Proactive IT strategies to accelerate AI adoption and maximize ROI

Microsoft MVP Richard Harbridge breaks down why delaying AI adoption is costly, shares five key investments to bridge the gap, and offers next steps for AI success based on lessons learned in the field.

The AI revolution is here, reshaping how we work, innovate, and compete. For IT leaders, staying reactive is no longer an option. Delaying AI adoption could widen your competitive gap, but acting now can bridge it. 

In early 2024, Ipsos surveyed over 1,300 business and tech decision-makers, revealing that 75% of organizations were in the early stages of AI readiness, mainly focused on exploration, planning, and piloting. By 2025, this shift has moved towards implementation, scaling, and extracting more value from AI, marking a transition from initial phases to sustained deployment.

For IT leaders, the current state of the industry should be a wake-up call—delaying action could mean falling behind in competitive advantage, employee productivity, and ROI, especially if they’re still in the exploration and planning stages. AI isn’t slowing down, and it’s not just about being ready—it’s about adapting, innovating, and growing, with IT at the forefront of this transformation. 

The challenge is clear: the rapid growth of AI requires a shift to proactive IT strategies that scale, reduce risks, and deliver value faster. Let’s explore how IT can rise to the occasion.

Why delaying AI adoption is costly

Struggling in scaling AI isn’t just about missed opportunities—it introduces tangible risks and costs that compound over time. Here’s what’s at stake:

• Higher costs and stress: Delays in scaling AI adoption and lack of proactive IT strategies lead to uncontrolled “bring your own AI” sprawl, increasing IT management costs. Learn how to tackle shadow IT in Microsoft 365 to mitigate these risks. IT teams must also retain top AI talent in a competitive market to maintain trust and leadership.
• Increased security and compliance exposure: Postponing AI deployment increases security and compliance risks, exposing your organization to breaches and legal issues. Proactively managing data at AI scale helps reduce these risks and ensures smoother Microsoft 365 Copilot adoption.
• Exacerbating technical debt: Legacy systems struggle with AI, leading to expensive maintenance and slower agility. This delay makes future integration harder, increasing complexity and costs. Adopting AI early streamlines operations, automates maintenance, and improves flexibility, reducing debt and helping your organization respond faster to market needs.
• Missed ROI: AI is changing quickly, offering huge potential to boost productivity, decision-making, and innovation. Delaying adoption puts your organization behind, as early adopters get further ahead. The longer you wait, the harder it becomes to catch up. Adopting early gives you a lasting edge in a fast-moving tech landscape.
• Competitive disadvantage: Delaying AI adoption puts your organization at risk of falling behind competitors who are scaling AI solutions.

AI’s rapid growth means acting now. Delaying only widens the gap between where we are today and our future AI-enabled state.

5 key investments to bridge the gap

The rapid pace of AI transformation calls for strategic investments in both foundational and forward-thinking technologies. These investments are key to bridging the gap between piloting AI tools and achieving real business value. By focusing on areas that boost readiness, enable scalable adoption, and ensure long-term sustainability, IT leaders can build AI-driven organizations that thrive in a competitive landscape.

To succeed, it’s important to shift from reactive problem-solving to a proactive approach that anticipates challenges and opportunities.

Here are the key investment areas that show this approach. Follow these strategic and practical ways to speed up AI adoption and create lasting value:

1. Scale security, governance, and lifecycle management

The rapid rise of AI amplifies the complexity of managing organizational data. To be AI-ready, you need to secure your Microsoft 365 environment by streamlining permissions, controlling content sprawl, and mitigating oversharing risks.

This foundation ensures AI tools like Microsoft 365 Copilot run effectively without compromising compliance or exposing vulnerabilities. Tools like Microsoft 365 Purview, SharePoint Advanced Management, and ShareGate automate governance and provide the necessary guardrails for handling growing data volumes and ensuring secure AI deployments.

Once deployed, sustaining AI capabilities requires ongoing lifecycle management and adaptive policies that evolve with your organization. As data complexity grows, AI-powered solutions like compliance monitoring and document classification free up resources for strategic initiatives. A mix of first- and third-party tools is key to unlocking full governance potential.

2. Deploying and scaling Copilots and adaptive automation

Generative AI tools like Microsoft 365 Copilot are transforming modern work by integrating seamlessly with specialized agents like Copilot for Sales and Copilot for Finance. These tools don’t just refine workflows—they redefine them, inspiring business leaders to embrace innovative ways of working.

With adaptive automation and extensibility, Copilots scale to meet the needs of individuals, teams, and entire organizations. This proactive approach shifts businesses toward leading their own AI initiatives, empowering teams to take the lead while IT ensures security and scalability.

3. Enhancing personalized employee experiences 

Accelerating AI success starts with empowering employees. Address gaps in self-service, onboarding, and team collaboration to create a personalized, AI-friendly workplace. Tools like Microsoft Viva and Workleap enable teams to connect, learn, and adapt without relying on IT or HR.

4. Continuous support through champions, communities, and AI councils

Driving success with AI and Microsoft 365 Copilot takes more than deployment—it’s about fostering collaboration and shared learning. AI councils, champions networks, and employee communities help bridge the gap between adoption and long-term impact.

AI councils provide governance, champions act as local advocates, and communities foster knowledge sharing. Together, they keep organizations ahead in a fast-changing landscape.

With the right licensing, onboarding, and support programs, these efforts boost returns and accelerate proactive IT strategies and AI readiness.

Examples of programs:

• Establish AI councils for governance and strategy.
• Build a champions network to drive adoption and training.
• Host internal forums and communities to share AI knowledge and highlight successes.

5. Migrating and modernizing legacy systems

Legacy systems can be a major obstacle to AI transformation. To compete in the AI era, focus on modernizing systems by integrating AI capabilities, migrating to the cloud, or replacing outdated infrastructure with scalable, AI-ready integration or platforms. 

Modernization boosts efficiency and unlocks AI’s full potential. From migrating legacy systems to integrating data for AI agents, these efforts drive growth and keep you competitive.

Your next steps for AI success: Lessons from the field

The shift from AI exploration to scaling is more than a trend—it’s a necessity. With many organizations now focusing on piloting, scaling, and realizing more value from AI solutions like Microsoft 365 Copilot, IT needs to lead beyond readiness; sooner rather than later.  

Key lessons

• Prioritize scaling over piloting: Move from experimentation to scaling projects that deliver proven and measurable results. 

• Adopt proven frameworks: Use governance and adoption strategies to simplify scaling while maintaining compliance, but don’t do it alone; leverage industry leading expertise and solutions. 

• Act before it’s too late: Early movers gain competitive advantages, while late adopters face higher costs and steeper challenges. 

If you’re ready to take the leap from AI readiness to scaling, check out our webinar Supercharge your success with Microsoft 365 Copilot. Get industry-leading strategies and steps to get faster, better results for your AI deployments.