Dear all,

Following our CEO’s note on accelerating our AI journey, we are now beginning to take the first concrete steps to enable AI across the organization.

As outlined by our CEO our ambition is to use AI to amplify our engineering capability, accelerate outcomes for customers, and transform how we work. We are committed to progressing this in a structured, responsible, and scalable manner.

To support this, a cross-functional AI governance structure has been established, bringing together representatives across business units and functions. This group is actively working to review ideas, guide priorities, and identify meaningful opportunities where AI can be infused across our organisation. We will continue to share more as this evolves.

As part of our journey, Microsoft Copilot Chat is being made available within our company Microsoft environment. This marks an important step in helping us improve productivity, simplify everyday work, and build familiarity with AI tools in a secure and controlled manner.

Copilot is embedded within Microsoft 365 and acts as an enterprise-grade AI assistant that can support you in a range of day-to-day activities, including:

• Drafting and improving emails, documents, and presentations
• Summarising long text, meeting notes, or reports
• Analysing information and generating ideas
• Explaining complex topics clearly

Critical: Using Copilot Safely – What You Need to Know

Enterprise Security – Look for the Green Shield!

Copilot is safe for company use only when used within our protected Microsoft environment.

(Image showing Microsoft Copilot Chat UI with “Co-Pilot Green Shield icon” and a note highlighting “Enterprise data protection applies to this chat.”, as well as a warning pointing out “No Green Shield, it’s not safe!”)

Welcome, how can I help?

Please always ensure the following:

• You are logged in using your company Microsoft 365 account
• You see the green shield in Copilot or Microsoft applications

The green shield confirms:

• Your data remains within our secure environment
• Your prompts are not used to train external models
• Access is governed by our enterprise security and compliance controls

If the green shield is not visible, Copilot should not be used for company-related work.

Important Clarifications on Usage

To avoid any confusion, please note:

• This rollout currently applies to employees using company-provided Microsoft systems
• Employees working on non-Microsoft environments (e.g., Google workspace) will not have access at this stage
• Employees working from customer/client systems must not use Copilot or any AI tools within client environments without explicit customer approval

These guidelines are critical to ensure we remain compliant with our contractual and data security obligations. The Generative AI Usage Policy is available on the Intranet.

Responsible AI Usage

As we begin using AI more actively:

• Do not input passwords, API keys, or confidential credentials
• Always review and validate AI-generated outputs before use
• Use only approved tools within our secure environment. Do not use external or public AI tools (e.g., ChatGPT, Gemini, Claude, Grammarly, etc. or AI within apps such as Adobe or other online “AI helpers”).
• If you need another AI tool for your role, please contact the AI Governance Board via your line manager.

AI is a powerful assistant, but it does not replace professional judgement or accountability.

You are responsible for the quality and correctness of any output you use

Resources

Microsoft has a series of short YouTube videos on using Copilot.

Introducing gAIn

This initiative is part of our broader AI program, gAIn – Augmenting Intelligence Where It Matters. Copilot is one of the first steps in this journey. More AI-enabled tools and capabilities will follow as we continue to build our AI ecosystem across the organisation.

Share your ideas

As you start using Copilot, we encourage you to explore how it can improve your daily work. If you discover useful applications or new ways of workings, please share your ideas. Your inputs will help shape how we scale AI across our organization.

We are at the beginning of an important journey. Used responsibly, AI will help us work smarter, faster, and with greater impact.

WarmRegards,
David Kelly,
Global Head AI.