Checklists, frameworks and templates
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Microsoft Copilot readiness checklist
Work through this with IT and security before your first training cohort.
- We know who has Microsoft 365 Copilot and who has Microsoft 365 Copilot Chat only
- Learners have current Microsoft 365 apps, with Microsoft Copilot visible in Outlook, Teams, Word, Excel and PowerPoint
- We have reviewed SharePoint sites and libraries shared with everyone, and fixed the obvious oversharing
- Sensitivity labels (if used) are applied to the content that matters, and users know what they mean
- A short, plain-English acceptable use statement is published
- There is a support route for questions after training (Teams channel, champions, service desk)
- Champions are identified in each team taking part
- Baseline usage from the Microsoft 365 admin centre is captured
- A short baseline survey has been sent
- Three to five real scenarios per audience are agreed for training
- A named owner for adoption after the programme is agreed
Related: Microsoft 365 Copilot adoption playbook · Microsoft 365 Copilot training
Training scoping brief
The questions we ask on every scoping call. Answering them in advance makes any training proposal more accurate, whoever you buy from.
| Question | Your answer |
|---|---|
| Who needs training, roughly how many, and in which roles? | |
| Which licences do they hold (Microsoft 365 Copilot, Copilot Chat, Microsoft Copilot Studio, Power Apps, Power Automate)? | |
| Which three to five tasks or processes should training focus on? | |
| Is the tenant ready for labs (apps, permissions, environments, data policies)? | |
| What would success look like in three months? | |
| Online, onsite or both? Any dates to fit around? | |
| Who is the sponsor, and who owns adoption afterwards? |
Agent design one-pager
Complete this before building any Copilot Studio agent intended for more than a handful of people.
| Section | Prompt |
|---|---|
| Job | In one sentence: what does the agent do, and for whom? |
| Users and channel | Who will use it, and where: Teams, Microsoft 365 Copilot, SharePoint or a website? |
| Knowledge sources | Exactly which sites, libraries, files, tables or websites? Who owns each? |
| Tools and actions | What can it do beyond answering? Which connectors and flows? |
| Boundaries | What must it not answer or do? How does it respond out of scope? |
| Escalation | When and how does it hand over to a person? |
| Authentication | Do users sign in? Does it act with the user's permissions or its own? |
| Test set | Twenty to fifty real questions with expected answers or sources |
| Success measures | Resolution rate, escalations, satisfaction, time saved or tickets avoided |
| Owner | Named owner and backup for content, behaviour and lifecycle |
Related: Building Copilot Studio agents that last · Copilot Studio agent training
Agent and automation governance starter
Copilot Studio agents and Power Automate flows both live in Power Platform environments, so the same guardrails cover both.
The minimum to agree before makers start building agents and flows. Adapt names and rules to your organisation.
Environments
| Environment | Purpose | Rules |
|---|---|---|
| Default | Personal productivity only | Restrictive data policy; nothing business-critical |
| Maker development | Learning and building | Programme members only; moderate data policy; regular clean-up |
| Departmental production | Team or department solutions | Solutions only; named owner; reviewed before promotion |
| Enterprise production | Business-critical solutions | Managed by IT; formal lifecycle management |
Data policy groups
- Business: connectors approved for business data, for example Microsoft 365 services and approved line-of-business systems.
- Non-business: connectors allowed for personal productivity, which cannot be combined with business connectors.
- Blocked: connectors not permitted.
Roles
- Executive sponsor named
- Platform owner named
- Centre of Excellence lead named
- Maker mentors identified
- Rule agreed for solution ownership and what happens when an owner leaves
- Promotion route from maker development to production agreed
Related: How to run a governed automation programme · Microsoft Copilot training
Solution runbook outline
Every agent, flow or app that matters should have a runbook so it does not depend on the person who built it.
- Summary: what it does, who uses it, business owner, technical owner and backup.
- Components: environment, solution name, apps, flows, agents, tables, connectors and connection references.
- Accounts and permissions: which accounts the connections use, and who has access to what.
- Normal operation: what ‘working’ looks like, expected volumes and schedules.
- Monitoring: where to look (run history, agent analytics, alerts) and how often.
- Common failures and fixes: expired connections, changed source files, licence changes, throttling.
- Change process: how changes are made, tested and promoted.
- Contacts and escalation: who to call, in what order.
- Review date: when the owner next checks the solution is still needed and still correct.
Measurement plan and one-page report
| Level | Measure | Source | Baseline | After |
|---|---|---|---|---|
| Reaction and confidence | Confidence using Microsoft Copilot (1 to 5) | Survey | ||
| Capability | Lab tasks completed; certification results | Course; exams | ||
| Adoption | Active users as a share of licensed users | Microsoft 365 admin centre | ||
| Value | Self-reported weekly time saved (banded, lower bound) | Survey | ||
| Value | Process measure agreed with owner | Process data |
One-page report structure
- What we set out to do
- What we delivered
- What changed, with sources and labels
- What people told us
- What we recommend next
Choose the right starting point for your organisation
Tell us who you want to train. Request dates for a private Copilot cohort or ask about a discovery conversation.
Prefer email? josh@igoe.ai