Stop Feeding the Algorithm. Start Changing Minds.

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I see a lot of businesses obsessing over content calendars.

They sit in meetings asking questions like: What should we post next week? Or How many videos do we need this month? Or Should we start a podcast?

In my experience, that’s usually the wrong conversation.

The better question is this:

What belief are you trying to create in the mind of your audience?

Because content by itself doesn’t do much. Anyone can produce content. AI has made that even easier. A few prompts and you’ve got articles, videos, social posts and newsletters ready to go.

The problem is that information is everywhere.

Attention isn’t.

Most Content Is Just Noise

An average marketer focuses on output.

More emails. More posts. More videos. More activity.

The assumption is that if you produce enough material, eventually customers will notice.

Sometimes they do. Most of the time they don’t.

What I’ve noticed when working with businesses is that content often becomes the goal rather than the vehicle. Teams celebrate publishing something without asking whether it changed how their audience thinks.

That’s a dangerous trap.

You can publish every day and still be invisible.

You can have thousands of followers and still struggle to generate sales.

Volume doesn’t create demand.

Changing beliefs does.

Leads Are Better. Beliefs Are Better Again.

A good marketer understands this and focuses on generating leads.

They want enquiries. Booked meetings. Website conversions. People entering the sales process.

That’s certainly an improvement.

But even then, many organisations are trying to persuade people who haven’t yet reached the point of wanting what they’re selling.

They are still fighting an uphill battle.

The strongest businesses I’ve observed create demand before the sales conversation even begins.

When a prospect turns up already convinced that a problem exists, already understands the cost of ignoring it, and already believes your approach is the right one, the sales process becomes dramatically easier.

The decision was largely made long before the sales call.

The content wasn’t there to inform.

It was there to shape perspective.

This Is Where Copilot Becomes Interesting

One of the reasons I’m paying close attention to Microsoft 365 Copilot isn’t because it helps create content faster.

Almost everyone talks about content production.

I think that’s the least interesting part.

The real opportunity is understanding what your audience already believes and what needs to change.

Imagine reviewing customer meeting notes stored in Teams, analysing recurring themes from emails in Outlook, and asking Copilot to identify the assumptions that repeatedly appear across conversations.

You might discover that clients believe AI is too expensive. Or too risky. Or only suitable for large enterprises.

Suddenly your next article isn’t chosen because somebody needed something to post on Tuesday.

It’s chosen because there’s a specific belief that needs challenging.

That’s a much more strategic use of both content and AI.

The Businesses Winning Attention Know Exactly What They’re Installing

The organisations that consistently attract customers don’t just share information.

They repeat ideas.

They reinforce viewpoints.

They help their audience see the world differently.

Over time those ideas compound.

Eventually prospects begin repeating those beliefs back to their colleagues, managers and peers.

That’s when demand starts appearing.

Not because your content reached more people.

Because it changed the way people think.

That’s a very different outcome.

The next time you’re planning content, I’d suggest stepping back from the calendar, the platform and the format.

Don’t start with the post.

Start with the belief.

Because when you know what belief you’re trying to create, the content becomes obvious.

And when enough people share that belief, demand tends to take care of itself.

CIA Brief 20260802

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Microsoft 365 Copilot & AI Transformation

  • The Next Measure of AI Momentum is Work Transformed
    Microsoft argues that AI success should be measured by business outcomes and work transformation rather than raw adoption numbers. The article highlights how organisations are moving beyond experimentation and beginning to redesign business processes around AI capabilities.
    Link: View Article
  • Looking Back on Microsoft’s FY26: From AI Experimentation to Frontier Transformation
    Microsoft reflects on FY26 and positions the year as a turning point from AI pilots and experimentation toward larger-scale organisational transformation. The article highlights customer adoption patterns and the evolving role of AI across Microsoft platforms.
    Link: View Article
  • What’s New in Microsoft 365 Copilot – June 2026
    A roundup of the latest Microsoft 365 Copilot enhancements, including new features, platform improvements, and expanded experiences across Microsoft applications. The update provides insight into Microsoft’s ongoing Copilot roadmap and investment areas.
    Link: View Article
  • More Control Over Web Grounding with Domain Exclusion for Microsoft 365 Copilot
    Microsoft announced Domain Exclusion capabilities that allow administrators to limit which public web domains can be used during Copilot web-grounded responses. The feature aims to provide greater governance and control over AI-generated content.
    Link: View Article


