Understanding AI Adoption in the Workplace: What Copilot Benchmarks Can Reveal

Keywords used throughout: AI adoption, workplace analytics, technology management

Artificial intelligence (AI) has become a major part of many workplace tools, especially within the Microsoft 365 ecosystem. Microsoft Copilot is one of the most talked-about additions, offering support with writing, summarizing, data sorting, and many other daily tasks. Many businesses introduce Copilot hoping it will save time, strengthen decision-making, and improve overall productivity.

But a common question remains: How do you know whether your team is actually using AI effectively?

Rolling out AI tools is only the first step. Understanding real-world AI adoption is where the real challenge begins. Many organizations discover long after deployment that usage is low, uneven across departments, or inconsistent. Without clear information, it can be difficult to plan training, adjust workflows, or understand where the value of the tool is being realized.

Microsoft now provides a solution called Copilot Dashboard Benchmarks, a feature inside Viva Insights. This tool gives organizations better visibility into how employees engage with Copilot—and how that engagement compares to other similar businesses. For companies wanting to move from experimentation to meaningful results, this type of workplace analytics can be extremely useful.

This article breaks down what Copilot Benchmarks do, what the data means, and how businesses can use it to improve technology management and long-term AI success.

Why Measuring AI Adoption Matters

Many workplaces assume that releasing a new tool will naturally lead to steady use. But research consistently shows that this isn’t the case. Several studies in recent years have found that AI pilot programs often stall before they grow. In fact, only a small percentage move past early testing.

There are several reasons for this:

• Employees may not understand when or why to use AI.
• Leaders may not know which departments have the highest needs.
• Early training may not continue as the product evolves.
• There may be little follow-up after rollout.

Knowing how AI tools are being used—and how often—helps solve these issues. It lets businesses invest their time and training budget wisely, instead of guessing what might be helpful.

This is why workplace analytics has become more important. It provides real data that can guide decision-making and show where technology management strategies need adjustment.

What Copilot Benchmarks Are Designed to Do

Copilot Benchmarks exist within Microsoft Viva Insights, which is already a widely used tool for studying workplace patterns, communication habits, and overall productivity trends. Benchmarks expand those capabilities by focusing specifically on AI adoption.

Here are the main types of information the dashboard provides:

1. How many people are using Copilot

You can see the number of employees who have used Copilot within a set period. This helps identify early adopters as well as groups that may need extra support.

2. Which apps employees use Copilot in

Copilot functions differently in Outlook, Teams, Word, Excel, and other applications. Benchmarks show where usage is highest. For example:

• Heavy use in Outlook may suggest employees need help with communication workloads.
• High activity in Teams may point to meeting-related tasks.
• Limited use in Excel may indicate a need for training in data analysis features.

This supports better decisions about targeted training and workflow adjustments.

3. How often employees return to the tool

Trying something once is not the same as regular use. Benchmarks track repeat engagement, which is a strong indicator of long-term adoption.

4. How your organization compares to similar businesses

This is one of the most useful features. You can compare your usage to other companies:

• in the same industry
• of similar size
• in the same region

These comparisons can help determine whether your business is leading, keeping pace, or falling behind in AI adoption. For organizations building long-term digital strategies, this type of context is extremely valuable.

Understanding the Privacy Component

Whenever data is compared across businesses, privacy questions naturally arise. Many people worry their company information may be exposed or matched to other organizations.

Microsoft has explained that the data used in Benchmarks is:

• anonymized
• aggregated
• processed through mathematical models to avoid exposing individual or company-specific information

This means businesses can compare trends without sharing private details. While some employees may still feel cautious, Benchmarks focus on organizational trends, not monitoring personal behaviour. The goal is to help businesses understand broader technology management patterns, not individual job performance.

Why These Insights Matter for Businesses of All Sizes

Even though many companies are excited about AI, the transition from “new tool” to “daily solution” is often slow. This makes sense—any major change in workflow takes time.

But without clear data, leaders often struggle with:

• deciding how much training to provide
• understanding what barriers employees face
• recognizing which departments see the most value
• learning where processes could be improved

Copilot Benchmarks offer an evidence-based way to explore these questions.

