1. Checklist for Implementing Microsoft 365 Copilot
2. Best Practices for Microsoft 365 Copilot Implementation
3. Technical Procedures Directory

Checklist for Implementing Microsoft 365 Copilot

Preparation Phase

1. Prerequisites
   • [ ] Ensure users have appropriate base licenses (e.g., Microsoft 365 E3/E5, Business Standard/Premium).
   • [ ] Deploy and update Microsoft 365 Apps for Enterprise.
   • [ ] Provision Microsoft Entra-based accounts for authentication.
   • [ ] Configure OneDrive (1TB per user recommended).
   • [ ] Install the latest versions of Outlook and Teams.
   • [ ] Enable Microsoft Loop for collaboration.
   • [ ] Align with Microsoft 365 network requirements (WebSocket connections, endpoint taxonomy).
   • [ ] Perform data governance checks (permissions, sensitivity labeling, and content organization).
2. SharePoint Advanced Management (SAM)
   • [ ] Prevent content sprawl using tools like inactive site policies.
   • [ ] Implement restricted access controls for SharePoint and OneDrive.
   • [ ] Run data access governance reports to identify oversharing risks.
   • [ ] Use the block download policy for sensitive sites.
   • [ ] Activate lifecycle management policies for SharePoint sites.
3. Data Preparation
   • [ ] Audit and clean redundant, outdated, and trivial (ROT) content.
   • [ ] Organize files into logical folders and sites.
   • [ ] Tag documents with metadata and standardize file naming conventions.
   • [ ] Consolidate document versions and archive inactive sites.
   • [ ] Promote data hygiene practices across the organization.
4. Training and Policies
   • [ ] Develop and distribute training materials and FAQs for users.
   • [ ] Assign a data steward for continuous governance.
   • [ ] Document data policies and practices related to Copilot usage.
   • [ ] Prepare helpdesk teams with AI-specific training.

Implementation Phase

1. License Assignment
   • [ ] Assign Copilot licenses using the Microsoft 365 admin center or PowerShell.
   • [ ] Regularly review license usage trends and optimize assignments.
   • [ ] Monitor adoption and encourage usage with internal campaigns.
2. Security Configuration
   • [ ] Conduct access reviews to tighten permissions on overexposed assets.
   • [ ] Validate restricted access through search and user testing.
   • [ ] Utilize Microsoft Purview tools for sensitivity labeling and encryption.
   • [ ] Implement conditional access policies for enhanced security.
3. Copilot Extensions
   • [ ] Use declarative agents to customize knowledge and skills.
   • [ ] Build Copilot connectors (Graph and Power Platform) for external data integration.
   • [ ] Develop plugins and actions using tools like Teams Toolkit and Copilot Studio.

Adoption Phase

1. Build Awareness
   • [ ] Form an AI council with cross-functional representation.
   • [ ] Identify early adopters and champions to lead by example.
   • [ ] Create a Teams group chat and Viva Engage space for Copilot discussions.
2. Ongoing Training
   • [ ] Host workshops and provide access to Copilot Labs and training resources.
   • [ ] Promote best practices for AI prompting.
   • [ ] Foster peer learning through user communities and shared insights.
3. Measure and Optimize
   • [ ] Use the Microsoft Copilot Dashboard to monitor adoption metrics.
   • [ ] Conduct regular AI council meetings to address challenges and opportunities.
   • [ ] Publicly celebrate milestones and success stories.

Expansion Phase

1. Tailor Copilot
   • [ ] Connect Copilot to external systems and business workflows using agents.
   • [ ] Automate tasks and create role-specific agents with tailored skills.
   • [ ] Ground Copilot to secure and relevant business data.