Change Management: Preparing Your Agency for Copilot

Overview

Technology adoption fails when change management is ignored. This video provides a comprehensive framework for preparing your federal workforce for Copilot adoption, from initial stakeholder engagement through training to addressing resistance and concerns.

Essential viewing for program managers, HR leaders, and executives responsible for organizational transformation.

What You’ll Learn

• Stakeholder Analysis: Identifying champions, skeptics, and influencers
• Communication Strategy: Tailoring messages for different audiences
• Training Design: Role-based learning paths and delivery methods
• Resistance Management: Addressing concerns about AI and job security
• Sustaining Adoption: Keeping momentum after initial deployment

Transcript

[00:00 - Introduction]

Welcome everyone. Kevin Tupper here with Jane Smith. Today we’re discussing something more important than any technical configuration: change management. The best technology in the world fails if people don’t adopt it. Let’s talk about how to prepare your agency workforce for Copilot successfully.

[00:45 - Why Change Management Matters]

AI represents a fundamental shift in how work gets done. For many employees, it’s the first time they’re working alongside an AI assistant daily. That creates excitement for some and anxiety for others. Your job is to acknowledge both responses and guide everyone to productive adoption.

Without deliberate change management, you’ll see:

Low usage rates despite expensive licensing. Resistance from influential voices spreading fear, uncertainty, and doubt. Missed productivity gains because users don’t know how to use Copilot effectively. Security incidents from users trying to work around perceived limitations.

[02:30 - Stakeholder Analysis]

Start by mapping your stakeholders:

Champions: Early enthusiasts excited about AI. They’re your evangelists and beta testers. Pragmatists: Wait-and-see majority who’ll adopt once they see proof of value. Skeptics: Concerned about AI replacing jobs, accuracy, or security. They need reassurance and evidence. Influencers: Formal and informal leaders whose opinions carry weight across the organization.

Tailor your engagement strategy to each group. Champions get early access. Pragmatists get success stories. Skeptics get transparency and dialogue.

[04:30 - Communication Strategy]

Your communication strategy should start well before technical deployment:

Phase 1 - Awareness: “We’re exploring AI to improve productivity and mission delivery.” Introduce the concept without details that might spark premature concern.

Phase 2 - Education: “Here’s how Copilot works, what it can and cannot do, and why we’re adopting it.” Address common questions and myths proactively.

Phase 3 - Preparation: “Training will be available starting next month. Pilot users will be selected from volunteers.” Create anticipation and agency.

Phase 4 - Launch: “Copilot is now available to the first cohort. Here’s how to get started.” Provide clear instructions and support channels.

Phase 5 - Reinforcement: “Here are success stories from your colleagues. What questions do you have?” Sustain momentum with ongoing communication.

[07:00 - Training Design]

One-size-fits-all training doesn’t work. Design role-based training paths:

Executives: 30-minute overview focusing on strategic value, governance, and ROI. No hands-on required. End users: 60-minute hands-on session covering Copilot basics in their primary applications (Word, Outlook, Teams). IT and security staff: Half-day technical deep dive on architecture, security controls, and support procedures. Managers: Focus on coaching their teams, monitoring usage, and identifying use cases.

Offer multiple delivery formats: live sessions, on-demand videos, quick reference guides, and office hours for questions.

[09:00 - Addressing Resistance]

You will face resistance. Common concerns and how to address them:

Concern: “AI will eliminate my job.” Response: “Copilot is a tool to make you more efficient, not a replacement. It handles routine tasks so you can focus on higher-value work requiring human judgment.”

Concern: “I don’t trust AI—it makes mistakes.” Response: “You’re right to be cautious. That’s why we emphasize verification. Copilot assists; you decide. Think of it like spell-check—helpful but not infallible.”

Concern: “This is being forced on us without input.” Response: “We want your input. That’s why we’re starting with a pilot and asking for feedback before broad rollout. Your experience will shape how we deploy.”

[10:30 - Sustaining Adoption]

The first 90 days after launch are critical:

Week 1-2: High-touch support. Daily check-ins with pilot users. Rapid response to issues. Week 3-4: Share early wins. Publicize quick success stories to build momentum. Week 5-8: Reinforce learning. Offer advanced training and use case workshops. Week 9-12: Evaluate and iterate. Conduct surveys, review usage analytics, and refine approach for next cohort.

Create a champions network—power users who can mentor their peers and provide grassroots support.

[11:45 - Measuring Success]

Track both quantitative and qualitative indicators:

Usage rates and active users over time. Training completion and satisfaction scores. Support ticket volume and resolution time. User sentiment surveys and feedback themes. Success stories and documented productivity gains.

Use this data to refine your change management approach continuously.

[12:20 - Conclusion]

Change management isn’t a checkbox activity—it’s an ongoing commitment to helping your workforce adapt and thrive with new technology. Invest the time upfront in stakeholder engagement, communication, and training, and you’ll see far better adoption outcomes. Download our Change Management Toolkit linked below for templates and planning guides.