Recap Online Lunchsession Approach and experience in implementing Copilot at SHVEnergy

Recap Online Lunchsession Approach and experience in implementing Copilot at SHVEnergy

2024-03-19   SHV Co-pilot op de werkplekThursday 21 March 2024

In an online lunchsession on Tuesday March 19th, noon-1pm, Paulo Rodrigues, CIO at SHVEnergy, presented the approach taken by his team in introducing Microsoft Copilot to (part of) their workforce by way of a pilot.

This step was taken in order to see if Copilot could improve personal performance of the employees, and how this could be measured. The pilot consisted of a preparatory phase, which mainly involved security-, privacy- and other IT staff. In two subsequent phases with 30 and 300 persons/licenses respectively, other employees at SHVEnergy were able to try out Copilot. Participants we selected from employees that had opted to take part, and who were held to agreements on the use and provision of feedback on their experience with using Copilot. If they didn’t comply, someone else was given access to the pilot instead of them: use it or lose it. This created commitment and feedback, which could be acted upon and provides insights. 

Some discoveries and lessons learned: 

  • Copilot can only use the data a specific user has access to, but it will find any that is available. This may lead to discovery of contradictory policies and mistakes in application of policies. So check beforehand (for instance in using Microsoft Delve) and make sure you have a rapid response team (security and privacy) ready to act on any incidents. And maybe start the pilot with restricted access and making more data available once you get comfortable with how things are working.
  • Monitor usage by pilot users and provide dashboards, feedback tools and training to users. These can be done internally or with Microsoft or third parties. Prompting training will be very helpful to get the most out of Copilot. And ask Copilot for references to check for hallucinations.  
  • Set up interactions and deep-dives with specific user groups and their work-related applications, i.a. HR with Workday and Finance with their tools.
  • When Syntex was added to the pilot as a new functionality, value of Copilot increased substantially, allowing to search in various types of documents, although pdf’s are still not accessible. 
  • Use the Microsoft Success Manager to make sure Microsoft reacts quickly to less than perfect experiences by users and to make sure Microsoft delivers on all promises. Some functionality underperformed compared to what was promised, and it took quite some pressure to get it delivered.
  • Most value has up till now (pilot is about halfway through) was seen in Copilot making meeting summaries. Here too, it takes some learning and figuring out how to best set this up. In hybrid meetings it is useful to let every participant introduce themselves, so Copilot can identify individual participants and attribute their contributions to them, which make the minutes more useful. 
  • Copilots use in combination with Excel and Power BI is still very disappointing. Even relatively simple charts take too much prompting to be useful. 

 Going forward it would make sense to identify personas that could benefit from working with Copilot and how to value this benefit. Microsoft realizes that Copilot doesn’t always deliver on the promise, for instance in analytics and already mentioned use with Power BI and Excel. This creates opportunity to negotiate. That’s also why they’ve already moved away from the initial policy of only making Copilot available from a certain number of licenses.  

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