Security & Compliance

  • CaptiveCrunch: Midnight Blizzard Targets Travellers Worldwide
    Microsoft detailed a new campaign by the Midnight Blizzard threat actor that targets travellers with malware delivery and credential theft techniques. The report outlines the threat activity and provides guidance to help organisations reduce exposure.
    Link: View Article
  • Rethinking Security for the Age of AI
    Microsoft outlines how security strategies must evolve as AI becomes embedded within business operations. The article discusses emerging risks, governance considerations, and the increasing importance of securing AI systems and data.
    Link: View Article
  • Introducing Project Perception: The Next Evolution of Agentic Security
    Microsoft introduced Project Perception, focusing on the development of more autonomous and intelligent security capabilities. The announcement explores how agents and AI-based systems may assist security operations in identifying and responding to threats.
    Link: Watch Video


Financial Results & Industry Signals

  • Microsoft Earnings Release FY26 Q4
    Microsoft reported FY26 Q4 revenue of $90 billion, operating income of $40.6 billion, and net income of $35.8 billion. The results highlighted continued strength across the Microsoft cloud and AI portfolio, with Copilot growth receiving significant attention.
    Link: View Earnings Release

After hours

Gemini Robotics 2 brings whole body intelligence to robots

https://www.youtube.com/watch?v=4lSQnrMC6nY

Editorial

If you found this valuable, the I’d appreciate a ‘like’ or perhaps a donation at https://ko-fi.com/ciaops. This helps me know that people enjoy what I have created and provides resources to allow me to create more content. If you have any feedback or suggestions around this, I’m all ears. You can also find me via email director@ciaops.com and on X (Twitter) at https://www.twitter.com/directorcia.

If you want to be part of a dedicated Microsoft Cloud community with information and interactions daily, then consider becoming a CIAOPS Patron – www.ciaopspatron.com.

Watch out for the next CIA Brief next week

AI Is Helping People Solve the Wrong Problem Faster

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There’s something I’m seeing more and more as AI becomes embedded into everyday business processes.

People are getting dramatically faster.

The problem is that many of them are getting faster at solving the wrong problem.

Microsoft 365 Copilot can help create documents in minutes, analyse data in seconds and summarise information almost instantly. That’s impressive. But if the question you start with is flawed, all you’ve done is accelerate yourself in the wrong direction.

In my experience working with MSPs and SMBs, the biggest challenge isn’t usually a lack of answers.

It’s a lack of asking the right questions.

The Bottleneck Is Rarely Where You Think It Is

As service providers, we’re often called in to solve what a client thinks is the issue.

Their help desk is overloaded.

Sales aren’t growing.

Projects are delayed.

Customer enquiries aren’t being answered quickly enough.

The temptation is to jump straight into fixing the symptom.

Now AI makes that even easier.

A client says they need faster reporting. Copilot helps generate reports in minutes.

A manager says they need more customer communications. AI drafts them in seconds.

A business owner says they need more leads. AI builds marketing content all day long.

But what if none of those things are actually the constraint?

I’ve seen businesses spend months optimising processes that had almost no impact on growth because they were focused on the visible problem rather than the real one.

AI simply helped them arrive at the wrong destination faster.

Better Questions Create Better Outcomes

One of the most valuable uses of Microsoft 365 Copilot isn’t generating content.

It’s helping people think.

The organisations getting the most value aren’t treating Copilot as a faster keyboard. They’re using it as a tool to challenge assumptions and examine the business from different angles.

