Define success criteria, KPIs and success measurement plan
Success criteria establish the goals and desired outcomes for the project, defining its success. Key Performance Indicators (KPIs) are specific, quantifiable metrics used to track progress towards these criteria or goals. Success measures give concrete targets for the KPIs to assess if the criteria are met.
Capture each expected business value of Microsoft 365 Copilot along with the KPIs for each business scenario. Identify how you'll measure and report against KPIs to gauge adoption.
Define your success criteria:
- Identify KPIs that should improve based on adopting various scenarios.
- Establish KPI benchmarks and users’ Microsoft 365 Copilot knowledge.
- Choose criteria to help you show leadership the impact Microsoft 365 Copilot is having on the organization.
- After rollout, use the end user surveys to measure satisfaction and progress against your benchmark.
The following chart illustrates examples of various KPIs or goals for different departments or roles within an organization.
Define a success measurement plan
A success measurement plan outlines the KPIs and metrics used to evaluate the success of a project within an organization. It details how success is measured, the data collection methods, analysis processes, and reporting intervals. The plan ensures that all stakeholders have a common understanding of what success looks like and how it will be tracked over time.
Definitions to help you build your success measurement plan:
- KPI measure/name: A high-level summary for the measure.
- KPI reporting frequency: The cadence that reporting runs on for this metric.
- KPI formula: The details of the calculation ensuring it’s connected to the data sources and instruments outlined in the following bullet point.
- Data sources: Details on exactly where the data is coming from. How many people? Which groups? Which systems?
- Data gathering, transformation, & analysis process: How is the data being pulled from the data sources? For example, is this a dynamic pull at 7 a.m. on the first Monday of the quarter, or is this an extract from a static file that is always two weeks old? If this is people, for example, are we surveying them using a specific instrument delivered in a specific way?
- Data gathering instruments: Do we need to create any instruments (surveys, feedback forms) or create guides on data transformation to collect the data we want?
- Data gathering owner: State which person, or group of people, is assigned to each part of the data gathering, transformation, and analysis process.
Consider these questions, in defining your approach to reporting success:
- Who will you report success to? Ex: AI Steering committee
- How often? Ex: Monthly meetings
- In what format? Ex: Share success scorecard during live meetings and post to communities of practice after monthly meeting for access by all key stakeholders.
- Using which vehicles? Ex: Viva Amplify, Viva Engage, SharePoint, PowerPoint, and Microsoft Teams.
Use the following example scorecard template to effectively track and report success.
| GOAL: | Business Value | Type of Value | Business Owner | MEASUREMENT: | KPI Measure | Data Source | KPI Formula | KPI Baseline | KPI Target |
|---|---|---|---|---|---|---|---|---|---|
| Example 1: | Improve timeliness and effectiveness of meetings enabling faster decision making | Increase sales | Jane Doe | Example 1: | Number of meetings | Copilot in Teams data and an employee poll or survey | % of employees engaged; average effectiveness stated by employees | 10% | 85% |
| Example 2: | A safe and open collaboration approach for easy sharing of messages and news between employees | Increase sales | John Doe | Example 2: | Percentage of groups that are active | Viva Engage data | Number of engaged members/total number of membersNumber of new postsNumber of new executive posts | 0% | 65% |
Be intentional with license assignments
After identifying your success criteria, you can start to decide the individuals and departments that require access to the new technology to achieve these objectives. To maximize business impact, you need to determine your overall licensing deployment strategy, concentrating licenses in two or three key areas of the business. Be intentional when assigning licenses, ensuring that access to Microsoft 365 Copilot is given to those who can use it most effectively. These decisions should be based on where Copilot can have the most impact, potential for improvement, and meet defined success criteria for the organization. Consider the following factors as you decide on an approach:
• Review which departments have the highest Microsoft 365 usage data.
• Concentrate licenses across entire teams or departments to start.
• Use the Scenario Library to identify top use cases and the key metrics you would like to improve in that functional area.