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Documentation Index

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Welcome to your Champion journey! You’ve been hand-picked because you’re curious, collaborative and influential in your area. Your role is not to know everything, it’s to lead with questions, show what’s possible and support others as we learn together.

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This guide is your companion

As an AI Champion, you’re at the front of a cultural shift. You’ll try new ways of working, find efficiencies and help colleagues see how AI can support their day-to-day tasks. This isn’t only about adopting technology, it’s about reimagining how we work when we use these tools well. Your curiosity and willingness to learn are your greatest assets, and you don’t need to be a technical expert to make a real impact. Your perspective, questions and insights will help the organisation navigate this change in ways that matter.
This guide works with the AI assistant your organisation has chosen, supporting ChatGPT Business/Enterprise, Microsoft Copilot for Microsoft 365, Google Workspace with Gemini and Anthropic Claude for Work. The core practices are consistent across tools, and you can use the appendices and prompt packs to tailor the guidance to your specific platform.

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Your role as a Champion

Being a Champion means balancing exploration with practical results, and your own learning with community support. Success isn’t about becoming an AI expert. It’s about helping the organisation move forward together through your willingness to try, share and support.

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What you’ll do

Spot opportunities

Identify where an AI assistant could improve speed, quality or decision-making in real work.

Experiment and refine

Test in actual workflows, compare results to your usual method and keep what works.

Share and support

Post learnings in masterclasses, huddles and the champions-channel, and offer to pair with curious colleagues.

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Time commitment

Plan for 1 to 2 hours each week across masterclasses and huddles, hands‑on experiments, supporting colleagues and sharing your learnings. This time investment compounds quickly as you find efficiencies that save you time in return.

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Start where you are

Your journey begins from your current level of experience, whether you’re brand new or already hands-on. The key is to start, learn and share, focusing on small, repeatable steps that you can build on over time. Learn from both wins and challenges, and bring your role’s context so others can learn from your experience too.

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How to access your AI general assistant

The basic pattern is simple and consistent across platforms. Your assistant should be provisioned by your admin, so if you can’t sign in, check your licence and SSO first.

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Getting started

1

Sign in with your work account

Ensure you’re using the enterprise version with the right privacy and security protections.
2

Open it where you already work

Most tools integrate directly into your existing applications rather than requiring you to switch contexts
  • Microsoft 365: Look for the AI button or panel in Word, Excel, PowerPoint, Outlook and Teams.
  • Google Workspace: Look for Gemini in Gmail, Docs, Sheets and Meet, or open the Gemini app if your admin has enabled it.
  • Standalone apps: Some assistants (ChatGPT/Claude) also have desktop, mobile or web apps you can open directly.
3

Check data access

If answers seem thin, confirm you have permission to the right SharePoint sites, OneDrive or Drive folders, mailboxes and chats.
4

Start simple

Begin with low-risk, high-value tasks like summarising a document, drafting a reply, turning notes into a template or outlining a deck.
See Appendix A for tool‑specific quick starts that cover your platform’s unique features.

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Troubleshooting basics

Most issues have simple fixes, and you’ll quickly develop an instinct for what to try first:
Check your licence and sign‑in, then try another browser or the desktop app.
Add more context by pasting or attaching relevant content, and ask for a specific format or example. Check out your chosen tool’s “The Complete Prompting Guide” for support.
Check file and mailbox permissions to make sure the content is stored where the assistant can see it.
Refresh, clear cache or try a different browser.
See Appendix B for licence and access notes by tool.

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Prompts to get you started

These prompts work with any enterprise assistant and give you a foundation to build on as you discover what works for your role: 
Interview me about my role, goals and current bottlenecks, then recommend the top five ways to use you this month, including quick wins and 30-minute experiments I can try.
If your AI general assistant doesn’t have mailbox or drive access, paste representative content or provide links the tool can open.

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Tool‑specific prompt packs

Choose the pack that matches your organisation’s licensed tool and adapt these prompts to your real work. 
Act as my AI onboarding coach. Interview me, identify three high-leverage use cases from my role and calendar for the next two weeks, then draft a 30-day plan.