When someone tells me they have a problem, I often start with three simple questions:

  • Where are you now?

  • Where do you want to go?

  • What do you believe is stopping you?

Those questions sound basic, but they’re surprisingly revealing.

Recently I spoke with a business that was convinced slow customer response times were hurting growth. Their team wanted AI to automate messaging and increase communication volume.

After stepping back and examining the process, the real constraint wasn’t messages.

It was capacity.

There simply weren’t enough qualified people available to deliver the service being sold.

Automating communications would have made customers happier for a short period while simultaneously increasing pressure on an already constrained delivery team.

The wrong problem.

Another business owner believed lead generation was the issue. They wanted AI-generated marketing campaigns, social media content and automated outreach.

The reality?

Their existing funnel already produced enough opportunities.

The bottleneck was conversion.

Improving close rates by a small percentage would have generated far greater revenue than doubling marketing activity.

Again, the wrong problem.

Copilot Should Challenge Thinking, Not Replace It

This is where I believe many MSPs have an opportunity.

Too many AI conversations revolve around features, prompts and automation.

Those things matter, but they’re not the real value.

The real value comes from helping clients identify what actually constrains growth, profitability or productivity.

Copilot gives us the ability to analyse information faster than ever before. It can surface patterns, summarise discussions and identify trends that would otherwise take hours to uncover.

But someone still needs to ask the right question.

As MSPs, that’s where our experience becomes critical.

The businesses that will benefit most from AI won’t necessarily be the ones with the most advanced technology. They’ll be the ones with the clearest understanding of their business challenges.

AI can provide answers almost instantly.

What it can’t do is determine whether you’re asking the right question in the first place.

The Real Opportunity

Before using Copilot to generate another report, automate another workflow or create another piece of content, take a step back.

Define where you are.

Define where you want to go.

Identify what you genuinely believe is standing in the way.

Then challenge that assumption.

Because in many cases, the biggest business breakthrough doesn’t come from getting a better answer.

It comes from discovering you’ve been asking the wrong question all along.

And that’s a mistake AI can help you make much, much faster.


Stop Optimising the Marketing and Start Designing the Experience

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When businesses look for growth, the first instinct is usually to focus on marketing. Better campaigns. More content. Smarter advertising. More leads.

I get it. Marketing is visible. It’s measurable. It feels like progress.

But the more I work with Microsoft 365 Copilot and watch how organisations are adopting AI, the more I think the bigger opportunity sits somewhere else entirely.

The opportunity is in the experience.

Most businesses spend a lot of energy trying to attract new customers, yet leave many of their day-to-day interactions to chance. The welcome email gets written once and forgotten. Sales conversations follow whatever path the presenter chooses on the day. Meeting follow-ups vary depending on how busy people are. Customer interactions become inconsistent because everyone is moving too fast.

The result isn’t usually catastrophic. It’s just forgettable.

That’s where I believe Copilot can have a much bigger impact than many people realise.

When people talk about Microsoft 365 Copilot, they often focus on productivity gains. Saving time in Outlook. Creating documents faster in Word. Summarising meetings in Teams.

Those are valuable benefits, but I think they’re only the starting point.

The real value appears when organisations use that saved time and improved consistency to deliberately design better experiences.

I encourage businesses to walk through their customer journey from beginning to end.

What happens after the first enquiry arrives?

What does the first response look like?

What information does the customer receive?

What happens after the sales call?

What happens after the workshop?

What happens after the project goes live?

Every one of those touchpoints creates an impression. Every one contributes to the story a customer eventually tells someone else.

Copilot gives organisations the ability to think more intentionally about those moments.

Instead of rushing through administrative work, teams can spend more time refining communications. Instead of producing meeting notes hours later, summaries and action items can be delivered while conversations are still fresh. Instead of every proposal sounding slightly different, organisations can build a consistent voice across the business.

