This IT Services and Support Provider Shows You How to Audit Your AI Use

Uncover the Hidden Cost of AI and Prevent Wasted Licensing 

AI has become a driving force for business productivity in the modern world. This includes companies moving fast towards the use of AI tools to make their workflow more efficient, less manual, and competitive. One of the most commonly used solutions related to this Microsoft 365 Copilot. Its popularity basically comes from being integrated right into well-known Office applications along with the simplicity of installation. This IT services and support provider however warns that this convenience can cover an expensive issue which is unutilized licenses. 

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This usually happens as many businesses usually buy licenses for a huge number of their staff members in order to implement Copilot quickly. As a result of this, the needs are not fully evaluated. Although it may not have an immediate effect, fees can pile up quickly in the long run as shelfware is inevitably created, and subscription fees keep growing while the use of AI is idle. IT services and support experts warn that with the high cost of licensing AI software; the lack of a monitoring system is an easy way to lose investment. This is the reason it is crucial to audit the use of Microsoft 365 Copilot. Afterall, it is impossible to optimize spending without being aware of the actual use of the tool. 

IT Services and Support Provider Shares the Reality of AI Licensing Waste 

Purchasing licenses in large quantities might seem effective in terms of administration. However, it frequently misses considering the way various jobs are performed. This is because not all employees require the advanced features of Copilot. Furthermore, not all AI features can be utilized in many positions. Despite this, once the licenses are purchased, they do not expire and can be charged and continue to add to IT costs.

IT services and support professionals further explain that the issue with the AI licensing waste is the fact that Copilot is turned on and is not used frequently, or there is no clear need to use it by employees. For example, an AI-assisted analysis of data might be unnecessary to a receptionist; likewise, a field technician might not need access to desktop productivity tools ever. In the instances mentioned, you see an increase in costs without meaningful value addition from handing out these licenses without considering the roles of each employee. Hence, the first step to securing your IT budget and re-investing in areas that make a tangible difference is to identify these gaps. 

Analyzing Copilot Usage Data is Key Says IT Services and Support Professionals 

Microsoft offers built-in reporting facilities. This allows evaluation of Copilot adoption with accuracy. With this, the Microsoft 365 administrator center provides usage reports, which follow active users, adoption rates, and engagement trends. Moreover, this information also enables the IT teams to identify those who depend on Copilot extensively and those who hardly or never use it. IT services and support teams explain that such visibility allows for making decisions based on data. Hence, organizations can ensure value, rather than assume it. These reports of usage also facilitate effective discussions with the leaders of the departments that help them understand the reason behind low adoption and make informed judgement.  

Turning Insights into Budget Optimization 

After identifying unused or underutilized licenses, the company leaders are able to intelligently act on it. The process of reclaiming the licenses of the inactive user, for example, allows them to reallocate these to the employee who actually needs Copilot. It does not only result in direct savings but optimized productivity as well. Additionally, you can set up a formal request and approval process in order to have more control in license allocation. This means employees are required to explain why they need Copilot, which brings in responsibility while avoiding uncontrolled growth. IT services and support teams emphasize that optimization of a license is not a goal or achievement but is rather a continuous process. This means that continuous review is necessary to maintain the expense within the scope of the actual consumption.  

Boosting Adoption Through Practical Training 

IT services and support teams’ experts however warn that low utilization does not necessarily mean low value. In most cases, employees avoid Copilot since they do not know how to integrate it into their day-to-day jobs. This is because even strong tools may be confusing or unnecessary without proper training. As such, your business can optimize the use of Copilot through targeted training. With this, organizations do not just determine the level of comfort that employees have in using Copilot but also provide actual, role-specific examples. As a result, the users become more engaged as they understand how AI saves time or makes their work easier. To enhance adoption, you and your IT services and support teams can take the following steps: 

• Organize lunch-and-learn events to showcase major features. 

• Publish testimonies of power users in the company. 

• Develop a collection of short tutorial videos on frequent tasks. 

• Select departmental “Copilot Champions” to help colleagues. 

Establishing Governance to Prevent Waste 

A clear governance policy will assist in avoiding the waste of an AI license before it begins. This policy should have an overview of who should be given access to Copilot, how approvals are managed, and how usage is reconsidered. As such, licensing should be aligned to job roles so that one should be given access only when it is necessary. An example is that data analysts or content creators can automatically gain access, whereas other positions need approval from a manager. These clear regulations will eliminate uncertainty, enhance fairness, and make spending unnecessary. Once workers see how decisions are taken, a culture of accountability towards the use of technology naturally emerges. 

Preparing Early for License Renewals 

The last thing one should do before renewing Copilot is to review its usage. Rather, the audits should start at least 90 days earlier. This allows the organizations to modify the number of licenses, reuse access, and enter into contracts with more power. Proper usage data gives strength in negotiating with vendors. Because they are not renewing blindly, businesses have the ability to right-size their agreements and not obligate themselves to spend one more year paying money to shelfware. This strategic planning transforms renewals into strategic possibilities rather than financial risks.  

Why Smart Copilot Management and the Right IT Services and Support Partner Matters 

With software moving more towards subscription-type models, renewals without control are unsustainable. Hence, periodic Microsoft 365 Copilot audits maintain AI investments with business value and actual use. It does not just save money but also enhance productivity, and aids in making smarter decisions. Moreover, having the right IT services and support partner is crucial in taking this big step towards optimization of resources. Trusted and reliable cybersecurity and IT providers like EB Solution, would always advise towards maximizing investment rather than just encouraging expenditure. We believe that companies should have an action of control over AI licensing aimed at creating a leaner and more productive organization in the future. Talk to one of our experienced IT professionals today to know more! 

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