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Tips and tricks for momentum

Progress comes from consistent use rather than one-off efforts, so when you find something that works, document the steps so you can repeat and share them. Save prompts that worked along with the context you used and the outcome you achieved, creating your own library of reliable patterns.
Keep going even when results aren’t perfect. Features evolve quickly, and today’s gap may be tomorrow’s win. The real breakthrough often comes in week three or four when you start to see patterns in what works for your specific role and workflow.

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Security and privacy essentials

Always follow your internal policies as your first guide. Share the minimum information needed and avoid sensitive data unless your organisation has approved the specific use case. Use enterprise accounts rather than personal ones, check retention settings and conversation history, and when in doubt, link to files rather than pasting sensitive content directly.

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Security and privacy at a glance

ChatGPT Enterprise and Business

Business data is not used to train OpenAI models by default and is covered by a SOC 2 Type II report, with admins controlling retention for Enterprise plans.

Microsoft 365 Copilot

Uses your existing Microsoft 365 permissions model, and prompts, responses and Graph data are not used to train foundation models.

Google Workspace with Gemini

Protects your data when you have a Gemini licence. Submissions are not used for training, are not human-reviewed, and Google doesn’t use your Workspace data for ads or train models outside your domain without permission.

Anthropic Claude for Work and Enterprise

Includes SSO and admin controls, and Anthropic states it does not train on your conversations and content on Enterprise plans (consumer plans have different terms and training-data preferences).
See Appendix C for references and links to detailed documentation.

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The rhythm that builds results

Each week, attend masterclasses and huddles, run 30 minutes of experiments, support a colleague and post one learning in the champions‑channel. These small, steady steps compound into significant progress over the course of your Champion journey, and you’ll be surprised how quickly you build both capability and confidence.

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Share and celebrate

Post one learning each week to the champions‑channel, bringing examples to huddles and sharing with your peers. Celebrate progress and be honest about challenges - that’s how we all get better together, and your insights today might be exactly what a colleague needs to hear tomorrow.

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Appendices

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Appendix A: Tool quick starts

Access ChatGPT via your enterprise workspace in the ChatGPT app or web interface, making sure you’re in the right workspace before sharing company data. If your admin has enabled connectors, you can search or retrieve from Google Drive or Microsoft 365 content you can already access, and you can use desktop or mobile apps if they’ve been deployed by IT.
Look for the Copilot button in Word, Excel, PowerPoint and Outlook, and find the Copilot app in Teams. You can also use the Copilot desktop or mobile app if your organisation deploys it, and the best results come from clear permissions in SharePoint, OneDrive and Teams.
Open the Gemini app if enabled and use Gemini features in Gmail, Docs, Sheets and Meet. Feature availability depends on your Workspace edition and admin settings, so check with your IT team if you’re not seeing expected capabilities.
Access Claude in the browser or desktop app if provided by your organisation. Enterprise features include SSO, role‑based access and admin controls when enabled by IT.

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Appendix B: Licence and access notes

Requires you to work in your company workspace rather than a personal account. Enterprise or Business workspaces provide enterprise privacy controls, while consumer plans have different terms and may allow training on your content.
Requires a Copilot licence in addition to Microsoft 365, and data access follows your existing permissions in SharePoint, OneDrive and Teams. Sensitivity labels and oversharing controls influence what results you’ll see.
Protections apply when a Gemini licence is assigned, and feature availability depends on your Workspace edition and admin settings.
Team and Enterprise plans include SSO, admin controls and enterprise data handling, while consumer plans have different options. Confirm your plan before sharing sensitive content.

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Appendix C: References for IT and Risk

Enterprise privacy commitments and SOC 2 Type II coverage documentation.
Copilot privacy and enterprise data protection articles.
Workspace with Gemini enterprise security, confidentiality and DPIA guidance.
Claude for Enterprise privacy statements, Trust Center and admin controls.