Helping leaders see what is working

Instead of guessing, leaders can see which groups have embraced Copilot and whether that usage is consistent. For example:

• A marketing team might rely heavily on Copilot for drafting content.
• An accounting team might scarcely use it at all.

These patterns can highlight where AI tools provide the most benefit and where additional support is needed.

Encouraging more effective use of workplace tools

When employees see success stories from other teams—or even other businesses—it can help reduce hesitation or uncertainty. Understanding how similar companies perform can motivate internal groups to explore AI tools more confidently.

Supporting long-term planning

AI is not a temporary trend. It will continue shaping business operations, workflows, and security planning. Benchmarks help organizations prepare for long-term integration, not just early deployment.

Addressing Employee Concerns

Whenever analytics tools are introduced, employee misunderstandings or concerns may arise. It is important to communicate clearly:

• Benchmarks measure trends, not individuals.
• The purpose is support, not surveillance.
• AI adoption data helps improve training and workflows—not employee evaluation.

Clear communication can make employees more comfortable engaging with workplace analytics and AI tools. When people understand how data is used and how it benefits them, adoption often increases naturally.

Using Benchmark Data to Support Training and Development

Training is one of the most common challenges with AI adoption. Many employees simply do not know where to start or which features matter most to their role.

Benchmark information can guide training in several helpful ways:

1. Identifying who needs support

If certain teams rarely use Copilot, that does not mean they are uninterested. They may need role-specific examples or hands-on practice.

2. Matching training to real needs

If Excel usage is low but Word usage is high, training sessions can focus on data-related use cases. This makes the learning process more relevant.

3. Monitoring improvement over time

After training is delivered, leaders can track whether usage improves. This closes the loop between instruction and measurable outcomes.

4. Encouraging a culture of continued learning

A steady feedback system helps normalize the idea that technology evolves—and employees should have ongoing opportunities to learn.

Using Benchmarks to Improve Technology Management

For many organizations, technology decisions are made reactively. Tools are added as needs arise, sometimes without clear long-term plans. Benchmarks support a more strategic approach.

With access to real usage data, businesses can:

• decide which tools to expand
• recognize where workflows may be outdated
• consider whether some processes could be redesigned
• plan long-term investments with stronger evidence

This also helps technology teams explain resource needs more clearly. Instead of saying “we think more training is required,” they can say, “usage in this department is 40% lower than others, and we can improve it with targeted support.”

Better technology management reduces wasted time, unused software costs, and employee frustration.

Looking Ahead: AI Risk Analysis and Future Developments

One of the major emerging trends in the technology world is the use of AI to assess security risks. As AI tools become more common in workplaces, the need for strong cybersecurity strategies becomes even more important.

Many businesses will soon rely on AI systems to:

• detect unusual login behaviour
• identify potential security threats
• recommend appropriate responses
• manage alerts more efficiently

As AI adoption grows, analytics tools like Copilot Benchmarks will become even more valuable. They provide a foundation for understanding how employees work with AI today, which supports better planning for tomorrow.

Helping Businesses Build Stronger Digital Foundations

The goal of tools like Copilot Benchmarks is not to monitor employees but to help businesses understand real, measurable patterns. With that information, organizations can:

• improve training
• guide cultural change
• support employees more effectively
• track digital transformation over time
• plan technology investments confidently

AI adoption is not about replacing people. It is about helping employees work more efficiently and reducing the burden of repetitive tasks. When businesses use data to guide that process, the outcomes are usually more positive and more practical.

About Robertson Technology Group

Robertson Technology Group supports small and medium-sized businesses across Canada with secure, reliable, and personalized technology solutions. We specialize in managed technology security and ongoing system support, helping organizations remove the burden of day-to-day technology management. Our approach focuses on understanding each client’s unique workflow so we can build solutions that fit naturally into their operations.

With a mission built on innovation, strong partnerships, and continuous learning, we help businesses stay protected and productive in a rapidly changing digital world. As AI adoption and cybersecurity risks continue to grow, we provide the tools, guidance, and strategic planning needed to ensure your technology supports your goals—today and into the future.