Microsoft Copilot Readiness Assessment: Is Your Business Ready for AI?

Microsoft Copilot can support and enhance how teams work inside Microsoft 365. It’s built to help your staff work faster: drafting documents, replying to emails, summarising meetings, and analysing data, all from inside the apps they already use.

But like any new tool, Copilot won’t deliver results if your systems, licences or security settings aren’t up to scratch.

Before switching it on, it’s worth taking a few minutes to check whether your business is set up to get real value from it, and avoid unexpected issues along the way.

Walk through this practical, step-by-step M365 Copilot readiness assessment to find out where you stand.

Why Readiness Matters

Microsoft Copilot isn’t a plug-and-play tool. It relies on the information already stored in your Microsoft 365 environment and how that information is organised, secured, and accessed.

If your files are scattered across desktops and local servers, or if user permissions are messy, Copilot could end up showing staff the wrong things—or nothing at all. Worse, it might surface sensitive data to the wrong person.

Licensing is another blocker. Not all Microsoft 365 plans include Copilot. Some businesses assume they have access, when they don’t. Others upgrade without securing their environment first.

And finally, there’s your team. Copilot doesn’t replace good habits—it builds on them. If staff aren’t confident using tools like SharePoint or Teams today, Copilot won’t fill in the gaps.

Being ready means your tools, data, and people are aligned. That’s when Copilot becomes a productivity win.

 

Learn more: AI for Small Businesses: Where to Start and What to Avoid

The 5-Minute Microsoft 365 Copilot Readiness Assessment

Use the checklist below to see if your business is ready to roll out Microsoft Copilot. It’s quick to work through, and it could save you time, money, and hassle down the line.

1. Are you on the Right Microsoft 365 license?

Copilot is only available on specific plans:

  • Business and Enterprise
  • Microsoft 365 Copilot Chat
  • Education faculty and higher education students

Older or basic plans don’t support it.

What to do:

  • Confirm which Microsoft 365 plan your business is currently using
  • Check if you have the required Copilot add-on licence (for E3/E5 plans)
  • Review your Microsoft 365 bill or ask your IT provider for clarity

2. Are your files stored in OneDrive or SharePoint?

Copilot draws its value from your existing content. If your team still stores documents on desktops, local servers or USBs, Copilot won’t have much to work with.

What to do:

  • Identify where key business documents are currently stored
  • Migrate working files to OneDrive for Business or SharePoint Online
  • Set up standard folders to avoid duplication and confusion

3. Are permissions and security settings properly managed?

Copilot will show users information they have access to. If your file permissions are too loose, sensitive material could be exposed. If they’re too tight, Copilot won’t be useful.

What to do:

  • Review who has access to shared drives and folders
  • Remove outdated users from Microsoft 365 groups
  • Apply security roles based on job function
  • Double-check external sharing settings across SharePoint and OneDrive

4. Is your team confident using Microsoft 365 day-to-day?

Copilot doesn’t replace the need to understand the tools you already use. If your staff aren’t confident in Word, Excel or Teams, they’ll likely ignore or misuse Copilot.

What to do:

  • Check whether staff know how to use core Microsoft 365 apps
  • Run a short training session or video walkthrough if needed
  • Provide practical examples of how Copilot could save them time

5. Do you have a partner to support the rollout?

Turning on Copilot is just one part of the job. Managing licences, protecting data, configuring security settings, and supporting staff takes time and planning.

What to do:

  • Nominate someone to oversee your Copilot rollout
  • Get advice on licence options, costs and compatibility
  • Line up support for setting access rules and handling any issues
  • Consider consulting an MSP to get your environment Copilot-ready

Tally your answers

  • 4–5 boxes ticked: You're likely ready or close to it
  • 2–3 boxes ticked: You’ll benefit from some cleanup or support before going live
  • 0–1 boxes ticked: Get the foundations right first. Then Copilot will be worth the investment

Learn more: Benefits of Outsourcing IT: A Guide for Brisbane Businesses

Not Ready Yet? Start With the Basics

If Copilot still feels a few steps away, that’s fine. It’s better to build on solid ground than rush into tools your business can’t use properly.

Here’s where we recommend starting:

  • Move files to SharePoint or OneDrive so they’re accessible, secure, and backed up
  • Review file permissions and user access—especially for shared folders
  • Book a quick environment review to identify potential issues early
  • Begin offering light training on Microsoft 365 apps your team uses every day

These steps will help with Copilot and improve how your team works day to day.

Get Expert Guidance and Implement Copilot With Confidence

Copilot has potential. But like any new tool, it only works well when the groundwork is in place.

Making sure your business has the right setup to get real value will ensure you avoid ongoing problems during the rollout, or worse, months down the track.

If you’re not sure where to start—or just want to get it right the first time—Deployus can support you at any stage.

