Secure and scalable rollout of Microsoft 365 Copilot across five municipalities
Key outcomes
Höglandets IT achieved 95% daily usage of Microsoft 365 Copilot during the pilot period, supported by structured governance and training.
Partnering with Context& ensured security, compliance, and controlled scaling as AI interest and licence numbers grew rapidly.
Employees reported saving 30–50 minutes per week by using Copilot for tasks such as finding information, creating content, and summarizing materials.
The challenge
Höglandets IT saw rapidly growing interest in Microsoft 365 Copilot across the five municipalities, beginning with small pilot groups and expanding to around 250 licences within a few months. The IT department struggled to manage license scaling, support requests, and the uncontrolled creation of AI agents. As enthusiasm increased, so did complexity, maintenance needs, and concerns about governance, security, and sustainability.
“In the beginning, it felt like a wave of employees eager to try these new ‘magic tools’. From our side, we didn’t know how to manage all the requests or how to deliver the service to our users,”
“The service and support Context& offered was outstanding. We had a direct ‘hotline’ and weekly planning meetings, and whenever a new question or an issue was presented, Context& adjusted the next workshop to solve that need,”
“Our employees found it extremely motivating to have support from experienced Copilot experts. Everyone we worked with was highly professional and always went above and beyond to help us. We are truly very satisfied with the work they have done.”
The solution
Höglandets IT partnered with Context&, following Microsoft’s recommendation, to implement the Copilot Adoption Service. Context& delivered a 16‑week programme focused on structured governance, security, ethics, and legal considerations. The delivery included weekly planning meetings, a direct support channel, and training covering prompting, using Copilot across Microsoft apps, and sharing internal use cases. Context& also helped establish a governance model for the Power Platform, including Power Apps, Power Automate, and Copilot Studio, and trained developers to ensure secure and sustainable use.
About Swedish Höglandsförbundet
Höglandets IT is a central IT organisation serving five municipalities in the Småland region: Aneby, Eksjö, Nässjö, Sävsjö, and Vetlanda. The collaboration, which is part of Höglandsförbundet, was established in 2010 with the vision of creating a shared, strong IT infrastructure across municipal boundaries.
The result
Across February to May 2025, more than 270 employees were licensed, trained, and supported. According to a project feedback study, 95% of users engaged with Copilot daily, and 92% planned continued use. At least half of participants reported an improved employee experience. Users highlighted value in finding information, creating content, summarizing materials, transcribing meetings, brainstorming, and improving written communication. Employees saved an average of 30–50 minutes per week, and many viewed the initiative as one of the strongest in recent years.
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