Engaging Sponsors for Successful Microsoft 365 Copilot Adoption

Adopting new technologies can be challenging, but engaged Sponsors can ease the transition. Microsoft 365 Copilot is a robust tool that significantly enhances team workflows. However, its successful implementation depends on the proactive involvement and support of Sponsors. This text will outline the critical role of Sponsors in the adoption process, the challenges associated with engaging them, and key strategies to ensure their effective participation, based on observations and experience.

Sponsor Role in the Adoption Project

Sponsors play a crucial role in helping their organizations adopt Microsoft 365 Copilot smoothly. They are key to driving change. They provide credibility, approve funding and resources, and engage directly with employees. People in the organization rely on these top leaders to show why the change is needed and to carry out important tasks that only they can do.

Sponsors take on several important tasks, including:

• Assisting the project team in identifying and prioritizing key business needs and the project workflow.
• Communicating the vision of Copilot implementation and changes within the organization, including its benefits to leaders across the organization, is essential.
• Using the Copilot service to support and reinforce its implementation.
• Maintain an active and visible presence throughout the process.

Prosci's ABCs of Sponsorship highlight the importance of a well-prepared primary sponsor who can clearly define their role in simple terms:??

"I, the primary sponsor for this change, contribute to successful change outcomes (through adoption and usage) by Actively and visibly participating throughout the project, Building coalitions of sponsorship, and Communicating support and promoting the change."

Main Challenges to Get Sponsors on Board

Despite the crucial role Sponsors play, getting them on board can be quite challenging. Here are some of the challenges I've encountered while working with different customers:

• Lack of active and visible participation of the Sponsor in the project. The approach like this "we spent money on licenses, we agree to adoption, our role ends here."
• Do not understand their role in change, the resources required, or the purpose of the change and its consequences. A simple lack of awareness of how important it is for a leader to be an active participant throughout the entire process, especially when it comes to changing the way the whole organization works with Copilot. A new way of completing tasks.
• Insufficient support in communicating the Copilot implementation and change in working habits it brings. Mostly I see them delegating communication to the teams responsible for communication within the organization, without understanding that it is crucial for communication to come directly from them.
• Lack of coalition with other leaders to jointly support the Copilot implementation, where sponsor coalition is a group of influential leaders within an organization who work together to support and drive change initiatives.?

?Key Solutions

To overcome the challenges and ensure effective engagement of Sponsors, consider the following solutions:

• Engage the Sponsor already at the project planning stage. Clearly articulate their role and the significance of their presence for the project's success. Emphasize the importance of their active involvement from the outset, and how their commitment can positively impact the project's outcome. Provide them with detailed information and context about the project's objectives, expected challenges, and the potential benefits. This way, they can see the value and necessity of their participation, helping to secure their full support and engagement throughout the project.
• Involve the Sponsor in planning the ROI from the investment in Copilot (operate with numbers). Although discussing numbers and business benefits from using Gen-AI might seem impersonal, my experience shows that presenting specific opportunities to boost profitability and competitiveness with charts and numbers makes sense to sponsors. Sponsors often work with numbers daily, so this is their natural "language." If we show the tangible benefits of implementing Microsoft 365 Copilot this way, we can capture their attention.
• Educate the Sponsor on the benefits of using Copilot well before the project starts – let them to become early-adopters. The sooner they experience the "Aha" moment, the greater the likelihood they will become strong advocates for the project and actively support the new solution. Engage them through clear and relatable presentations that highlight how Copilot can streamline tasks, boost productivity, and ultimately lead to a more efficient work environment. This early understanding will help ensure a smoother adoption process and a more dedicated Sponsor.
• In communication that goes from Sponsors to employees, actively support them by consulting on outgoing messages (content, timing, communication channels) so they know and understand which activities are key in the adoption project.

In conclusion, engaging Sponsors is essential for the successful adoption of Microsoft 365 Copilot within any organization. By understanding their role, addressing common challenges, and implementing key solutions, you can cultivate a supportive atmosphere that promotes enthusiasm and meaningful participation from everyone involved. Their active involvement can significantly enhance the project's outcome, ensuring a smoother transition and greater overall success.

I would love to hear your stories and experiences with engaging Sponsors in your projects. Please share your insights and tips in the comments below or reach out to us directly. #sharingiscaring ??

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