SoftwareOne case study

Exploring new AI uses to increase innovation and efficiency

Learn how QNET Ltd., a company with diverse businesses, is working with SoftwareOne to explore new use cases for Copilot for Microsoft 365, a workplace AI solution that’s built into Microsoft 365 and Windows.

QNET Ltd. has been at the forefront of innovation for 25 years, during which time it has grown to include e-commerce, education, travel, and more, spanning five continents. The company’s first attempt at AI didn't work out the way it wanted because the data challenges were too great, but that didn't stop the organisation. When Microsoft released Copilot for Microsoft 365, a groundbreaking Workplace AI solution built on GenAI frameworks, it sparked QNET’s interest again. This solution, which works well with Microsoft 365 business applications and Windows programmes, gave QNET a blank slate to think of new ways in which AI could be used. Together with SoftwareOne, the company started an ambitious project by holding a series of workshops for employees to get them excited about what Copilot for Microsoft 365 could do. QNET has encouraged early adopters in the company to learn more about the strengths of Copilot for M365 and use them to change the way they do work to be faster, more efficient, and more creative.

One of the first
companies in the region to explore wide adoption of Copilot for Microsoft 365 for multiple uses
300
selected users across the organisation are exploring Copilot for Microsoft 365 for better working
Multiple uses
ranging from overcoming writer’s block to data analysis to ensuring compliant documentation

Client: QNET Ltd.
Industry: Consumer goods
Services: SoftwareOne Copilot Advisory Service
Country: Hong Kong, China

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Ready to tackle a new AI experiment

In its continuous pursuit of operational efficiency and enhanced customer experience, QNET Ltd., founded in 1998 and with operations across five continents, has always been keen to integrate cutting-edge technology into its diverse business model. When CIO Ivan Woo, thinks back to the company’s first foray into AI, which was almost seven years ago, he recalls how it ran into data problems that couldn't be solved at the time. But a lot has changed in the world of technology since then.

OpenAI's release of ChatGPT in late 2022, which showed off the new features of generative AI, was the turning point. This evolution was further advanced when Microsoft announced the integration of Copilot for M365, a sophisticated AI tool, into its Microsoft 365 and Windows applications. Recognising how technology solutions built on GenAI frameworks change the way to work, QNET decided to look into workplace AI again.

QNET was looking for the best ways to use Copilot for Microsoft 365 for its business. It wanted to know how it could help employees and also follow strict legal, regulatory, and moral rules. This shows how important it is to adopt AI in a careful and planned manner.

A partner like SoftwareOne will help us to use AI technology in a responsible way.

A man in a suit and tie is posing for a photo.

Ivan Woo

CIO, QNET Ltd.

SoftwareOne has been a trusted partner for over 10 years and helped QNET switch to Microsoft 365 and other Microsoft software licensing agreements. It was the natural choice for this journey. Its latest collaboration involves exploring the potential of implementing Copilot for Microsoft 365, marking another chapter in QNET’s innovative and forward‑thinking journey.

A group of people sitting around a table in a conference room. — QNET head office, Hong Kong

Establishing realistic expectations

Even though businesses of all types and sizes are rushing to implement AI, Woo emphasises that QNET is committed to getting off to a good start.

Indeed, workplace AI has the potential to greatly enhance the efficiency with which our regular citizens carry out their work.

Ivan Woo

CIO, QNET Ltd.

However, the finance and legal departments were particularly worried during the initial company leadership discussions. At the pre-kickoff workshop that SoftwareOne conducted as part of its Copilot Advisory Service, over 100 stakeholders from all over the globe came together to help key individuals at QNET gain a better understanding of the possibilities of Copilot for Microsoft 365 and allay any concerns or qualms they might have.

While showcasing the technology's potential benefits, the workshop also provided a forum for attendees to discuss concerns, such as those regarding corporate social responsibility and the possibility that workplace AI could one day supplant humans. It also helped to provide employees across the company with realistic expectations about what Copilot for Microsoft 365 could do: even if the GenAI-powered solution can help reduce the time it takes to complete certain tasks from hours to minutes, human involvement is still needed to ensure that, for example, the analyses provided are grounded in real data. “Copilot for Microsoft 365 might help with 90 percent, but you still have to do that last 10 percent,” Woo says, adding, “That’s often the most difficult part.”

At the conclusion of the first workshop, QNET decided to start with a small group of users – including some who have dubbed themselves the “AI Vengers” from various departments to investigate the possibilities of Copilot for Microsoft 365, rather than implementing it company-wide right away. These early adopters were asked to return in about a month with their proposed use cases. Meanwhile, SoftwareOne has kept in touch with QNET and scheduled additional workshops to discuss how to effectively measure success after various Copilot for M365 projects have begun.

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SoftwareOne has helped pave the way for Copilot for Microsoft 365 adoption through:

A series of workshop sessions: To educate stakeholders about AI’s potential, identify organisational goals, establish expectations and find ways to measure success.
Close collaboration: Between QNET and SoftwareOne’s Hong Kong and APAC Tiger teams.
An AI and Copilot for M365 readiness report: Designed to target QNET’s specific needs and objectives.
Plans for a wider rollout: After initial use cases by early adopters are established and tested.

A guide to navigate hurdles and avoid wrong turns

By early 2024, Woo expects early adopters of Copilot for Microsoft 365 across his organisation to have completed their assessment of the tool’s potential. “By then, we should have hundreds of testimonials about how Copilot for M365 changed their life,” Woo says. “Eliminating waste is a good way to measure success, but testimonials with data are even sexier.”

Woo states that although QNET’s AI journey in the workplace is in its early stages, people are enthusiastic about the possibilities. Additionally, SoftwareOne's continuing workshops covering various aspects of Copilot for M365 are helping to maintain a high level of enthusiasm. The organisation is already noticing indications that this interest could result in numerous advantages. As an example, Hazel Evangelista, who is in charge of digital experience, anticipates that Copilot for Microsoft 365 will be incredibly useful to her in her role as an organisation document creator. “Editing still needs to be done, but it helps me overcome writer's block, which can be quite frustrating and time-consuming,” she explains.

Emerging use cases also include applying Copilot for Microsoft 365 to format documents correctly, analyse data in spreadsheets, and phrase Word documents in a more professional manner. Although some plan to use it to collect more international workplace AI use cases, others intend to use it to translate between languages.

Because SoftwareOne operates in every region where QNET has offices, Woo says that its guidance will be especially valuable in these areas. He explains that SoftwareOne stands out from the competition due to its extensive geographic reach. “SoftwareOne is relatively unique because of its geographic footprint,” he says. “I need a partner with an international presence.”

Above all else, QNET is counting on SoftwareOne's assistance to help it overcome the significant uncertainty surrounding AI applications so that the company can choose the right path forward. “It could very quickly come to the stage where you’re not using it correctly,” Woo says. “You don’t want to get caught off guard. At the same time, it’s a business opportunity.”

Our journey with AI in the workplace is still in its early stages, but people are already very excited about the possibilities. We look forward to SoftwareOne's continued support in helping us choose the right path forward.

Ivan Woo

CIO, QNET Ltd.