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?
- 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
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.
How does Microsoft Copilot improve business productivity?
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.
Who should be involved in the readiness assessment?
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.
How long does the assessment take?
The assessment takes just 5–10 minutes. It’s designed to be fast, clear, and practical, even if you’re not technical.
What are the next steps after the assessment?
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.