We work with small to mid-sized businesses every day. Whether you have 5 staff or 50, our team can help you roll out Microsoft Copilot in a way that’s secure, practical, and suited to your business.

Here’s what we offer:

  • Help selecting and provisioning the correct Microsoft 365 licences
  • Review and tidy up of your Microsoft 365 environment
  • Secure configuration of SharePoint, OneDrive, and Teams
  • Advice on who should get Copilot access first (and who shouldn’t)
  • Brief training for staff on using Copilot productively
  • Ongoing support via phone, chat, or scheduled onsite visits

Reach out for a consultation, and get the answers you need, without a sales pitch.

FAQ

What is a Copilot readiness assessment?

A Copilot readiness assessment is a quick, structured check of your Microsoft 365 setup, licences, data security, and staff capability to ensure Copilot will work effectively.

Microsoft Copilot improves business productivity by helping staff work faster through assisting with emails, documents, meetings, and data—directly inside Microsoft 365 apps they already use.

Business owners, managers, or anyone overseeing IT, systems, or staff workflows should be involved in the readiness assessment, especially if you don’t have in-house IT support.

The assessment takes just 5–10 minutes. It’s designed to be fast, clear, and practical, even if you’re not technical.

After the assessment, the next steps should be to tidy up any gaps, get the right licences in place, and book a quick consult with Deployus for tailored support and next-step guidance.

AI for Small Business: Where to Start, What to Avoid, and What to Expect

Artificial Intelligence (AI) has moved from hype to reality. Small and mid-sized businesses (SMBs) are now asking a practical question: how do we use it?

AI for small business is about efficiency, not science fiction. It takes the weight off repetitive tasks, keeps costs under control, and helps teams focus on what matters:

  • A chatbot can resolve basic customer queries.
  • AI accounting software for small businesses can reconcile expenses and flag anomalies.
  • AI automation for small businesses can handle scheduling, reporting, and data entry.

For business owners, CFOs, and internal IT managers, the real challenge is choosing the right tools. There are hundreds of AI solutions for small businesses on the market. Some are powerful and cost-effective. Others create complexity without real benefit.

This article shows where to start, what to watch out for, and what to expect if you’re exploring AI tools for small business operations.

Why AI Matters for Small Businesses

AI is not out of reach. Tools that once required enterprise budgets are now accessible to companies with fewer than 100 employees. Used well, AI solutions for small businesses can save time, improve accuracy, and lift customer experiences.

Valuable Areas for SMBs

Customer Support
  • AI agents for small businesses can respond instantly to common questions.
  • Chatbots and ticket triage systems keep support queues moving, while people step in for complex issues.
  • This helps small business owners deliver faster customer service without hiring more staff.
Finance and Accounting
  • AI accounting software for small business cuts down manual data entry and reconciliations.
  • Expense tracking and cash flow forecasts become more accurate.
  • CFOs gain clearer financial insights with less admin time.
Business Operations
  • AI automation for small businesses removes repetitive work such as data entry, scheduling, and reporting.
  • IT managers can rely onAI assistants to monitor systems, flag risks, and prevent downtime.
  • Staff focus on growth tasks instead of routine admin.
Decision Support
  • AI algorithms analyse data quickly and surface trends that guide decisions.
  • Managers can adjust strategies based on facts instead of instinct.
  • Better decisions mean fewer costly mistakes.

How to Use AI for Small Business: Where to Start?

The smartest way to approach AI for small businesses is to build gradually. Start with areas where the return is clear and the risk is low.

Prioritise Key Areas

Pick the Right Problems First
  • Look for repetitive tasks that take up staff time but add little strategic value.
  • Data entry, scheduling, and simple reporting are ideal entry points for AI automation for small businesses.
  • Replacing hours of admin with a tool that runs quietly in the background delivers an immediate productivity boost.
Test AI Tools in Finance and Compliance
  • AI accounting software for small business can handle reconciliations, forecast cash flow, and flag anomalies faster than manual checks.
  • CFOs and finance managers should start with reporting and expense management. High volume areas where accuracy is critical.
  • This creates trust in the technology before it’s rolled out to more sensitive functions.
Pilot in Customer Support
  • Instead of switching to full automation, begin with a simple AI chatbot that answers FAQs or routes tickets to the right person.
  • AI agents can learn from your existing support data and reduce wait times.
  • Keep the scope narrow, measure results, and expand only if customers respond positively.
AI for Data Analytics, Not Just Automation
  • AI tools can surface insights from customer behaviour, sales trends, or inventory data.
  • Managers can use this information to make decisions with more confidence, without hours spent crunching numbers.
  • Even a small pilot project in analytics can show how AI shifts decision-making from reactive to proactive.
Build Familiarity with AI Assistants
  • Internal IT managers can use AI assistants for monitoring, patch management, or system alerts.
  • Start with one or two targeted functions, then review whether AI reduced downtime or freed capacity for project work.
  • Over time, this creates a measured path to broader adoption.
Use Free Trials Wisely
  • Most AI solutions for small businesses come with trial periods.
  • Run them alongside existing processes to see where they actually save time.
  • Gather staff feedback early. Adoption succeeds only if the tools feel like help, not extra work.

