Maximising the Cost Benefit of Microsoft 365 Copilot: Key Insights
Microsoft 365 Copilot is now generally available, and it promises to enhance user efficiency and productivity when using Microsoft 365 Apps such as Excel, PowerPoint, and Word. However, it’s crucial for organisations to calculate the cost benefit of implementing this new technology. In this blog, we’ll discuss some key insights to help you make informed decisions regarding Microsoft 365 Copilot adoption.
Profiling User Types — Not every user in your organization needs a Microsoft 365 Copilot license. It’s essential to profile your user base to identify those who would benefit the most. Examples of user types that might benefit include:
- Knowledge Workers
- Content Creators
- Administrators
- Data Analysts
Licensing these users can lead to significant productivity gains by streamlining research, information retrieval, and content creation through relevant suggestions and task automation. Identifying user profiles that align with Microsoft 365 Copilot’s capabilities will prevent overinvestment in unnecessary licenses.
Assessing User Dependency on Microsoft 365 Apps Consider the extent to which your users rely on Microsoft 365 apps in their daily duties. Some users may primarily use third-party applications for their tasks. By understanding this dependency, you can avoid licensing users who may be perceived as power users but only require limited Microsoft 365 functionality.
Conducting Time-Motion Studies — For early adopters of Microsoft 365 Copilot, it’s beneficial to conduct time-motion studies. These studies involve tracking the time spent on common tasks with and without Copilot’s assistance. This data can help in quantifying productivity gains and assessing the business benefits. Use the findings to develop questionnaires that qualify use cases and business benefits, enabling data-driven decision-making and preventing license creep.
Proactive License Management — Capturing the benefits of Microsoft 365 Copilot should be an ongoing process, not a one-time effort. There’s a risk of license creep, where end users may drive demand for unnecessary licenses. Organisations should proactively track usage and benefits, revoking licenses when they are no longer needed.
Capturing Return on Investment (ROI) — To quantify the value of Microsoft 365 Copilot, consider using time-motion studies to calculate the time saved for end users. Compare this to the cost of the Copilot license and the hourly rate per user. This analysis will reveal whether the licensing investment provides commercial value to the business. Moreover, by eliminating repetitive and time-consuming tasks, you can also increase employee and customer satisfaction.
Understanding Licensing Prerequisites — Microsoft 365 Copilot has specific licensing prerequisites. Only customers running Microsoft 365 E5, E3, Business Premium, and Business can acquire Microsoft 365 Copilot. Be aware of this requirement, as it will affect the overall cost when licensing users with different Microsoft 365 plans. Factor in this supplementary cost when conducting a cost-benefit analysis for Microsoft 365 Copilot.
Conclusion
Microsoft 365 Copilot has the potential to significantly enhance productivity and efficiency for certain user profiles within your organisation. However, it’s essential to profile your users, conduct time-motion studies, track benefits, and manage licenses proactively to ensure a positive cost benefit and return on investment. By considering these key insights, you can make informed decisions about Microsoft 365 Copilot adoption and optimize your organisation’s efficiency and productivity. Begin with a small-scale approach and proceed cautiously to grasp real productivity improvements and identify areas where these gains can be harnessed to achieve a meaningful return on investment.
