decisions and action points
- Providing follow-up suggestions
Tips for Getting the Best Results
One thing to bear in mind with Copilot is that the clearer you can be with your requests, the better. Be specific rather than giving it vague information, otherwise the quality it returns to you won’t be that high. For example, a good prompt would be:
“Write a professional job description for a Digital Marketing Manager in the UK, including responsibilities, skills, and KPIs.”
Compared to a bad prompt: “Write a job description”.
The more context you can provide, the better the output. Think about including details such as industry, target audience, location, tone of voice, and key objectives.
Important Considerations
While Copilot is a powerful tool, it is not perfect. AI-generated content may:
- Lack accuracy
- Include outdated or incorrect information
Not only should you always review the content it produces before using it, you should also be careful as to how much information you give it. Never disclose any sensitive information regarding your business or your clients, and don’t add any personal data either.
Looking to Get Started With Copilot?
Licensing is required to access Microsoft Copilot within Microsoft 365, and choosing the right setup is key to getting value from it. If you are considering Copilot for your business, you need to ensure that:
- You have the correct Microsoft 365 licenses
- Your data and security settings are configured properly
- Your team understands how to use it effectively
Contact the experts at Reality Solutions to discuss licensing options, and to find out more about how Copilit can be implemented in your business.
*This article contains general information in order to assist all of our customers and is meant for guidance only – there are no guarantees that the information we provide will be suitable for your particular needs. If you require specific assistance, we recommend that you seek professional guidance on your individual circumstances. Reality Solutions are in no way responsible for any loss or damage arising from any information contained within our articles.
