Across the business world, two letters are sparking a lot of conversation: AI.
And nowhere is that conversation louder than inside Microsoft 365. From Word and Excel to Outlook, Teams, and PowerPoint, Microsoft Copilot is transforming how people work. Drafting documents, summarising meetings, analysing spreadsheets – it feels like the kind of leap forward that comes around once in a generation.
But there’s a question many businesses are quietly asking themselves:
Are we actually ready for this?
Stuart Black from ERGOS Technologies Limited and Paul Teideman from Ingram Micro Cloud met to discuss this and many other things. The full conversation can be found here.
While Copilot promises a world of productivity gains, creativity boosts, and time savings, those benefits only appear when your Microsoft 365 environment is set up securely, cleanly, and correctly. For many organisations, that’s not yet the case.
A Microsoft Copilot readiness assessment helps you find out. It identifies whether your systems, data, and people are ready to make the most of Copilot, and if not, what needs to change before you switch it on.
Why readiness matters before you turn on Copilot
Before you can harness the power of AI across Microsoft 365, it’s important to understand what Copilot actually does under the hood.
Copilot connects to the everyday tools you and your staff already use: Outlook, Teams, Word, Excel, SharePoint, and OneDrive. It doesn’t just sit on top of them, it integrates with them, drawing insights from your existing data to help you work faster and smarter.
That’s precisely why readiness matters so much. Copilot works within the structure and permissions of your Microsoft 365 environment. If that structure is clean, consistent, and secure, Copilot becomes an incredible productivity partner. But if it’s messy, outdated, or misconfigured, you could be inviting problems you don’t want, from accidental data leaks to compliance breaches.
In other words, Copilot doesn’t fix your environment. It amplifies it.
If your environment is well-organised, Copilot will amplify efficiency. If it’s disorganised, Copilot will amplify confusion.
And that’s where a readiness assessment becomes essential: to make sure the AI you’re about to deploy reflects the business you want to run, not the one your data has quietly become.
The four key signs your business might not be ready yet
So what does “not ready” look like in practice?
Here are four of the most common red flags we see when helping organisations prepare for Copilot.
1. Your Microsoft 365 licences don’t include Copilot
Let’s start with the basics. Copilot isn’t automatically available in every Microsoft 365 plan. To use it, you need the right foundation licences – typically Microsoft 365 Business Standard or Business Premium for small and medium-sized businesses, or E3/E5 for enterprise environments.
On top of that, each user who’ll access Copilot needs a dedicated Copilot licence. It’s an additional subscription that enables the AI capabilities across the apps they use.
Many businesses assume they already have it because they’re “on Microsoft 365.” But licensing can get complex, especially when organisations grow quickly or mix and match plans. A readiness assessment clears that up – confirming exactly what you have, what’s missing, and what you’ll need to budget for.
2. Your permissions and security setup are unclear
Copilot follows your existing access permissions. If a user has access to a folder, Copilot assumes that access is intentional.
That’s why unclear or overly broad permissions are one of the biggest risks when adopting AI in Microsoft 365. A forgotten “Everyone” access policy on a shared drive could suddenly mean that Copilot can surface confidential HR or financial data to the wrong person.
Before you switch it on, it’s vital to review:
- Who can access what data.
- How permissions are assigned (individual vs group).
- Whether legacy or inactive accounts are still active.
- How data is shared across Teams, SharePoint, and OneDrive.
A readiness assessment reviews your Entra ID (Azure AD) configuration, security groups, and conditional access policies to ensure Copilot only draws from data that users are legitimately entitled to see.
3. Your data isn’t organised in SharePoint or OneDrive
Copilot works best when it can find what it’s looking for.
That means your files and data need to live in structured, accessible, and well-organised locations – not buried in individual desktops, personal OneDrives, or random folders no one remembers creating.
If your business has grown organically (and most do), there’s a good chance your data is scattered. Maybe finance has a folder structure from 2018 that’s never been updated. Maybe project files live on local drives because “that’s how we’ve always done it.” Copilot can’t surface what it can’t see.
One of the most valuable parts of a readiness assessment is mapping where your data currently sits, cleaning up redundant or duplicated content, and ensuring it’s stored in the right place. The payoff? Copilot can instantly find accurate, relevant information – instead of digging through digital clutter.
4. Your teams aren’t trained for AI adoption
Finally, readiness isn’t just technical, it’s cultural.
Introducing Copilot isn’t about replacing people with AI; it’s about helping them do their best work. That requires trust, understanding, and guidance. Without training, users may misunderstand what Copilot can and can’t do – or worse, use it in ways that introduce risk.
Businesses that thrive with Copilot are the ones that invest time in AI literacy. They help staff understand how to ask the right questions, validate AI-generated content, and use Copilot responsibly.
A readiness assessment looks at your adoption culture as much as your technical setup – ensuring both your systems and your people are prepared for the change.