AI Tools for Small Business Owners: What to Avoid

AI tools have huge potential, but diving in without a plan can backfire. The wrong tools can waste money, frustrate staff, or even damage customer experiences. Before adopting AI, be clear about the risks and common mistakes to sidestep.

Pitfalls to Sidestep

Jumping Into Enterprise-Grade Systems
  • Large AI platforms are built for corporates with in-house specialists.
  • For small and mid-sized businesses, these solutions can be expensive, complex, and slow to implement.
  • Stick to AI solutions that are simple, targeted, and easy to manage without dedicated teams.
Over-Automating Customer Service
  • AI-driven chatbots and assistants are great for quick answers but should never replace human contact entirely.
  • Too much automation risks frustrating customers who want empathy and flexibility.
  • Use AI agents for small businesses to handle routine support while keeping people available for higher-value interactions.
Overlooking Security and Compliance
  • Many AI tools process sensitive business data. Without the right safeguards, this can expose you to breaches or compliance risks.
  • Make sure AI automation for small businesses follows strong data security standards and clear reporting practices.
  • Work with vendors who are transparent about how data is used and stored.
Assuming AI Will Run Itself
  • AI algorithms are not set-and-forget tools. They need clean data, human oversight, and regular review.
  • Poor inputs will create poor outputs, no matter how advanced the software claims to be.
  • Assign responsibility for monitoring and fine-tuning the system.
Adopting Tools Without Strategy

Being selective is critical. AI should simplify business operations, save time, and improve customer experiences, not create new headaches.

Getting Started with AI Tools: What to Expect

AI isn’t a magic fix. It delivers results, but they come gradually and require adjustment. Setting realistic expectations helps businesses avoid disappointment and see AI as an investment rather than a quick win.

Keep an Eye Out For:

Time Savings on Repetitive Work
  • AI automation for small businesses handles tasks like data entry, scheduling, and expense categorisation.
  • This frees staff to focus on work that drives revenue and customer relationships.
  • Expect small but noticeable efficiency gains in the first few months.
Improved Accuracy and Consistency
  • AI accounting software reduces errors in financial reporting and reconciliations.
  • Customer support AI agents provide consistent answers, reducing the risk of miscommunication.
  • Processes become more reliable, with less dependence on manual checks.
Better Customer Experiences
  • Customers get faster responses through AI-driven support tools.
  • Service teams have more time for complex queries that require empathy and problem-solving.
  • Over time, this improves loyalty and overall customer experiences.
Cost Efficiencies (But With Setup Effort)
  • AI tools can reduce long-term costs by replacing manual effort, but there may be upfront investment in training and integration.
  • CFOs should plan for an adjustment period before clear ROI is visible.
  • Savings grow as adoption expands across multiple areas of the business.
A Learning Curve for Staff
  • AI assistants and algorithms require people to work differently.
  • Training is essential so staff feel comfortable using new systems.
  • Adoption works best when AI is introduced gradually and explained clearly.
Amplification of Existing Processes
  • AI highlights broken workflows, but doesn’t fix them.
  • If processes are inefficient, AI may magnify the problems rather than solve them.
  • A quick review of operations before introducing AI can prevent wasted effort.

Next Steps: Find the Right AI Tools for Your Business Needs

For some, the first step may be trialling AI accounting software to streamline reconciliations. For others, it might be using an AI assistant to handle system monitoring or a chatbot to answer routine customer questions.

What matters is starting in the right place and building from there.

Deployus works with SMBs every day to match the right technology with the right need. From simple automation through to long-term strategy, we help you test, adopt, and scale solutions that fit your operations and your budget.

If you’re considering implementing AI features or tools and want to explore practical options that deliver results, we can guide you through the process. Reach out for the right advice before you buy.

AI Solutions for Small Businesses: FAQ

AI for small businesses refers to practical tools that automate repetitive tasks, improve decision-making, and enhance customer service without requiring enterprise-level systems.

AI automation for small businesses reduces manual work like data entry, scheduling, and reconciliations. It improves accuracy, saves time, and gives staff space to focus on growth.

The best AI tools depend on your needs. Common starting points include AI accounting software, customer service chatbots, AI assistants for IT monitoring, and analytics tools that highlight business trends.

Start small, choose tools that align with your operational needs, and avoid over-automating customer service. Always check data security and assign staff to oversee AI performance.

Consider an AI consultant when projects become too complex for in-house staff. This is common for larger rollouts, integrating multiple AI systems, or ensuring compliance and data protection.