10 helpful tips to boost Microsoft 365 adoption in your organization while laying a strong foundation for Copilot. Rolling out a new workspace is one thing; getting employees to truly embrace its capabilities is another. It is precisely that user adoption that determines whether you’ll recoup your investment in Microsoft 365. And because Copilot builds on that same environment, a well-adopted and organized workspace is the first step toward reliable AI results.
Is SharePoint going to start calling you “Mom” or “Dad”? Will Teams become part of your family? No, not at all. User adoption means that, as a user, you truly make Microsoft 365 your own and embrace it. Only when you do that will you benefit from all the possibilities the platform has to offer. And that’s now more important than ever. An environment that’s used effectively and is well-organized is also the foundation for reliable Copilot results, because Copilot draws on the same content and structure your employees work with every day.
When introducing Microsoft 365, it’s important to devote sufficient time to user adoption from the very beginning. Most employees don’t like change, so there’s a risk that they’ll simply ignore a large part of the new workspace. As a result, the organization will fail to achieve the goals it set when choosing Microsoft 365—namely, empowering employees to collaborate and share knowledge effectively so they can perform their jobs optimally and meet customer expectations. In other words, Employee Empowerment.
So how do you ensure that you encourage user adoption of Microsoft 365 in your organization? We’re happy to help you put together an adoption plan. Below are ten quick tips to increase your chances of success.
As soon as you start using Microsoft 365, make adoption a priority right away. Don’t wait until after the launch—create a plan early on and start communicating in a timely manner. Involve the right people, define what you want to achieve, and explore how Microsoft 365 can help you reach those goals. Think about specific scenarios—for example, when to use SharePoint, when to use OneDrive, when to use Teams, and when to use Viva Engage.
Make sure it’s not just an IT initiative, but something supported by the entire organization. Involve management and champions at all levels and across all parts of the organization—the Microsoft 365 Champions who inspire their teams and help them get started.
What problems within the organization can Microsoft 365 easily solve? Ideally, choose areas that are highly visible to users. Tackle those quickly—that way, the organization will see immediate benefits, and users will instantly recognize the value.
Users need to know that Microsoft 365 is available, of course, but more importantly, they need to understand how it benefits them personally. Explain and demonstrate how it makes their work easier and more enjoyable. Think of things like easily holding remote meetings with Teams or sharing information with external parties via a SharePoint site.
Launch Microsoft 365 with a bit of fanfare. Communicate the new capabilities through various channels, make your team extra visible, and organize an event. Give people a positive, memorable experience—one that’s informative and compelling, but also just plain fun.
Users need to know what each tool is for and which buttons to click to complete their tasks. Offer training in a format that suits your organization—in a classroom setting, via Teams, or online through short videos. And make sure users can get help quickly and easily if they get stuck.
For example, organize “Lunch and Learn” sessions. Ask the Microsoft 365 Champions to share their experiences with colleagues—including the great solutions they’ve found, as well as the unexpected challenges they’ve learned from. Additionally, share insights on the latest developments with interested users, for example through a community in Viva Engage.
Gauge user feedback and measure actual Microsoft 365 usage. Do this regularly and don’t forget the baseline measurement—this will help you track progress. The usage reports in the Microsoft 365 Admin Center provide basic insights into user numbers and activities, and with Viva Insights and the Copilot dashboard, you can specifically track Copilot adoption. Macaw helps you interpret those figures so you can make adjustments in a timely manner.
Microsoft 365 is constantly evolving. New features are added all the time, and existing components change or are phased out. Keep a close eye on these changes via the Microsoft 365 Roadmap and try out new features using the Targeted Release option. Roll them out first to a select group and then to the rest of the users.
Your organization is evolving, Microsoft 365 is evolving, so your adoption plan must evolve as well. Use the metrics and your growing insights to determine the next steps. For example, regularly run a campaign to encourage users to embrace an underutilized feature, a new functionality, or a new business scenario.
Adoption is not a one-time project but an ongoing process—and these days, it’s also the stepping stone to responsible use of Copilot. An environment that is used effectively, is clean, and is clearly organized produces cleaner content and, therefore, more reliable Copilot responses. This is precisely where Macaw’s M365 Value Program comes in, with a targeted focus on governance, cleanup, and adoption.
Want to see what this could mean for your organization? Book an M365 Tenant Scan and receive a prioritized, action-oriented roadmap.