Why a pilot program
A pilot is a short, limited trial that evaluates how tools like Microsoft Copilot integrate into daily workflows with minimal risk. For mid-sized companies and nonprofits with stretched IT resources, it enables learning while scaling cautiously. Starting with one department for a few months allows teams to identify what works and address issues early.
Step 1: Lay the groundwork
Before launching, conduct a health check of your Microsoft 365 setup. Review data organization and security protocols so AI functions properly. Scan for content sprawl and security gaps using built-in Microsoft 365 tools.
Model Group, a real estate developer managing over $1.5 billion in projects, illustrates this approach. Their files were dispersed across systems with security concerns. An initial readiness assessment identified unprotected sensitive information, enabling preventive fixes before testing Copilot.
Step 2: Pick a focused test team
Select a small group of 10–20 enthusiastic employees from one department, ideally people handling writing, analysis, or collaboration tasks like project managers or sales staff. Set a 3-month timeline and focus on specific tools such as Copilot in Word for drafts or Outlook for email summaries.
Model Group began with their development team managing urban revitalization projects. They identified high-value use cases like generating project plans without disrupting company-wide operations.
Step 3: Set it up safely and train the pilot team
Implement security measures using tools like Purview to label important files and control AI access permissions. Enable AI features, assign licenses to pilot participants, and conduct hands-on training with demonstrations. Make training interactive and approachable for non-technical users.
Model Group migrated content from legacy systems into Microsoft 365, conducted 90-minute stakeholder sessions explaining capabilities and risks, and created a “Copilot Success Hub” in SharePoint with tips, Teams Q&A, and resources for independent learning.
Step 4: Watch the data and listen to feedback
Monitor adoption through usage reports in Microsoft 365 and gather feedback via surveys or conversations. Make adjustments if confusion arises, such as scheduling additional demonstrations.
Model Group achieved 100% participation with strong positive feedback and anticipated time savings up to 40%. Governance and security were closely monitored using sensitivity labels.
Step 5: Review and plan what’s next
After three months, review outcomes. What succeeded? What didn’t? Successful pilots transition into larger rollouts; unsuccessful ones pivot toward different tools or enhanced training.
Model Group’s pilot led to full rollout implementation in late 2025, strengthening security and boosting efficiency in collaborative work while aligning with their community transformation mission.
How Transform365 fits
Ideal State’s Transform365 subscription provides a dedicated team to guide implementation, starting with a flexible 3-month term that matches a pilot duration. The service handles assessments, setup, training, and monitoring, so internal teams can focus on operations while the rollout proceeds with low risk and no large upfront commitment.