Before You Switch on Copilot: The Checks Every Business Should Make

Microsoft Copilot is one of the most exciting opportunities for SMEs looking to improve productivity, reduce manual work and get more value from Microsoft 365. But there’s one important point every business needs to understand:

Copilot works best when your Microsoft 365 environment is ready for it.

If your files are disorganised, permissions are too open, old users are still active or sensitive data is stored in the wrong places, Copilot can expose problems that already exist.

That doesn’t mean businesses should avoid AI. It means they should introduce it properly. At Apex Computing, we help SMEs across Manchester and the North West adopt AI securely, with the right structure, governance and Microsoft 365 foundations in place.

Why Copilot readiness matters

Microsoft 365 Copilot uses large language models (LLMs), Microsoft Graph and Microsoft 365 apps such as Word, PowerPoint, Outlook, Teams and Excel. It can work with content users already have permissions to access, including emails, chats and documents.

That’s exactly what makes it useful.

It can help summarise meetings, draft documents, analyse information, search across content and speed up everyday tasks. But it also means Copilot depends heavily on the quality of your Microsoft 365 setup. If people have access to files they shouldn’t, Copilot may be able to surface that information. If SharePoint sites are messy, search results may be messy. If your business doesn’t have clear rules around AI use, staff may not know what’s appropriate.

Before you switch on Copilot, here are the key checks every business should make.

1. Review your Microsoft 365 permissions

This is the biggest place to start. Most SMEs have used Microsoft 365 for years without fully reviewing who can access what. Over time, permissions can become messy. Files get shared externally, Teams channels multiply, SharePoint folders become unclear and users keep access they no longer need.

Before introducing Copilot, businesses should review:

• SharePoint permissions
• Teams access
• OneDrive sharing
• External sharing links
• Admin accounts
• Guest users
• Old employee accounts
• Sensitive folders and documents

This isn’t about slowing people down. It’s about making sure the right people can access the right information.

Apex’s Microsoft 365 Managed Services help businesses strengthen security, manage licenses, monitor Microsoft 365 and reduce the risk of poorly configured environments.

2. Clean up your data

Copilot is only as helpful as the information it can work with. If your business has duplicate files, old policies, outdated templates, unlabelled documents and confusing folder structures, Copilot may produce less useful results.

Before rollout, review:

• Where key documents are stored
• Whether old versions need archiving
• Which files contain sensitive data
• Whether naming conventions make sense
• Whether Teams and SharePoint sites are still needed
• Whether staff know where to save information

This is where AI readiness becomes a wider digital workplace issue.

Apex supports Manchester business become AI-ready digital workplaces, turning Microsoft 365 into a secure, well-managed environment that supports better structure, stronger security and more practical use of AI. Your business can move forward with Copilot in a more controlled, governed way instead of relying on unmanaged public AI tools.

3. Check your security settings

Before switching on Copilot, your cyber security basics need to be in good shape.

That includes:

• Multi-factor authentication (MFA)
• Conditional access
• Secure admin accounts
• Device protection
• Email security
• Data backup
• Suspicious login monitoring
• Leaver processes
• Clear reporting for cyber concerns

Copilot doesn’t replace good cyber security. It makes good cyber security even more important.

Apex’s Cyber Security Services support businesses with managed cyber security, assessment, awareness training, Cyber Essentials and compliance-focused guidance.

4. Create an AI usage policy

Your team needs clear guidance on how to use AI safely. An AI usage policy doesn’t need to be complicated, but it should explain:

• Which AI tools are approved
• What data staff can and can’t enter
• How AI outputs should be checked
• Who owns final responsibility for AI-assistant work
• How confidential information should be handled
• When staff should ask for advice
• How AI fits into data protection responsibilities

This helps staff use AI confidently without guessing what’s allowed. It also reduces the risk of “shadow AI”, where employee use public AI tools without approval because the business hasn’t provided a clear alternative.

Apex’s AI Policy Template is a great place to start if you’re not sure how to kick-start writing an AI Usage Policy for your business.

5. Identify the right use cases

Copilot shouldn’t be switched on just because it’s available. To get real value, businesses should identify where it can make the biggest difference.

Good Copilot use cases for SMEs could include:

• Summarising Teams meetings
• Drafting first versions of documents
• Finding information faster
• Creating email responses
• Summarising long email treads
• Supporting sales proposals
• Helping managers prepare reports
• Analysing information in Excel
• Turning notes into action lists

Start with the teams that are most likely to benefit, such as sales, operations, finance, HR or leadership.

Then measure what changes. Is work faster? Are meetings more productive? Are staff saving time? Are outputs accurate and useful?

6. Train your team before rollout

Copilot is powerful, but people still need to know how to use it well.

Training should cover:

• What Copilot can and can’t do
• How to write better prompts
• How to check AI-generated content
• How to protect sensitive data
• When not to use AI
• How to spot inaccurate outputs
• How Copilot works inside Microsoft 365

Without training, staff may either avoid Copilot completely or use it in ways that create risk. A guided rollout helps your team build confidence and keeps AI adoption aligned with business goals.

Apex’s Microsoft Copilot Consultancy supports businesses with Copilot training, implementation and adoption, helping teams use AI in practical, secure and productive ways.

7. Put ongoing management in place

Copilot readiness isn’t a one-off project. As your business grows, your Microsoft 365 environment changes. New users join, people leave, teams create new sites, files move and permissions shift. That’s why ongoing management matters.

Your business should regularly review:

• User access
• Copilot usage
• Security alerts
• Microsoft 365 licenses
• Data structure
• Sharing settings
• Staff feedback
• AI governance

With the right support, Copilot can become part of a secure, well-managed modern workplace rather than another tool that creates confusion.

Apex’s Modern Workplace Solutions bring together Microsoft 365, SharePoint, Azure Virtual Desktop, hosted desktop services and Copilot consultancy, implementation, migration and management into one joined-up approach.

Get ready for Copilot with Apex

Microsoft Copilot can help SMEs work smarter, save time and get more value from Microsoft 365. But before you switch it on, your business needs to check the foundations: permissions, data, security, policies, training and ongoing management.

That’s where Apex can help.

We support SMEs across Manchester and the North West with Microsoft 365 Managed Services, Microsoft Copilot Consultancy, AI & Automation Services, Cyber Security Services and Managed IT Services.

Thinking about switching on Copilot? Speak to Apex Computing today to check whether your Microsoft 365 environment is ready for secure, practical AI adoption.