Why Copilot and SharePoint?

When the CIO of a global consulting firm reached out to us, her challenge wasn’t technology—it was tribal knowledge.

“We don’t have a knowledge problem. We have a findability problem,” she said.

The tools were all there: SharePoint, Teams, OneDrive, Viva. But employees still asked the same questions, recreated the same documents, and wasted hours hunting for info that already existed.

Their knowledge wasn’t lost. It was just… locked.

That’s where Copilot came in.

The Cost of Hidden Knowledge

This consulting firm had grown fast. Multiple acquisitions. Dozens of offices. Thousands of documents. But no single source of truth.

Onboarding took weeks. Proposals recycled old content manually. Experts spent hours answering repeat questions.

“We spend too much time finding knowledge—and not enough time using it.”

The CIO wanted a system that turned stored knowledge into working knowledge. She didn’t want another repository. She wanted intelligence.

That’s when we proposed: Copilot + SharePoint + Viva.

Activating Knowledge with Copilot

Instead of organizing more folders, we created knowledge agents. These were Copilot-powered assistants trained to:

  • Navigate SharePoint libraries using natural language
  • Summarize key documents and conversations
  • Suggest relevant content in real time via Viva Topics

We built three flagship agents:

1. The Onboarding Copilot

  • Answered FAQs for new hires
  • Linked them to relevant SOPs, org charts, and training modules
  • Embedded into Microsoft Teams and SharePoint Home

2. The Proposal Copilot

  • Pulled past project summaries, pricing models, and pitch decks
  • Recommended reusable content blocks
  • Integrated with Word and Viva Topics

3. The Expert Finder Copilot

  • Parsed org data and project histories
  • Matched questions to internal SMEs
  • Facilitated instant Teams chats with the right expert

The Copilot + Viva Advantage

While SharePoint housed the data, Viva brought context. And Copilot brought conversation. Together, they became a knowledge superlayer:

  • Viva Topics auto-tagged content by theme
  • Copilot retrieved tagged insights during chats or document writing
  • SharePoint ensured enterprise-grade storage and access control

The result? People found what they needed—without knowing where to look.

“It felt like having an internal Google that actually understood our business,” said the head of HR.

The Metrics That Matter With Copilot and SharePoint

Within three months, the transformation was measurable:

  • 🕒 Onboarding time reduced by 47%
  • 🔁 Proposal reuse rate increased by 62%
  • 📩 Internal helpdesk tickets dropped by 38%

But beyond numbers, there was cultural change:

  • Knowledge stopped living in silos
  • Teams felt empowered to explore, learn, and build
  • Subject matter experts weren’t bottlenecks—they were amplifiers

Lessons for CIOs and IT Leaders With Copilot and SharePoint

If you’re dealing with knowledge overload or findability friction, here’s what this case revealed:

✅ Don’t centralize knowledge—contextualize it

Folder structures are dead. Let agents surface what’s relevant, when it matters.

✅ Don’t deploy more tools—connect existing ones

Copilot is most powerful when embedded in the flow of work (Teams, Outlook, SharePoint).

✅ Don’t just digitize content—activate it

Viva Topics + Copilot turn passive docs into dynamic insights.

✅ Start small, scale fast

A few well-designed knowledge agents can unlock exponential value.

The Future of Intelligent Knowledge

The CIO now refers to her ecosystem not as an intranet, but as a “living brain.”

“It learns. It connects. It responds. It evolves.”

At PowerFy, we believe every organization has untapped intelligence. Copilot doesn’t replace your people—it makes their knowledge available on demand. So stop managing knowledge. Start activating it.
To know more get in touch with us .