Microsoft Copilot for SMB

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More and more SMBs are discovering the power of AI. Where free tools such as ChatGPT and other AI apps were mostly used at first, interest is now growing in solutions like Microsoft Copilot. The reason? Businesses want more than just clever answers: they want to save time, work more efficiently and keep their data safe.

Free AI tools: handy, but limited

Free AI tools are ideal for getting started quickly. Many entrepreneurs and employees use them for:

• writing texts
• brainstorming ideas
• simple research

That works fine. But in practice you soon run into limitations. These tools are often separate from your everyday software and have no access to your company information. The result: you keep copying, pasting and checking by hand.

New warning: “shadow AI” increases the risk of data leaks

Current news underlines these risks. The European Data Protection Supervisor (EDPS) warns about so-called “shadow AI”: employees who use free AI tools on their own, without the organisation’s approval.

This seems harmless — someone uses a chatbot to work faster — but it can have serious consequences:

• sensitive company data ends up outside the organisation
• security measures are bypassed unknowingly
• companies may breach privacy rules (GDPR)

An additional risk is that you lose sight of what happens to your data:

• where is it stored?
• is it used to train AI?
• who gets access to it?

The supervisor stresses that this is not only an IT problem, but a company-wide risk that calls for clear agreements and safe alternatives.

In short: employees want to work faster with AI, but without a policy that can lead to data leaks.

Copilot: AI built into your daily work (and under control)

Copilot takes a different approach. It sits inside the programs you already use, such as Outlook, Word, Excel and Teams. For an SMB that means, for example:

• having emails drafted and summarised automatically
• producing quotes and reports faster
• analysing Excel data directly
• having meetings summarised automatically

Because Copilot is connected to your own environment, you work with AI without your data “roaming around”.

Copilot, Claude or ChatGPT: what is the difference?

Besides Copilot you will also come across business editions of other AI tools, such as Claude Team and ChatGPT Business. These are powerful platforms with good AI models and business-grade security. The big difference is in how well they fit your daily work:

In short: Claude and ChatGPT are stand-alone AI platforms. Copilot is not a separate tool but an extension of your workplace itself, including your data, permissions and compliance.

Already working with Microsoft 365 Business Premium? Then you get value straight away from your existing data, you need no extra platforms or connections, your employees work in tools they already know and you keep a single security and compliance model. And above all: no fragmentation of tools and management.

Handling company data safely

For many SMBs this is the tipping point. Where free tools bring the risk of uncontrolled use, Copilot offers:

• data within your own Microsoft environment
• central control and permission management
• clear agreements on data use

This helps prevent “shadow AI”: employees then have a safe, approved alternative.

Time savings and higher productivity

In practice, for SMBs it mostly comes down to one question: does it save time? Businesses save time on:

• handling email
• documentation
• reports and presentations

And it is precisely these repetitive tasks that often cost unnecessary time.

Get more out of Copilot with the right training

An AI tool only really pays off if your employees can work with it well and safely. That is why we offer three online trainings through a supplier:

• AI Literacy: working with AI consciously, safely and effectively. You learn about risks and pitfalls, legislation such as the AI Act, and responsible use within your organisation. The mandatory foundation for safe AI use, no prior knowledge required.
• Working with Microsoft 365 Copilot: from your first prompt to daily productivity. You learn to write effective prompts, summarise meetings, and create emails, documents and presentations. This requires your own Microsoft 365 and Copilot licence.
• Prompt Engineering: from a one-off question to consistent, usable results. For professionals who want more control over AI output, with advanced prompting techniques and structured output. No prior knowledge required.

All trainings are guided online self-study. You get 3 months of access, start whenever you like and should plan roughly 4 hours of study per training.

Costs

Request your Copilot licence and training for your employees now:

• Copilot licence: from € 19.11 per user per month
• In combination with Microsoft 365 Business Standard or Premium from just € 9.11 extra per month
• Copilot and AI trainings: from € 209 per participant

What makes sense for your business?

Conclusion

For SMBs, AI is no longer an experiment but an essential tool. The warning from the European data protection supervisor makes one thing clear:

Using AI without control carries risks.

That is why more and more companies choose solutions like Copilot: not only working smarter, but also safely and responsibly. And with the right training you get the most out of it from day one.

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