I’ve seen businesses use Copilot to create follow-up material that customers genuinely find useful rather than simply ticking a box. I’ve watched teams capture discussions more accurately, identify commitments more clearly, and reduce the chances that important details disappear into someone’s notebook.

None of that feels particularly dramatic.

Yet that’s often where the biggest improvements happen.

Customers rarely remember that you used the latest technology.

They remember how easy you made things.

They remember whether you followed through.

They remember whether interactions felt organised, professional, and considered.

That’s the theatre many businesses overlook.

Not theatre in the sense of being artificial. Theatre in the sense of carefully designing moments that leave a positive impression.

A prompt response that references the conversation accurately.

A meeting recap that makes the next step obvious.

A proposal that addresses real business outcomes rather than generic marketing language.

A workshop where participants feel heard because insights are captured and reflected back immediately.

These experiences don’t happen by accident. They happen because somebody took the time to design them.

What excites me about Microsoft 365 Copilot is that it creates space for exactly that kind of thinking.

When less energy is spent on repetitive work, more energy can be invested in improving quality, clarity, and consistency. The conversation shifts from “How do we get through today’s workload?” to “How do we create a better experience?”

That’s a far more interesting question.

As AI becomes increasingly common, simply using the technology won’t be a differentiator. Everyone will have access to similar tools.

What will differentiate organisations is how they apply those tools to create experiences that people remember.

So instead of only looking at your marketing funnel, take a walk through your entire business.

Look at every email.

Every meeting.

Every document.

Every customer interaction.

Then ask yourself a simple question:

Which of these moments deserves a little more attention?

My experience is that the organisations getting the most value from Copilot aren’t just working faster. They’re using the opportunity to make every interaction a little better.

And that’s a story customers are far more likely to tell.

More Consumption Doesn’t Mean More Progress

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I had a conversation last week that’s stuck with me. Someone was telling me, with real pride, how productive their week had been. They’d cleared every email, sat through nine meetings, skimmed four reports and watched a couple of webinars. By Friday they were wrung out. So I asked the obvious question: what actually changed because of all that? There was a long pause. The honest answer was, not much. They’d taken in a mountain of information and moved almost nothing forward.

That gap — between taking things in and actually getting somewhere — is something I keep coming back to.

Busy is not the same as moving

It has never been easier to consume. Open Outlook and Copilot will boil a forty-message thread down to a few lines before you’ve read the subject. Miss a Teams meeting and the recap is sitting there waiting for you. Ask Copilot in Word to turn a thirty-page document into five points and it’s done in seconds. All of it genuinely useful. But here’s the trap I keep watching people fall into: they mistake the speed of consuming for the act of progressing.

Reading a summary feels like work. It isn’t. It’s the warm-up to work. That summary only earns its place if it leads to a decision, a reply, a change of plan — something that wasn’t true before you read it.

The point of a summary is what you do next

When I use Copilot to catch up on a noisy channel, the value was never the recap itself. It’s the one thing the recap surfaces — the client still waiting on an answer, the date that quietly moved, the call only I can make. If I read the summary and slide straight into the next one, I’ve consumed, but I haven’t progressed a single step.

So I’ve started asking Copilot a different kind of question. Not “summarise this thread,” but “what here needs a decision from me?” In Outlook, instead of “what’s in my inbox,” I’ll ask what’s waiting on a reply from me specifically. It’s a small change in wording, but it shifts Copilot from a faster way to take things in into a prompt to actually act.

More input, fewer outcomes

The real risk in all this capability is sheer volume. Because we can now process more, we start to feel we should. More reports, more recaps, more dashboards, more catch-ups. But a business doesn’t run on how much its people have read this week. It runs on what they decided, finished and delivered.

I’d rather end a week having genuinely moved three things forward than having consumed everything that landed on my desk. Copilot is brilliant at clearing the path — pulling the signal out of a crowded SharePoint site, drafting a first version in Word, getting the numbers into shape in Excel. But once the path is clear, walking down it is still on me.

