In a fully remote, global organization, the potential to integrate generative AI (genAI) presents not just an opportunity for efficiency but a chance to redefine the way we approach work. For our team, the introduction of Copilot 365, a AI-powered productivity tool, was a step forward in leveraging technology to enhance daily operations while freeing employees to focus on higher-value contributions.
Over the course of an eight-week pilot, Copilot demonstrated its ability to transform workflows by automating repetitive tasks, fostering seamless collaboration, and achieving measurable results. Among the most significant outcomes were:
231 hours saved through task automation, freeing teams to focus on strategic initiatives.
Enhanced team alignment and collaboration, supported by seamless integrations with existing tools.
Achieved with zero data breaches, setting a new standard for secure AI implementation.
This pilot was an exploration of how emerging technologies can empower a distributed workforce to operate more effectively, collaboratively, and securely.
Rethinking Productivity with Generative AI
As an organization that operates entirely remotely, spanning multiple time zones and regions, we have always relied on technology to connect and collaborate. Yet, as workflows evolved and workloads expanded, we began exploring how generative AI could take our operations to the next level.
The decision to pilot Copilot was grounded in a simple but transformative question: How can we optimize the way we work, enabling our teams to focus on strategic, creative, and impactful activities? Rather than focusing on solving pain points, we saw this pilot as an opportunity to test how AI could serve as a partner to our teams, enhancing the strengths already embedded in our culture.
Unlocking Opportunities for Optimization in a Remote Environment
In the distributed nature of remote work, routine administrative tasks often have an outsized impact on employee bandwidth. Scheduling meetings, drafting reports, and managing data entry, while necessary, consumed hours that could have been spent on creative problem-solving, strategic planning, or team-building efforts.
The complexity of operating across time zones further underscored the need for more seamless ways to align teams. Communication gaps, delays in sharing updates, and inefficiencies in coordinating cross-departmental projects all highlighted the opportunity for a solution that could work across our diverse tools and workflows.
The pilot offered the chance to explore whether AI could meet these challenges head-on—not by replacing existing systems but by integrating with them to create smarter, more cohesive workflows.
A Thoughtful Approach to Piloting AI
The success of implementing a transformative tool like Copilot depended on taking a deliberate, thoughtful approach. We began with an in-depth assessment of workflows across twelve teams, each with distinct needs and objectives. By collaborating with employees, we identified areas where AI could create meaningful impact.
Key areas of focus included:
Repetitive tasks: Identifying processes like scheduling, data validation, and report generation that consumed significant time.
Collaboration challenges: Addressing gaps in cross-departmental communication that delayed project alignment.
Data security: Ensuring that any AI implementation adhered to the highest standards of compliance and protection.
Training was a critical component of the pilot’s success. Recognizing that AI tools can feel intimidating at first, especially when they introduce a fundamentally new way of working, we developed a comprehensive onboarding strategy:
Role-specific sessions demonstrated how Copilot could integrate into daily workflows, tailored to the unique needs of each team.
Interactive workshops provided employees with hands-on experience, allowing them to explore the tool’s capabilities in real-world scenarios.
Continuous feedback loops encouraged employees to share questions, challenges, and successes, which informed iterative adjustments to the tool’s deployment.
Seamless Integration: AI as a Natural Extension of Workflows
For AI adoption to succeed, it must align with existing tools and processes. Copilot was integrated into communication, collaboration and calendaring platforms, ensuring that employees could access its capabilities without disrupting their current workflows.
Notable integrations included:
Automated meeting summaries that eliminated the need for manual note-taking and follow-ups.
Data validation tools that reduced errors and streamlined reporting processes.
Document generation capabilities that saved significant time on routine tasks like drafting standard templates.
By embedding Copilot into the systems employees were already using, we ensured that the tool enhanced daily operations rather than adding complexity.
Results: The Impact of AI-Driven Optimization
1. Reclaiming Time for High-Value Work
Over the eight-week pilot, Copilot saved 231 hours across the pilot group. These reclaimed hours were reinvested into activities like strategic planning, creative problem-solving, and cross-functional collaboration. This shift not only accelerated project timelines but also empowered employees to focus on work that moved the needle.
2. Elevating Collaboration Across Teams
Communication and alignment improved significantly during the pilot. Automated meeting summaries reduced follow-up time, while real-time updates kept projects on track, even across time zones. These enhancements fostered stronger connections between dispersed teams, allowing for faster decision-making and more efficient project completion.
3. Achieving Security Without Compromise
One of the most critical outcomes of the pilot was achieving measurable productivity gains while maintaining zero data breaches. This success underscored that generative AI can be implemented securely when supported by robust data protection protocols.
4. Fostering High Adoption and Engagement
Copilot achieved a 94% adoption rate among pilot participants, with 91% of users expressing confidence in the tool. Employees highlighted its intuitive design and its ability to simplify complex workflows, making their work more effective and fulfilling.
Lessons Learned: Shaping the Future of AI Integration
The pilot provided valuable insights into how generative AI can transform operations:
AI as a complement, not a replacement: Copilot’s success lies in its ability to enhance, rather than disrupt, existing workflows.
The importance of tailored training: Customized onboarding ensured that employees quickly understood how Copilot could support their specific tasks and goals.
The value of starting small: By focusing on a select group of teams, we refined workflows and built trust before planning for a broader rollout.
Continuous feedback drives improvement: Regular input from users informed iterative adjustments, ensuring that Copilot continued to meet evolving needs.
Conclusion: AI as a Catalyst for Smarter, More Collaborative Work
The Copilot pilot demonstrated the immense potential of generative AI to optimize operations in a remote global organization. By automating routine tasks, enhancing collaboration, and maintaining the highest standards of security, we unlocked new possibilities for how teams can work together and thrive.
This pilot wasn’t just about implementing a tool; it was about exploring how technology can transform the way we work. As we prepare for a phased rollout, the lessons from this pilot will guide us in scaling Copilot’s impact across our global teams, unlocking new opportunities to work smarter, collaborate seamlessly, and thrive in a rapidly evolving world.
Final Reflections: Embracing the Unknown in Innovation
Introducing new technology, particularly something as transformative as generative AI, often comes with a mix of excitement and apprehension. It’s human nature to approach the unknown with caution, to wonder how it will change the way we work, and to grapple with the question of whether it will disrupt more than it enhances. These feelings are valid, and they’re part of what makes innovation both challenging and rewarding.
In our experience piloting Copilot, we found that grounding apprehension with logic—through deliberate planning, transparency, and education—helped to build trust in the process. By focusing on tangible outcomes like time savings, improved collaboration, and secure implementation, we reframed AI not as a disruptive force but as a tool with the potential to elevate the way we work.
But the opportunity goes deeper. AI doesn’t just benefit the bottom line of organizations; it creates the conditions for employees to grow. By automating repetitive tasks and enabling teams to focus on more creative, strategic, and impactful work, it opens doors for both personal and professional development. Employees can devote more time to areas where they can innovate, learn, and excel—whether that’s tackling complex challenges, advancing their skill sets, or fostering collaboration in ways that drive collective success.
At its core, adopting new technology is an opportunity to evolve. It’s a chance to rethink how we approach work—not just to become more efficient but to create environments where employees and organizations alike can thrive. Generative AI offers immense potential for this evolution, and with thoughtful implementation, it can be a catalyst for both growth and empowerment.
About the Author
Jessica Zeba-Snow, DrPH
Head of Remote Operations and Culture | Skillable
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