Build an AI-Enabled Workforce Fast with a Dedicated Transformation Team

Mid-sized organizations face several challenges when adopting AI tools like Microsoft Copilot. One major issue is the use of unauthorized apps by employees, which can lead to data leaks and compliance problems. Many teams also struggle with resistance to change, as employees worry about being replaced or overwhelmed by new technology.

While smaller businesses now have access to powerful enterprise tools, integrating them into existing systems can be difficult. Security concerns often slow down deployment, and the cost of implementation remains a barrier for some. Despite these hurdles, ignoring AI could leave companies behind.

These challenges often show up as common pain points. While many companies are investing in AI, few feel confident in their progress. Mid-sized organizations, in particular, face cost barriers, limited internal capacity, and concerns about falling behind. Many AI pilot programs stall without delivering real impact, often due to unclear use cases or lack of direction. Other obstacles include talent shortages, poor data quality, and integration issues. Even when teams are optimistic, they still struggle with compliance, workforce readiness, and keeping up with rapid AI advancements.

Typical issues include:

1. Data risks from unsanctioned AI tools.
2. IT teams are overwhelmed by fast-moving AI technologies.
3. Limited resources for managing change.
4. Unclear starting points for AI adoption.

How Transform365 Can Help

We think there is a unique opportunity for companies to take a large step forward by empowering their people with AI capabilities. Make AI about your people!

Here's the challenge: there's some heavy lifting that has to occur to get to the point that your people are all AI wizards.  Here is a rundown on the work required:

1. Research and strategy
2. IT security and configuration
3. Project management
4. Change communications
5. Training and upskilling

 

We designed Transform365 to take all of that off your plate. During the transition period, we aim to minimize creating additional burdens for staff--both IT and others.  We have designed an elegant process to lead you through a decision process about strategy. We do all the heavy lifting and only engage staff with strong communications and training. That said, we welcome staff involvement. In fact, the best setup is where some key individuals work closely with us and we can train them to build the company's capacity in managing digital transformation.

 

Your Dedicated AI Transformation Team 

The engine behind Transform365 is your dedicated AI Transformation Team, a trio of experienced specialists assigned exclusively to your organization. This team works under your supervision or that of your designated contacts, becoming trusted partners who understand your unique culture, challenges, and goals. The roles include:

• AI Strategy Lead: This expert sets the strategic vision, formulates solutions to complex issues, and ensures overall customer satisfaction by delivering high-impact results aligned with your business objectives.
• Modern Work Solutions Specialist: Focused on hands-on technical work, this specialist configures and deploys both conventional and AI-driven Microsoft 365 solutions, augments your internal IT resources, and provides end-user support and training.
• Transformation Delivery Manager: This role handles rigorous project management to meet roadmap milestones on time, while leading change communication efforts to foster smooth adoption across your teams.

This dedicated structure differentiates Transform365 from traditional consulting or fragmented MSP services, as your team remains consistent and invested in your long-term success. 

The AI Transformation Roadmap: Your Guiding Blueprint

At the heart of Transform365 is your custom AI Transformation Roadmap, a comprehensive 24-month plan that serves as the key document guiding and tracking all activities.

It begins with discovery—stakeholder sessions, reviews of your Microsoft 365 usage, IT landscape, and AI readiness. Your team collaborates with you to create and refine the roadmap through quarterly reviews.

It defines services, deliverables, timelines, and KPIs, such as 100% on-time milestone achievement and satisfaction scores of 4 out of 5. This structure helps avoid common pitfalls and accelerates ROI

Core Services Included in Your Subscription

Transform365 bundles a suite of services into your subscription, all executed by your dedicated team and governed by the roadmap. These services focus on optimizing Microsoft 365 with AI, drawing on proven methodologies from hundreds of Ideal State projects. Below, I'll explain each one, including how it works and the key benefits, supported by insights from recent research like Forrester's studies on Copilot ROI (up to 353% over three years) and Microsoft's adoption data showing 20-30% task time reductions.

Copilot Adoption

This service supports the full rollout of Microsoft Copilot, encompassing in-app Copilots (for tools like Outlook for email summarization, Word for drafting, PowerPoint for slide generation, and Excel for data analysis), the Copilot for Microsoft 365 app for cross-tool assistance, and Copilot agents for automated tasks. It begins with use case identification tailored to your needs, followed by configuration, live user training workshops, ongoing support, and continuous monitoring with improvements based on analytics and surveys. Benefits include accelerated productivity—users report 29% faster task completion and 70% more efficient meetings, as per Forrester and Microsoft reports.  

Here, your team builds and maintains employee-facing AI-powered Knowledge Hubs in SharePoint Online, creating interactive self-service portals for topics like HR policies, IT troubleshooting, and more. This involves refreshing site architecture, deploying standardized templates, integrating Copilot agents for query handling, auditing outdated content, and migrating files. The benefits are substantial: organizations see 80% reductions in unused SharePoint sites within six months, 30% less time spent searching for information, and 30% fewer incoming support requests to teams like HR or IT. You can expect enhanced knowledge management, reduced manual errors, improved compliance, and smarter content discovery, empowering employees to resolve issues independently and freeing IT for strategic work.

This service optimizes your Microsoft 365 collaboration tools—such as Teams for meetings and channels, SharePoint for document sharing, OneDrive for personal storage, and Planner for task management—while unlocking integrated AI features like Copilot in Teams for enhanced workflows. It includes retiring outdated elements, streamlining structures with standardized templates, delivering training on effective usage, and overseeing file migrations. Key benefits include 80% reductions in unused teams and channels within six months, with over 70% of users reporting that Teams meets or exceeds their collaboration needs. According to Microsoft's 2025 insights and TTMS reports, AI integration leads to more efficient communication, automated task handling, and boosted team productivity, with features like AI agents redefining collaboration to save time and reduce friction in hybrid environments.

To augment your internal IT, this provides full administrative support for core Microsoft 365 apps and tools, including SharePoint Online, OneDrive, Teams, Purview for compliance, Viva Suite for employee experiences, and Copilot for Microsoft 365. It encompasses ongoing configuration, weekly usage monitoring, technical documentation, Tier 2 issue resolution, and quarterly licensing reviews. Benefits for mid-sized companies include enhanced security, streamlined device management, and AI-powered insights that improve collaboration and remote work. Outsourcing elements like these reduces costs, boosts efficiency, and allows your IT team to focus on innovation rather than routine maintenance.

 

This service establishes a cross-functional governance committee to guide decisions about your digital workplace, ensuring alignment across departments like IT, HR, and operations. We prioritize inclusive communication to keep staff informed and engaged, using feedback loops and tailored messaging to build trust and reduce resistance. Our Transformation Delivery Manager applies professional project management to track roadmap milestones, manage risks, and coordinate stakeholders—ensuring your transformation stays on schedule and delivers measurable results.

Transform365 is available now as a monthly subscription. Contact Ideal State today to learn more and schedule a discovery session—let's transform your workforce together!