What a Copilot readiness assessment covers
A Microsoft Copilot readiness assessment is designed to give you a complete picture of where you stand – technically, securely, and culturally – before you roll out AI across your business.
It’s not a theoretical exercise or a tick-box audit. It’s a focused, practical process that typically takes around one week to complete and leaves you with a clear, actionable roadmap.
At ERGOS, our assessment includes three main layers:
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Technical readiness
We review your Microsoft 365 environment, licences, and configuration to ensure you meet t
- he foundational requirements for Copilot.
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Security readiness
We examine your permissions, access controls, and compliance posture – identifying any risks that could lead to data exposure once Copilot is active.
-
Adoption readiness
We assess your organisation’s readiness for AI change: awareness, training, communication, and leadership alignment.
Once complete, you’ll receive a simple Red/Amber/Green report showing where your business is ready, where improvements are needed, and which actions will deliver the most impact fastest.
The goal is clarity – so you know exactly what to do next, whether that’s upgrading licences, refining permissions, or running a small-scale pilot.
How to know if you’re ready or need support
A quick way to self-assess is to ask yourself a few simple questions:
- Do you know exactly which Microsoft 365 licences your organisation is using, and whether they’re Copilot-compatible?
- Are your file structures and permissions well-documented, actively managed, and aligned to job roles?
- Is your data primarily stored in SharePoint and OneDrive, not on local or unmanaged drives?
- Have you planned any user training or change management around AI adoption?
If you answered yes confidently to all four, you’re likely on solid ground. But if there’s even one hesitation, it’s a sign that a readiness assessment could save you time, money, and potential headaches down the line.
The cost of doing this first is minimal. The cost of getting it wrong – lost data, compliance issues, or poor user adoption – can be far greater.
Why choose ERGOS for your Copilot readiness assessment
Choosing the right partner for your assessment is as important as the assessment itself.
At ERGOS, we bring a rare combination of technical depth and business understanding. We’re a Microsoft Solutions Partner with proven expertise across Microsoft 365, cybersecurity, and cloud infrastructure – all critical components of a successful Copilot deployment.
We also work closely with Ingram Micro, one of Microsoft’s leading distribution partners. That relationship gives us early insight into upcoming licensing changes, product updates, and best practices – insights we pass directly to our clients.
Most importantly, we understand SMEs. Many of our clients don’t have dedicated IT departments or AI specialists in-house. They need clear guidance, not jargon. They want someone who can take the technical complexity and turn it into a straightforward plan they can act on immediately.
That’s what our readiness process delivers:
- A fast, structured assessment – typically completed within five business days.
- Clear, prioritised recommendations tailored to your environment.
- Hands-on support to implement changes, train teams, and optimise your Microsoft 365 setup.
It’s a complete readiness journey, from assessment to action, designed to help you move confidently toward AI-powered productivity.
Take the next step toward Copilot confidence
If your business already runs on Microsoft 365, you’ve done most of the groundwork. You’ve built your digital ecosystem. Now it’s about making sure that ecosystem is ready for the next step.
A Microsoft Copilot readiness assessment gives you that confidence. It answers the question, “Are we ready?” with facts – not guesswork. And if you’re not quite there yet, it tells you exactly what to do next.
So, before you flick the Copilot switch, take a moment to check your flight path.
With ERGOS, you’ll know your systems, data, and people are ready for take-off.
Book your Microsoft Copilot readiness assessment today and move into the AI era with clarity, confidence, and control.
FAQs about Microsoft Copilot readiness
How do I check if I already have the right Copilot licence?
You can view your current Microsoft 365 subscriptions in the Admin Center. Look for Business Standard, Business Premium, E3, or E5 licences. You’ll also need a separate Copilot licence for each user.
Does Copilot access private company data?
Copilot only accesses the information users already have permission to view. If access controls are too broad, Copilot may surface unintended content – which is why reviewing permissions is crucial before rollout.
How long does a readiness assessment take?
Typically around one week, depending on the size and complexity of your Microsoft 365 environment.
Is Copilot safe for small businesses?
Yes – when deployed correctly. In fact, SMEs often see the fastest ROI because they can adapt and implement changes quickly.
What’s the ROI of doing this first?
A readiness assessment ensures Copilot works securely and efficiently from day one, preventing wasted licences and potential data risks — and accelerating your return on investment.
ERGOS thoughts
Microsoft Copilot represents a huge leap forward, not just in technology, but in how we think about work itself.
For many businesses, it’s the first real taste of what AI can do day-to-day. But like any leap, it pays to take it with your eyes open. A readiness assessment isn’t about slowing down progress; it’s about making sure the progress you make is safe, smart, and sustainable.
At ERGOS, we believe AI should empower people, not overwhelm them. That starts with strong foundations – clean data, clear permissions, and confident teams. Get that right, and Copilot doesn’t just help your business work faster. It helps it work better.
More information about ERGOS’ AI capabilities can be found here.