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🤖 Microsoft Copilot Productivity Training

Tailored AI adoption program for BuildForce Canada staff

📋 Program Overview

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A three-phase Microsoft Copilot training engagement designed to meet employees where they are, build foundational skills as a group, then go deep on individual use cases. The program is structured to maximize adoption by starting with listening before training.

Total engagement: approximately 3–4 weeks across all phases, depending on team size.

Phase 1  Discovery — Persona Gathering

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1

Individual Employee Meetings

Format: 1-on-1 meetings  |  Duration: 30 minutes each

Meet with every employee individually to understand:

  • Current AI exposure — Where are they at today? Have they used Copilot, ChatGPT, or any AI tools? What's their comfort level?
  • Daily workflow — What does their day look like? What tools do they use? Where do they spend the most time?
  • Pain points — What's tedious, repetitive, or frustrating? What takes too long? Where do they feel they're not adding value?
  • Aspirations — What would they do with extra time? What skills do they want to build?
  • Concerns — What worries them about AI? Job security, accuracy, privacy? Surface these early.

Why This Phase Matters

Generic Copilot training fails because it teaches features, not solutions. By understanding each person's actual work before training, we can:

  • Tailor the group sessions to real BuildForce workflows
  • Identify the highest-impact use cases specific to the organization
  • Build trust — people engage more when they feel heard
  • Create employee personas that inform Phase 2 and 3 content

Deliverables

📊 AI Readiness Assessment

Summary of the team's current AI maturity, comfort levels, and skill distribution.

🎯 Use Case Registry

Prioritized list of Copilot use cases ranked by impact × feasibility, mapped to specific employees.

👤 Employee Personas

Anonymized profiles grouping staff by AI readiness level, tool usage, and workflow patterns.

📋 Training Curriculum Plan

Customized agenda for Phase 2 group sessions based on what we heard.

Phase 2  Group Training — Copilot Foundations

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2

Two Group Training Sessions

Format: Group workshop  |  Duration: 2 × 1-hour sessions  |  Audience: All staff

Interactive, hands-on workshops tailored to what we learned in Phase 1. Not generic Copilot demos — these are built around BuildForce's actual work.

Session 1: Copilot Essentials (1 hour)

  • What Copilot actually is — where it lives, what it can access, how it works under the hood (plain language, no jargon)
  • Prompt engineering basics — the difference between a bad prompt and a great one, with live examples
  • Copilot in the daily toolkit — demos in Word, Excel, Outlook, Teams, and PowerPoint using BuildForce-relevant scenarios
  • Hands-on exercise — everyone tries 3 Copilot tasks on their own, in their own M365 environment
  • What Copilot can't do — setting realistic expectations, understanding limitations

Session 2: Advanced Use Cases (1 hour)

  • Data analysis with Copilot — Excel/Power BI scenarios relevant to labour market data
  • Report drafting and summarization — using Copilot to draft, revise, and summarize long documents
  • Meeting intelligence — Teams Copilot for meeting summaries, action items, follow-ups
  • Email management — Outlook Copilot for drafting, prioritizing, and summarizing email threads
  • Custom Copilot agents — overview of what's possible with Copilot Studio for BuildForce-specific workflows
  • Q&A + Top use cases — revisit the highest-voted use cases from Phase 1

Deliverables

📖 Quick Reference Guide

BuildForce-branded cheat sheet with top prompts, tips, and "try this now" exercises for each M365 app.

🎥 Session Recordings

Recorded sessions for staff who missed it or want to review. Available internally.

Phase 3  Deep Dives — Use Case Coaching

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3

Individual Use Case Sessions

Format: 1-on-1 or small group  |  Duration: 30–60 minutes each  |  Audience: Targeted employees

This is where the real transformation happens. We take the specific pain points identified in Phase 1, sit down with the employee, and build the Copilot workflow together.

What These Sessions Look Like

  • Pick the pain point: "I spend 3 hours every week compiling stats for the provincial outlook report"
  • Map the current workflow: Step by step, what do they do today?
  • Build the Copilot solution: Live, together — create the prompts, set up the templates, test it on real data
  • Measure the improvement: How much time does this save? What's the quality difference?
  • Document it: Create a reusable prompt template the employee keeps and can adapt

Example Use Cases (from typical organizations like BuildForce)

  • Automating provincial report data compilation from Statistics Canada feeds
  • Drafting bilingual newsletter content with consistent terminology
  • Summarizing stakeholder meeting notes into action items
  • Analyzing labour force survey data trends in Excel
  • Creating presentation decks from research reports
  • Managing email volume during publication cycles

Deliverables

🛠️ Custom Prompt Library

Organization-specific prompt templates for each validated use case, ready to use.

📈 Impact Report

Summary of time savings, productivity gains, and adoption metrics from the engagement.

🗺️ AI Roadmap

Recommended next steps for continued AI adoption — Copilot Studio agents, Power Automate flows, advanced integrations.

🏆 Champions Program

Identify 2–3 internal AI champions who can support ongoing adoption after the engagement ends.

📅 Proposed Timeline

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Assumes a team of ~15–20 employees:

  • Week 1–2: Phase 1 — Discovery meetings (30 min × ~15–20 employees = ~10 hours)
  • Week 2: Analysis, persona creation, curriculum design
  • Week 3: Phase 2 — Two group sessions (2 hours total)
  • Week 3–4: Phase 3 — Use case deep dives (targeting top 8–10 use cases)
  • Week 4: Final deliverables — impact report, prompt library, AI roadmap
Confidential — Prepared for BuildForce Canada by Sean Kibbee
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