The tools will keep getting faster at feeding us information, and that’s not the part I’m watching. I’m watching whether all that speed actually changes what we do — or whether we just get very good at staying busy. Consumption is effortless now. Progress still needs a decision, and that’s the one thing no tool will make for you.

Comparing LLMs in Copilot services–Round 1 – Chat

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Inspired by the recent soccer world cup, I have decided to create a Copilot LLM output comparison challenge.

The plan is to use the same prompt with all examples of different services in Copilot and then different models available in each service. After that, the idea is them to compare the winner of each round to determine the overall winner and to continue to do this on a regular basis as new models and services are added over time.

Thus, the methodology is to use the same complex prompt to generate the result from the model (a report) and then use a standard prompt to evaluate all the results to determine a winner. The easiest comparison method is to use Copilot in SharePoint but the aim will also to be to compare using other models as well. 

So, for round 1 I’m going to compare all the models available in Copilot chat. Comparison generated by Copilot for SharePoint.

Rather than try and fit the reports here I will upload them to my Github repository here in markdown format:

https://github.com/directorcia/general/tree/master/Copilot/Comparisons

Comparative Assessment – Live Writer Paste

This first report is now directly available at:

https://github.com/directorcia/general/blob/master/Copilot/Comparisons/20260630-Chat.md

The results where (out of 10):

1. Opus – 9.51

2. Sonnet – 9.45

3. GPT 5.6 Thinking – 8.76

4. GPT 5.5 Quick – 7.69

5. Auto – 6.93

So, the winner for Round 1 – Copilot Chat = Opus.

Onto Round 2


How SharePoint environments can be improved for Copilot results

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The short answer is this:

Copilot results are only as good as the SharePoint environment underneath them. If your SharePoint is messy, overshared, full of duplicate files, stale content, and inconsistent naming, Copilot will surface messy, duplicate, stale content. If SharePoint is well-structured, governed, and maintained, Copilot becomes dramatically more useful.

From everything I’ve seen in SMB environments, improving SharePoint for Copilot usually delivers a bigger productivity gain than buying additional AI licences.

1. Fix permissions and oversharing first

This is the most important step.

Copilot doesn’t magically know what information is important. It relies on Microsoft Graph and existing permissions. If users can access content they shouldn’t, Copilot can discover and surface that content.

Common problems

  • Everyone has access to everything

  • Legacy project sites never cleaned up

  • Anonymous sharing links still active

  • “Everyone except external users” permissions

  • Former employees still own sites

What to do

  • Review site permissions

  • Remove unnecessary access

  • Review sharing links

  • Remove broad access groups

  • Identify inactive sites

  • Implement site lifecycle management

SharePoint Advanced Management and Data Access Governance reports were specifically highlighted as ways to identify oversharing risks before Copilot rollout.


2. Create a proper information architecture

Many organisations have:

Documents
├── New Folder
├── Old Stuff
├── Final
├── Final V2
├── Copy of Final
└── Misc

Copilot struggles because the business itself has no structure.

Instead build:

Finance Hub
├── Budget Planning
├── Forecasting
├── Reporting
└── Policies

Sales Hub
├── Proposals
├── Customers
├── Pricing
└── Marketing

The clearer the structure, the easier it is for:

  • SharePoint Search

  • Microsoft Search

  • Copilot Chat

  • SharePoint Agents

  • Copilot Agents

to locate relevant content.


3. Improve file naming standards

Copilot does read document content, but filenames still matter.

Bad:

Proposal.docx
Proposal New.docx
Proposal Final.docx
Proposal Final Final.docx

Good:

CustomerName-Proposal-2026-07.docx
CustomerName-SOW-v1.docx
CustomerName-SOW-Approved.docx

In one of your SharePoint discussions, naming conventions were specifically called out as something that should be standardised across the site.


4. Use metadata instead of folders where possible

Metadata is one of the biggest Copilot improvements available.

