Microsoft Copilot for Project Management

Introduction

To fully harness the potential of Copilot, effective and efficient usage is crucial. From our experience this requires tailored training, developed from a Discovery phase, alongside a detailed change management plan to address the behavioural and cultural aspects of adopting this advanced technology.

For those unfamiliar with IComm, we have been a leader in the technology sector for over 23 years. Our expertise in maximising technology's potential is reflected in our specialisation over the past decade in Microsoft Teams Voice migrations and Microsoft Teams Rooms (MTRs) within the enterprise space. Our Melbourne and Sydney CBD offices, coupled with our world-class demonstration facilities, underscore our commitment to innovation and change. Ten years ago, we established a Change Management and Training Practice, now known as “Adopt & Innovate,” to support our clients' technological adoption.

In this case study, we will illustrate how IComm’s Copilot Rapid Adoption solution enabled Annastasia Leggos, one of our Senior Project Managers, to significantly enhance her daily project management activities while maintaining the highest quality outcomes. While Annastasia’s dedication is already exemplary, our goal was to support her in working more efficiently.

Background

The IComm project managers manage multiple projects at a single time. This includes and not limited to customer communication, managing key stakeholders, developing project plans, presenting plans, putting together SWMS, co-ordinating engineers and trainers. With such tremendous workloads on the team and the expectation of Quality Outcomes, our aim was to improve workflows such as email management, document creation, presentation design, meeting preparation, note-taking, data analysis, and reporting. This made deploying Microsoft 365 Copilot a no brainer.

Based on our experience when it comes to people adopting new Technology, we understood that our PMO had to be guided through this change to get the best out of Microsoft Copilot.

This included:

A Lack of awareness and familiarity with Copilot’s features and capabilities
Resistance or hesitation to use Copilot due to concerns about quality, accuracy, and even security of the generated content
Difficulty in integrating Copilot with their existing tools and processes
Lack of time and resources to learn and experiment with Copilot

This is where IComm’s Adopt & Innovate Team come into play.

Solution

IComm’s Adopt & Innovate put together a program so that the IComm PMO could rapidly adopt Microsoft 365 Copilot.

As part of a tailored solution, IComm delivered the following:

Discovery and User Needs Workshops: These workshops encompassed various streams of communications and Copilot demonstrations. They examined the platforms and tools used, their communication methods, storage solutions, and other relevant factors.
Tailored Copilot Training Plan Development: A customized Copilot training plan was created for the PMO, reflecting their specific needs and expectations. The plan considered PMO Principles, objectives, outcomes, and measures for each session, as well as relevant user personas and scenarios.
Pilot User Group Training Sessions: Three pilot training sessions were delivered for each PM, including group sessions where feasible. These sessions covered relevant Copilot applications and solutions tailored to their workflows. They were designed to be interactive, engaging, and practical, allowing users to ask questions, provide feedback, and share best practices.
Ongoing Training and Support: Continuous training, similar to what we provide our customers, was deemed essential to prevent regression into old habits. Feedback loops were established, and monthly Q&A sessions and additional training continue to be provided.

“Copilot has enhanced the way I work, making me more efficient. It simplifies and speeds up laborious yet essential tasks, allowing me to focus on the work that truly demands my attention.”

~ Annastasia Leggos - Senior Project Manager at IComm

Results

The Copilot Rapid Adoption solution delivered by IComm, Adopt & Innovate resulted in the following outcomes for the IComm PMO:

Increased awareness and familiarity with Copilot’s features and capabilities among the pilot users
Reduced resistance or hesitation to use Copilot, and increased confidence and trust in the quality, accuracy, and security of the generated content
Improved integration of Copilot with the existing tools and processes of the pilot users
Increased time and resource efficiency by using Copilot to automate and enhance various tasks and workflows
Increased satisfaction and engagement among the PMO with Copilot and Microsoft 365

Key Workflow Enhancements for the PMO Through Copilot Integration:

Project Meeting Summaries: Copilot is utilised to generate concise summaries of project meetings.
Meeting Agenda Creation: Copilot facilitates the creation of meeting agendas, enabling the team to prepare effectively and seamlessly transfer meeting notes to other platforms.
Transcription Notes Access: The PMO frequently revisits transcription notes as needed, enhancing accessibility and reference.
Document and Content Generation: Copilot assists in the creation of Safe Work Method Statements (SWMS), presentations, emails, project plans, and feedback forms.
Content Tone and Style Adjustment: Copilot is employed to modify the tone and style of content to align with different audiences, customers, and specific purposes.

"Copilot has enhanced the way I work, making me more efficient. It simplifies and speeds up laborious yet essential tasks, allowing me to focus on the work that truly demands my attention."

"I believe I am saving around 1 hour daily due to Copilot"

~ Annastasia Leggos, Senior Project Manager at IComm

Insights from Annastasia Leggos - Senior Project Manager

Annastasia Leggos, Senior Project Manager said:

“The idea of Integrating Copilot was daunting initially. We didn’t realise the benefits it would provide and what it really meant for me day to day.

The initial Communications and Discovery Workshops provided by our Adopt & Innovate Team put my mind at ease as throughout this process I started to see how Copilot was going to make life a little easier for me”

“The training was a lightbulb moment but what really struck a chord was the ongoing training and guidance provided. The Team regularly checked in with me frequently, which was great. Admittedly being a creature of habit, it took this process to embed Copilot into my day-to-day workflow”

"Copilot has enhanced the way I work, making me more efficient. It simplifies and speeds up laborious yet essential tasks, allowing me to focus on the work that truly demands my attention."

“I believe I am saving around 1 hour daily due to Copilot”

The feedback from Annastasia and the PMO was highly encouraging. Annastasia expressed excitement about continuing to use Copilot and exploring its features further. She highlighted how Copilot has been instrumental in saving time, boosting productivity, and enhancing creativity. Additionally, she is enthusiastic about the future advancements and capabilities Copilot will offer.

In her role as Senior Project Manager, Annastasia has adeptly navigated the complexities of modern technology. With the support of IComm’s internal Adopt & Innovate Team, she and the PMO are well-equipped to leverage Microsoft 365 Copilot, positioning themselves to drive ongoing innovation and excellence in IComm’s project delivery.