An AI assistant and a business application can help with different parts of the same working day. The useful question is which task needs improving: preparing information, managing a process, or both. Buying a tool before defining that task can leave the underlying problem untouched.
Start with a task you can demonstrate
A manager might spend time drafting customer updates, while an administrator copies approved orders between systems. These problems need different assessments. For the first, test whether an assistant produces a useful draft. For the second, map the records, approvals and connections needed to move an order accurately.
Where Microsoft Copilot may fit
Microsoft 365 Copilot can work with organisational information through supported Microsoft services, subject to the user’s permissions and the features available in the organisation’s setup. Check the particular product, licence and administrator configuration rather than assuming every Copilot offering has the same access. Review drafts and summaries before relying on them.
Where a bespoke system may fit
Consider dedicated software when staff need a defined workflow with consistent records, role permissions and traceable actions. For example, a maintenance company might need a request to become an assigned job, move through approval and generate an agreed report. The requirements should cover exceptions, such as a rejected quote or a cancelled visit.
Can the two work together?
Yes, where suitable interfaces and permissions are available. A business system could hold authoritative job records while an assistant helps draft an explanation for a customer. Decide what the assistant may read and whether a person must approve any proposed change. Test incorrect or incomplete inputs as well as successful examples.
How should we compare the options?
Trial one complete task with representative information. Record the time taken, corrections required and work still done elsewhere. Include licences, implementation, support and staff training in the comparison. An existing product may be enough; bespoke development should address a meaningful remaining requirement.
Further reading: Microsoft documentation: how Copilot works.
Discuss your business requirements
Digital Solutions can help assess the workflow, access and development work involved. Explore our related development services or book a free 15-minute software review.