Rather than:

Projects
 ├── Sydney
 ├── Melbourne
 ├── Brisbane

Use columns such as:

Column
Value

Client
ABC

Region
Sydney

Project Type
Migration

Status
Active

This gives Copilot richer context when searching and grounding answers.

Instead of finding a file based only on its location, Copilot can reason over:

  • client

  • project type

  • status

  • department

  • business owner


5. Remove stale content

One major challenge is outdated content appearing in search results.

Microsoft now provides features that recommend:

  • demoting inactive pages

  • identifying content gaps

  • fixing broken links

to improve discoverability and Copilot relevance.

Ask yourself:

  • Is this document still current?

  • Is there a newer version?

  • Does anyone own it?

  • Should it be archived?

A common issue is Copilot finding a policy from 2019 while a better one exists from 2026.


6. Identify authoritative sources

One of the newest improvements is the ability to mark SharePoint sites as authoritative.

Examples:

  • HR

  • Finance

  • Legal

  • Corporate Communications

Content from these sites can be prioritised in Copilot Search and Copilot Chat results.

For example:

Site
Why make it authoritative?

HR
Official policies

Finance
Budgets and governance

Legal
Contracts

Company Communications
Executive announcements

This helps reduce contradictory responses.


7. Apply sensitivity labels

Copilot respects sensitivity labels and information protection controls.

Typical labels:

  • Public

  • Internal

  • Confidential

  • Highly Confidential

Benefits include:

  • Better governance

  • Controlled sharing

  • AI visibility controls

  • Better compliance outcomes


8. Improve search quality

Copilot depends heavily on Microsoft Search.

Poor search equals poor Copilot.

Things that help:

Create quality pages

Instead of storing everything in Word documents:

  • Create SharePoint pages

  • Add summaries

  • Add FAQs

  • Add ownership information
Add page owners

Every key page should have:

  • business owner

  • review date

  • contact person
Use meaningful titles

Bad:

Welcome
General Information
Policies

Good:

Employee Leave Policy
Expense Claim Procedure
Remote Work Guidelines


9. Build hub sites

Hub sites create logical business groupings.

Example:

Corporate Hub
 ├── HR
 ├── Finance
 ├── Operations
 └── IT

Customer Hub
 ├── Sales
 ├── Marketing
 └── Service

Hub sites improve navigation, search context and content relevance for Copilot.


10. Create SharePoint agents for specialised knowledge

Where a user only needs answers from a particular area, create a SharePoint Agent.

Examples:

  • HR Agent

  • Policy Agent

  • Finance Agent

  • Project Agent

These agents ground themselves on specific SharePoint locations and often produce more accurate answers than tenant-wide searches.


11. Add more organisational context

Copilot works best when content explains:

  • who owns it

  • what it is for

  • where it applies

  • when it was reviewed

Bad document:

Procedure.docx

Good document:

Financial Approval Process
Owner: Finance
Review Date: July 2026
Applies To: Australia Operations

The extra context significantly improves grounding quality.


12. Measure and improve continuously

The best Copilot environments are not set-and-forget.

Establish a quarterly process:

Review
  • Oversharing

  • Inactive sites

  • Broken links

  • Orphaned content
Clean up
  • Duplicate files

  • Old projects

  • Stale policies
Improve
  • Metadata

  • Authority sites

  • Labels

  • Search experience

Data Access Governance reports and Content Management assessments are specifically designed for this ongoing process.

My practical SMB recommendation

If I were preparing a tenant for Copilot today, I’d prioritise:

  1. Permission cleanup

  2. Oversharing remediation

  3. Sensitivity labels

  4. Review inactive sites

  5. Standard naming conventions

  6. Create hub sites

  7. Add metadata

  8. Designate authoritative sites

  9. Build targeted SharePoint agents

  10. Quarterly governance review

In most SMB tenants, doing just those ten things improves Copilot results more than any prompt engineering or user training because you’re improving the quality of the information Copilot can see and trust.