Why do you need to prepare before Copilot?
We spoke to the man who loves AI the most Braathe. His name is Espen Alexander Bjørkmo, and he knows exactly what it takes for you to be ready for Copilot when it is rolled out to Norwegian companies.
He mentions three things that must be in place before Copilot arrives and why. First and foremost, safety must be ensured even if AI becomes part of the tool line. In addition, you must know that you have an overview and control of what goes in and out among the people in the company. Prevention is important. We do not want Copilot to obtain sensitive information that only a few should have access to. NAV really felt it in November 2023 when it was discovered that over 19 employees had access to personal data that they should not have had access to (Read more here: Privacy breach in NAV, digi.no).
Espen is also clear that if you send unclear data into Copilot, you will get the same in return. That's why he asks you: Why use the tool if you can't get the most out of it?
Have you caught on to what Microsoft Copilot can do? We have collected all the benefits here: Microsoft Copilot: Your new AI colleague
These three things must be in place before you activate Copilot
1. Migration to the cloud: Is your company in the cloud already?
To use Copilot, it must have access to your files. If your files are on a hard drive or server in the basement, little information will be returned. Therefore, the company should be in the cloud before Copilot is activated. If not everything, at least the data you want Copilot to use should be in the cloud.
You do this: Think through which of your data you want Copilot to use. They should be prioritized in the cloud. In the long term, you may feel that everything will be included, but that can be decided during a transition.
If you are not sure what advantages the cloud can give you, then you can read more about the advantages in this article: Why digitization is a win-win for you
2. Access management: Employees must only have access to what they are supposed to have
When we work with who has access to what in Braathe, then we use the least-possible principle. It's simple, but time-consuming. Is it worth the work? Definitely. Regardless of Copilot, this should be in place.
You do this: Make sure that every employee (user) has access to what they should have. Neither more nor less than that. If you are unsure, you should give less access and adjust continuously. Clarify with the immediate manager and take it from there.
Bonus tip: If you know that employees come and go in your company, you can establish a standard checklist for how to enter employees into the systems and how to remove them. It will make the job easier and ensure that you have better control.
Do you want to learn even more about Copilot and how we work with AI in Braathe? Click here where we go more in-depth on the tool.
3. Structure of data: How do we store?
Everyone has different routines when they wake up, and that's exactly how it is for data storage too. Unique routines unfortunately create unwanted risk. Then the data can be everywhere. Suddenly people have saved work on their personal iPad without you knowing. It may not be a crisis then and there, but if the person quits and you never get it back, it could become a problem.
Not to mention the security holes that come from data storage in the East and West. Some save in the cloud in their own folder systems without an overview, others save on the desktop without backup, and some just send everything by email to themselves so that they can "always" pick it up again.
All these routines combined mean that you have unencrypted information lying in unknown places, an increased risk of damage from phishing attacks and almost no backup. Then it starts to get dangerous!
You do this: Together you must establish routines that are well suited to your work tasks. A few things should be considered: Everything must be backed up (in other words, it must be in the cloud), all data must be able to be retrieved again if a person quits, is ill or is on leave. And it is not allowed to store files on devices other than work devices.
Bonus tip: Practice makes perfect. If you practice this for 3-4 months, you will see a good effect from it. Not only until Copilot arrives, but you are also safer when dealing with fraudsters and hackers.
Would you like help with the preparations for Copilot's arrival? Espen has collected everything he can in our Copilot workshop, where he deals step-by-step with what you should do before the Copilot arrives. Overall, we believe that Microsoft Copilot delivers a comprehensive and powerful toolbox for you. It can also contribute to a culture where you are a little ahead of the curve. Both within smarter work, faster communication and increased efficiency. Having worked closely with technology since 1989, we experience again and again that technology that works also shows up on the bottom line every single year.
