10 Top Tips for Getting the Most Out of Microsoft Copilot

At Cranborne, we believe technology should work for you, not create extra hassle. Microsoft Copilot is one of those rare tools that can genuinely transform the way your business operates.


Built directly into the Microsoft 365 apps you already use, Copilot acts like a digital assistant: it can summarise, analyse, draft, and suggest, freeing you and your team to focus on higher-value work.


How to use Copilot effectively

Here are our 10 practical tips to help your organisation use Copilot effectively:


1. Start with clear prompts

Copilot responds best to clear instructions. Instead of asking “summarise this”, try “summarise this 8-page report into three bullet points for a board meeting, with a focus on financial risks.”
Think of it as giving directions: the more detail, the better the result.


2. Cut down admin time

Repetitive tasks can drain productivity. Copilot can draft routine emails, pull together meeting notes, or create first versions of policies and proposals.
For example, in Word, paste your bullet points and ask Copilot to turn them into a client-ready letter.


3. Use it for smarter analysis

Data-heavy work can feel overwhelming. Copilot in Excel helps by spotting trends, creating charts, and explaining results in plain English.
Try asking: “Show me sales trends over the last six months and highlight any anomalies.”


4. Brainstorm new ideas

Whether it’s campaign messaging, fundraising themes, or names for a new product, Copilot can act as a springboard.


You might not use its exact wording, but it can break creative block and give you fresh directions.


5. Make meetings more productive

Copilot in Teams can generate recaps, list key decisions, and flag follow-up actions.
This means even if someone misses the call, they can get up to speed in minutes — not hours.


6. Keep communications consistent

From HR policies to customer updates, Copilot can help adjust tone and simplify complex wording.
Ask it to “rewrite this in plain English” or “reframe this for a client-facing audience.”


7. Upskill your team gradually

The best way to learn Copilot is to use it. Encourage small steps: ask staff to test it on formatting documents, restructuring notes, or preparing short summaries.
Building confidence in these small wins will help adoption across the business.


8. Always review and refine

Copilot is powerful, but it’s not perfect. Treat its outputs as a draft, not a final version.
Make sure the content is fact-checked, personalised, and aligned to your organisation’s values.


9. Apply the same security standards

Remember: Copilot works with your data. Train staff to apply the same confidentiality rules as they would with emails or shared files.
Sensitive information should be handled with care. AI doesn’t remove your responsibility.


10. Build a “Copilot mindset”

The biggest productivity gains come when your team gets into the habit of asking: “Could Copilot help with this?”
Over time, those daily time-savers compound into meaningful efficiency gains across the business.


The Cranborne approach:

We’re already seeing how Copilot helps care homes reduce admin burden, how charities use it to streamline reporting, and how finance firms use it for quick analysis. Every sector has its own wins.



If you’d like a tailored session on how Copilot can benefit your organisation from security considerations to staff training, Cranborne is here to support you.


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What an AI Agent Can Do for a UK Small Business

December 2, 2025
AI tools are everywhere at the moment, but for most small businesses the real question is simple: can this actually help us day to day? The answer, increasingly, is yes. AI agents are becoming a practical, affordable way for UK SMBs to lighten workloads, improve responsiveness and strengthen their cyber security without adding to headcount. Here’s what they can realistically take off your plate. Take the admin you never get time for Most small teams lose hours each week to tasks like updating spreadsheets, booking meetings, chasing invoices or sorting inbox clutter. An AI agent can handle these automatically in the background — consistently, accurately and without needing to be chased. It’s not about replacing people; it’s about giving them space to focus on the work that actually moves the business forward. Improve customer response times Customers expect fast answers, even when your team is busy or out on site. AI agents can deal with routine enquiries, provide updates, and pass more complex queries straight to the right person. You stay responsive, your team stays sane, and nothing gets forgotten in the rush. Add another layer of cyber protection Cyber threats are rising across the UK, and many of the attacks we’re seeing at Cranborne start with human error — a missed warning sign, a convincing phishing email, or an unusual login that doesn’t get spotted in time. An AI agent can monitor activity in the background and raise a flag the moment something looks suspicious. It’s not a silver bullet, but it’s an extra pair of eyes when you need it most. Support sales and marketing without extra staff From following up with leads to drafting emails and analysing which campaigns actually worked, AI agents help small businesses stay consistent. They don’t replace your voice or your expertise — they simply keep the wheels turning so opportunities don’t slip through the cracks. Help you make better decisions, faster Instead of digging through systems for data, an AI agent can pull together quick reports, highlight trends and spot issues early. That means business owners get clearer visibility without spending evenings trawling through spreadsheets. The takeaway AI agents aren’t a gimmick. Used well, they become part of the team — handling the repetitive, the routine and the time-consuming. For UK SMBs under pressure to do more with less, they offer a straightforward way to improve efficiency, strengthen security and give your people their time back.

The 2026 IT Priorities UK SMBs Can’t Ignore

December 2, 2025
2026 will be a defining year for UK small and medium businesses. Technology is no longer just a background function – it shapes resilience, productivity, and competitiveness. At Cranborne Tech, we see this first-hand across care providers, financial services, retail, and non-profits. The organisations moving forward are the ones treating IT as a strategic enabler, not a cost centre. 1. Cybersecurity First: A Zero-Trust Reality Cyber threats continue to rise, and insurers now require demonstrable controls. SMBs must embed Zero Trust principles: MFA everywhere, continuous monitoring, dark web monitoring and phishing simulations as part of regular staff training. Security is now the foundation of every digital decision. 2. AI-Driven Productivity AI is now built into everyday tools like Microsoft 365. SMBs can save hours each week through automated reporting, meeting summaries, documentation support, and enhanced customer service workflows. Responsible governance and staff training must sit alongside adoption. 3. Cloud Cost Control Licensing and cloud waste became a major issue in 2024–2025. In 2026, SMBs should focus on rationalising tools, removing unused subscriptions, and right-sizing backup and cloud storage plans. A cleaner, more efficient cloud estate lowers costs and reduces complexity. 4. Modernising Infrastructure Cloud environments are now the default, although hybrid is still operational where needed. SMBs need reliable networks, standardised devices, secure remote access, and infrastructure capable of supporting AI-driven workloads. Modernisation boosts stability and improves user experience. 5. Business Continuity That Works Backups alone aren’t enough. SMBs need recoverability: encrypted cloud backups, offline copies, documented disaster recovery plans, and regular testing. Insurers and partners increasingly expect evidence, not assumptions. 6. Compliance and Governance Maturity Clear policies, documented patching, supplier assurance, and ongoing training form the baseline for regulated sectors. Mature governance builds trust and removes friction during audits or contract renewals. 7. Employee Experience Through IT Smooth onboarding, consistent devices, self-service capability, and proactive support make a measurable difference to productivity. In 2026, IT is a core part of employee experience. 8. Automating Everyday Workflows SMBs can now automate HR approvals, finance tasks, customer service routing, and reporting without enterprise budgets. Small steps create meaningful efficiency gains. Book a free IT audit The businesses that will thrive in 2026 are those treating IT as a growth partner. Cranborne Tech is here to help UK SMBs build resilient, secure, and future-ready digital foundations. If you want to understand how your IT supports your business goals and identify any gaps before they become risks, book a free IT audit . We’ll review your current setup and guide you on the next steps.