Working with Copilot: the same tool, a different practice in every organisation

My insightI have experience with Microsoft Copilot and know how to use it to structure information, prepare text, summarise documents and organise recurring work more intelligently. Even so, I never assume that I can use Copilot at a new assignment in exactly the same way as I did with the previous client.

The same tool, a different practice

Every organisation has a different Microsoft environment, different licences, different agreements and a different way of working. At one client, Copilot is integrated into Word, Outlook, Teams and PowerPoint. Elsewhere, only Copilot Chat is available. Sometimes almost everyone has access; another organisation may deliberately start with a small group.

The information landscape also differs. Some organisations store documents centrally in SharePoint, Teams and OneDrive. In other environments, important information may still sit on network drives, in local folders or across several systems.

That difference determines how much Copilot can actually contribute.

A good prompt cannot reach unavailable information

With the right licence and permissions, Copilot can use information from business email, meetings, OneDrive and SharePoint. Microsoft explains that the available sources depend on the account, licence and the user’s access rights. Read how grounding works with a work account.

If a relevant document exists only locally, Copilot cannot automatically include it. Microsoft states that local paths are not directly supported for file references: files must be uploaded or cloud-hosted. View supported files and locations.

A good prompt is therefore not a key to a digital filing cabinet that Copilot cannot reach.

I bring my experience and adapt my approach

As an interim assistant, I am used to entering a new organisation. I learn its people, systems and working methods and assess what is already in place. I take the same approach with Copilot.

I check which version is available, which account I am using, which functions are enabled and which agreements apply. I then identify where Copilot can provide practical help. This might include structuring information, preparing a first draft, summarising a document, organising action points or improving an email.

I do not impose my own system on an organisation. I work with what is available, permitted and practical.

Sometimes a great deal is possible, sometimes deliberately less

One client may be keen to explore how AI can improve the work. Another organisation may be more cautious because of confidentiality, policy or the systems in use. I can work effectively in either situation.

When Copilot is widely available, I can use my experience to identify practical applications quickly. When the options are limited, I work within those boundaries and use Copilot only for tasks for which it is suitable and permitted.

AI is not a requirement for me to do my work well. It is an additional tool that I can use responsibly when it fits the assignment.

Experience also means knowing what to check

Working with Copilot does not mean accepting every answer immediately. I check whether the content is correct, whether important information is missing and whether the wording suits the organisation and the recipient. In executive support, context, sensitivities and confidentiality can all matter.

Microsoft states that Copilot respects existing access rights. The quality and security of its use are therefore also linked to how files and permissions are managed in Microsoft 365. Read more about data protection and access controls.

My added value is not limited to operating Copilot. I also understand that the outcome depends on the available information, the organisation’s setup and human review.

Getting up to speed with the client

I begin every assignment by listening, observing and adapting. This allows me to use Copilot without losing sight of the organisation’s existing methods, agreements and human dimension.

The tool may be the same. The practice is different every time. That is precisely where experience and adaptability make the difference.