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OPTIMIZATION & ASSESSMENTS
Copilot AI Optimization
Determine who really needs Microsoft 365 Copilot before rolling it out organization-wide.
Copilot is the most expensive add-on per user Microsoft has ever introduced, and at the same time the most difficult to justify. Most organizations buy first and measure afterwards, resulting in hundreds of licenses, some of which are no longer opened after three months. We reverse the order.
INTRODUCTION
For many organizations, Microsoft 365 Copilot is the first AI investment of a structural nature. The purchase is simple: an add-on per user, with an annual commitment. Management after that, however, is not. Since Microsoft incorporated agent usage into a consumption model, Copilot Credits, the Copilot expenditure consists of three separate layers, each requiring its own management.
- Licenses per user. A fixed, contractually defined cost item with an annual commitment.
- Use by agents. A variable cost item, billed per role and determined by design choices (not by user numbers).
- Governance and management. Optional components for managing and monitoring agents.
In practice, almost exclusively the first layer is budgeted. The second layer becomes visible the moment the invoice arrives. The third layer is often only set up after the first incident has occurred. This raises a second issue. An assigned license is not a used license. Organizations that roll out Copilot broadly without targeted adoption typically see a significant portion of licenses remain unused, while the annual commitment continues as usual.
WHAT CHALLENGES DO YOU ENCOUNTER?
Do you recognize these insecurities?
- Which Copilot license suits us?
- Do the costs outweigh the return?
- Are our data and permissions in order before we roll out?
- Why don't employees use the licenses, even though they have them?
- Will we still meet compliance and governance requirements in the future?
These are questions that are increasingly being raised, and for which you may not (yet) have a concrete answer. But you should.
The solution
Will we still meet compliance and governance requirements? With Geltec's Copilot Value Assessment, you fully map out your Copilot position. Our specialists analyze your license position, actual usage, and consumption pattern based on data and summarize this in an optimization report.
WHAT DOES THE SERVICE ENTAIL
Five parts, one outcome
Suitability analysis per role
Which functions work with the data and work patterns where Copilot actually adds value, and which do not.
Verification of the license conditions
Which underlying M365 license is required, which existing profiles qualify, and what an upgrade would cost.
Data and security readiness
Copilot makes visible what a user is allowed to see. Incorrectly set permissions in SharePoint and Teams become an information leak as soon as Copilot is enabled. This part is not an afterthought.
Phased rollout plan
With a measurable pilot group and predetermined criteria for scaling up or stopping.
Adoption measurement after rollout
Actual use per license, with a clear trade-off between revocation and targeted guidance.
FOR WHOM AND WHEN RELEVANT
When this pays off.
For organizations with 100 or more Microsoft 365 users considering, piloting, or already rolling out Copilot. Relevant for CIO, IT manager, CFO, security officer, and HR.
- You are facing an organization-wide rollout.
- Your pilot has ended, and the question “what now?” is on the table.
- You already have Copilot, but cannot demonstrate what it delivers.
- You are unsure whether your rights structure is ready for Copilot.
RESULTAAT EN WAARDE
Wat kan het opleveren?
10%
Lagere M365-kosten door herijking van gebruikersprofielen
32%
Suitefunctionaliteit die onbenut blijft
8-12 weken
Doorlooptijd tot een besluitdocument
Een onderbouwde suitekeuze per gebruikersgroep in plaats van één profiel voor de hele organisatie.
Een concreet adoptieplan voor de functionaliteit die je al betaalt maar niet gebruikt, plus een besluitdocument waarmee IT en Finance dezelfde afweging maken.
Are you considering Copilot,
or do you already have it?
In a single session, we determine whether your rollout is well-founded and where the risks lie. Often, the rights structure turns out to be the real issue.
You will receive a response from one of our licensing specialists within one business day. No sales pitch. If there is nothing to gain, we will tell you.
FREQUENTLY ASKED QUESTIONS
What people ask us.
Which license do you need for Microsoft 365 Copilot?
Copilot is an add-on that comes on top of a qualifying Microsoft 365 license; not every subscription qualifies. If you are on a profile that does not meet the requirements, you will therefore incur double costs: the upgrade and the add-on. Microsoft adjusts the terms regularly, so review them at the time of your decision and factor the upgrade into your business case.
What are the security risks of Copilot?
Copilot operates within the rights a user already has. If those rights in SharePoint, OneDrive, or Teams are set too broadly—which is the case in many grown environments—Copilot makes this visible in a single search query. The risk is not new, but it does suddenly become exploitable. A rights and data classification check before deployment is therefore not an option, but a requirement.
Do all employees need Copilot?
Virtually never. Copilot delivers the most value for roles involving extensive document work, email, meetings, and analysis, and demonstrably less for roles with fixed, system-bound tasks. In practice, an organization-wide rollout means that a significant portion of the licenses are barely used after the first few weeks. Selection based on role and actual work pattern significantly reduces costs.