If your team rushed to buy Microsoft 365 Copilot for everyone, you’re not alone. Across Columbus and Central Ohio, plenty of small and midsize businesses did the same—only to find many licenses sitting unused. That’s called shelfware, and it’s quietly draining your budget.
Here’s the good news: a quick Copilot audit can show who’s actually using AI, who isn’t, and where you can cut costs without slowing anyone down. This is a fast, practical win for any organization looking to get more from their IT services and keep spending in check.
Why audit Copilot now?
- Real money is on the line: Unused or underused licenses add up fast.
- Not every role needs it: manual field staff, for example, may not use or benefit from advanced AI features.
- Data beats guesswork: Microsoft’s built‑in reports show real usage so you can right‑size confidently.
Where AI licensing waste hides
- “Set it and forget it” provisioning: Everyone gets Copilot on day one, but many never open it.
- Role mismatch: Power users thrive; others barely touch it.
- Contractor cleanup gaps: Former vendors or short‑term staff keep access longer than they should.
Pro tip for security and spend: Automate de‑provisioning. Using Microsoft Entra’s Conditional Access and group-based controls to remove access when a contractor leaves cuts both cost and risk. Dormant accounts are a known attack path; closing them helps with cybersecurity for small business and supports IT compliance requirements like HIPAA or GDPR.
How to run a quick Copilot audit:
- Open Microsoft 365 admin center: Pull usage reports by user and by department.
- Look at three numbers: Enabled users, active users, and trend over 30–90 days.
- Sort the list: Identify never‑used licenses and low‑use accounts that don’t justify the cost.
- Talk with managers: Confirm who truly needs Copilot for their day-to-day work.
Smart steps to cut spending without hurting productivity
- Reclaim and reassign: Move licenses from inactive users to people who’ll actually use them.
- Create a simple request process: Employees ask for Copilot with a quick “why I need it.” Approvals for roles like sales, marketing, finance, and data-heavy positions can be fast-tracked.
- Review on a schedule: Check usage monthly or quarterly so costs stay aligned with reality.
Boost adoption where it matters Sometimes low usage isn’t resistance, it’s about training. Short, targeted help can turn “meh” into meaningful.
- Host a 30-minute lunch-and-learn with real examples from your own teams.
- Share quick wins: Draft emails, summarize meetings, clean up spreadsheets, prep presentations.
- Nominate “Copilot Champions” in each department for hands-on support.
- Offer a 10-video, 10-minute tip library for self-paced learning.
Set simple guardrails (governance) to avoid backsliding
- Who qualifies: Auto-approve content creators, analysts, and heavy MS 365 users. Others request as needed.
- Expectations: Use it or lose it—unused licenses are reclaimed after 60–90 days.
- Review cycle: Re-check before renewals and during team changes.
Don’t wait for renewal day. The worst time to look at usage is the week your contract renews. Start 60–90 days ahead. Data from your audit gives you leverage to right-size with your vendor and avoid another year of shelfware.
Local angle: Why this matters in Columbus and Central Ohio Our region’s SMBs run lean. Whether you’re a growing manufacturer in Dublin, a nonprofit in Westerville, a medical practice in Grove City, or a professional services firm downtown, every dollar you save on unused software can fund growth, hiring, or stronger cybersecurity. As a local managed service provider and it company Columbus trusts, we see this pattern weekly…and we help fix it quickly!
Security bonus: Fewer loose ends, fewer openings for attackers. Tightening licenses pairs naturally with better security. Cleaning up dormant accounts and enforcing least privilege reduces your attack surface. That’s a win for cybersecurity Columbus businesses care about—and it supports it compliance for regulated teams in healthcare, finance, and legal. This is practical cybersecurity for SMBs: less risk, less waste.
Your action checklist for this week
- Pull the Copilot usage report.
- Flag never-used and low-use accounts.
- Reassign or remove those licenses.
- Stand up a simple request-and-approve process.
- Schedule a 30-minute training for high-impact teams.
- Put a reminder on the calendar 90 days before renewal.
Cut the waste. Keep the speed. Strengthen security. If you’re ready to get control of your AI spend, or have additional IT questions and concerns, feel free to call me at (614) 655-8558 or submit a form at our contact page.
-Daniel Maldet
Note: Much of the content of this article was heavily inspired by The Technology Press.
