What do you need to know before you start using Copilot?

Starting November 1, 2023, Microsoft is making its Copilot AI tools available to the masses as integrated components in Office 365 applications. Google has also launched a similar tool, Duet AI for Google Workspace users.

While so far it’s mostly been the "early adopters" who have benefited from the advantages, through these launches AI is taking another big step towards becoming a natural part of daily work.

Why should companies consider using Copilot?

Claiming AI magically turns everything it touches into gold is definitely an exaggeration, but there are clearly some impressive applications.

Copilot and similar AI-tools will allow companies to process large volumes of their data and enable a greater and more sophisticated understanding of their organizational data thanks to AI's ability to analyze large amounts of data in a very short time. Perhaps companies will even gain completely new insights thanks to the tools identifying patterns in data that previously went unnoticed.

In addition to the analytical aspect, Copilot and similar tools will act as an assistant and help, among other things, summarize documents, draft emails, draft documents based on information in the entire office environment or selected folders, prepare automatic to-do lists and personal, interactive meeting notes.

Are organizations ready to let an AI tool vacuum their entire IT environment?

To achieve the above results, the AI-​​tools will process and map your organizational data by analyzing the entire IT environment including users' chats, emails and documents, as well as listening to meetings to generate useful output.

This processed data could potentially include confidential information that only the management team should have access to, sensitive information about ongoing HR issues and plans for organizational change. Information that previously was difficult to find due to it being saved in a code-named folder will now be found in an instant. We know we should manage this by having different levels of access to information in our digital environment, but are we following that routine?

What you should consider before you start using Copilot

Powerful tools will require greater efforts from the users, not only to reduce the risks but also to really enjoy all the tools' functions and possibilities. Companies must gain a better understanding of their data landscape and certain steps must be taken before AI tools are given the green light and access to company data.

No one wants to spend time and resources on damage minimization or actual financial consequences if employee trust is broken, confidential information or personal data is leaked, intellectual property rights are violated, or contracts are breached due to a lack of planning and guidance.

Because these AI tools have such a wide scope of application, many legal aspects are brought into play. Therefore, Fondia recommends that companies take a holistic approach and make informed choices from day one when new AI tools are implemented and ramped up in their business. Reduce the risk of costly and time-consuming corrective actions by assessing the risks in advance, understanding the AI-tools’ ways of operating and thereafter using them consciously.

Fondia is here to assist you when transitioning towards working more data driven and to help you assess the legal risks before implementing AI-tools in your business.