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Control 1.11: Change Management and Adoption Planning — Portal Walkthrough

Step-by-step portal procedures for establishing change management and adoption plans for M365 Copilot deployment.

Prerequisites

  • Microsoft 365 Admin Center access (Global Administrator or Service Administrator)
  • Microsoft Viva Insights license (optional, for adoption tracking)
  • Organizational change management framework or methodology
  • Executive sponsor and change management lead identified

Steps

Step 1: Configure Copilot Deployment Settings

Portal: Microsoft 365 Admin Center Path: Admin Center > Copilot > Overview / Settings > User access

Review and configure deployment settings that affect the user experience: - Enable or disable Copilot features by workload (Word, Excel, PowerPoint, Teams, Outlook) - Configure the Copilot welcome experience for new users - Set up the Copilot adoption hub for self-service resources

Document which features are enabled for each deployment wave.

Step 2: Set Up Adoption Tracking in Viva Insights

Portal: Microsoft Viva Insights Path: Viva Insights > Organization Insights > Copilot Dashboard

If Viva Insights is available, configure the Copilot adoption dashboard to track: - Active Copilot users by department and role - Feature utilization rates across workloads - Copilot interaction frequency and patterns - Productivity impact metrics

Set baseline measurements before pilot deployment begins.

Step 3: Create Communication Plan in Admin Center

Portal: Microsoft 365 Admin Center Path: Admin Center > Settings > Org Settings > Communication preferences

Configure organizational communication channels for Copilot deployment announcements: - Message Center post notifications for IT administrators - Organizational messages for end users (if enabled) - Custom notification settings for Copilot-related updates

Step 4: Configure Feedback Channels

Portal: Microsoft 365 Admin Center Path: Admin Center > Settings > Org Settings > User owned apps and services

Enable or configure feedback mechanisms for Copilot users: - Microsoft feedback integration within Office apps - Custom feedback forms for governance-specific concerns - Escalation paths for data security concerns observed in Copilot

Step 5: Document Change Management Plan

Create the formal change management plan including: - Stakeholder analysis and communication matrix - Training schedule aligned with deployment waves - Resistance management strategies for common FSI concerns - Success metrics and measurement plan - Post-deployment support model

FSI Recommendations

Tier Recommendation
Baseline Document change management plan with stakeholder analysis and communication schedule
Recommended Implement adoption tracking with Viva Insights; establish feedback loops and support channels
Regulated Formal OCM methodology with executive sponsorship; documented resistance management for compliance-sensitive roles; post-deployment effectiveness assessment

Next Steps

  • Proceed to PowerShell Setup for adoption reporting automation
  • See Verification & Testing to validate change management effectiveness
  • Review Control 1.12 for Training and Awareness Program details