CASE STUDY
These bottlenecks hindered effective collaboration , causing communication gaps and reduced productivity . The lack of integrated tools made it challenging to streamline operations , leading to fragmented information and decision-making delays , ultimately impacting the overall efficiency and responsiveness of the organisation .
To prepare for the pilot project , SPAR ’ s training division received licenses in advance to build content . As a change management approach , employees used this content to familiarise themselves with Copilot for Microsoft 365 . The focus was to provide employees with hands-on training sessions and to integrate Copilot into their daily tasks .
Today , the SPAR Group ’ s IT infrastructure features a robust MPLS network , supplemented by fibre and satellite connections to ensure reliable and scalable communication . The network architecture supports diverse geographical locations with high-speed , secure data transfer .
Primary business applications include SAP for enterprise resource planning , Sigma for retail backoffice operations , and Dstore for point-of-sale systems , which streamline store transactions . This integrated setup enhances operational efficiency , supports realtime data analysis , and ensures coordination across retail outlets , warehouses , and administrative offices .
The implementation partners for Copilot for Microsoft 365 at SPAR were First Technology and Microsoft .
Optimising productivity
SPAR adopted Copilot for Microsoft 365 to assist employees in creating initial PowerPoint presentations to provide a starting point for meeting preparations . In Teams Chat , SPAR explored Copilot ’ s potential where it has been used for indexing data and assisting with queries about internal applications and processes .
“ Our approach to rolling out Copilot for Microsoft 365 has been strategic , focusing on areas where the most significant impact can be made ,” says Hay .
The current user base comprises 237 active users , reflecting a significant 67 % usage rate . These employees are primarily located in the central office in South Africa , several provinces , and some users in Ireland and United Kingdom .
The implementation has been diverse encompassing executive assistants , project managers , and general IT users who have all been using Copilot for Microsoft 365 extensively in their daily tasks .
Another notable use case has been in email communication , where users have leveraged Copilot to improve the professionalism of their emails , positively impacting customer interactions .
Quantifiable business returns
The impact of Copilot for Microsoft 365 on SPAR ’ s operations has been significant .
SPAR saved 715 hours due to efficiency gains . This translates to 89 workdays or the equivalent of four fulltime employees . Furthermore , the 67 % active user base of Copilot for Microsoft 365 within SPAR could translate to having an additional 100 full-time staff members .
“ Practically , 93 % of our Copilot users say the technology makes them more productive and 88 % agree it empowers them to complete tasks faster ,” adds Hay .
Since SPAR already runs a lean operation , using Copilot for Microsoft 365 enables employees to get through their workloads faster than was possible before . To this end , 75 % of Copilot users at SPAR say that the technology helps improve the quality of their work and 85 % say that it helps them spend less mental effort on mundane or repetitive tasks .
An example of this efficiency gain can be found with the executive personal assistants . They used to spend four days a week listening to meeting videos , doing minutes , and related work . With Copilot for Microsoft 365 , this has been reduced to half an hour .
An AI-driven roadmap
SPAR has been experimenting with AI in data visualisation and using technologies like Copilot for Microsoft 365 extensively in its Microsoft environment .
For instance , cameras can recognise objects and SPAR is testing this capability for audits and to visually identify whether certain things are in place , without the technology being intrusive . This would allow relevant managers to monitor assets remotely , whether there is a fire escape , correct signage , and availability of a fire extinguisher .
“ Our journey with Copilot for Microsoft 365 reflects SPAR ’ s commitment to embracing cutting-edge technologies to redefine retail operations . By harnessing the power of AI , we have not only been able to enhance our productivity but have also empowered our workforce to pave the way for a more efficient and technologically advanced retail environment ,” indicates Hay .
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