72 %
Acceptance rate among all users.
SoftwareOne case study
ARAG SE Boosts Daily AI-Powered Productivity
ARAG SE, the world's largest legal protection insurer, started using 300 Microsoft 365 Copilot licenses as part of the Early Access Program. After a successful proof of concept, Copilot was expanded to 4,000 licenses across the organization. The rollout was carried out in close collaboration with SoftwareOne, an experienced Microsoft partner that ARAG SE already trusted
57 %
Users save up to an hour or more each day.
82 %
Users need Copilot permanently.
- Client
- ARAG SE
- Industry
- Insurance
- Services
- Insurance
Challenges Working with AI-supported Tools
ARAG SE faced several challenges in maximizing the potential of Microsoft 365 Copilot in its daily operations. Balancing data protection with the need to communicate the most effective use cases to a broad range of employees was a hurdle. Additionally, a structured approach was needed for change management and internal empowerment measures, such as the Champions Network and training programs. This created a high demand for training and assistance dealing with AI-supported tools.
We knew that Copilot offered great potential, but we faced the challenge of getting 4,000 employees on board with a new way of working with AI, identifying individual use cases, addressing concerns, and motivating our colleagues to develop solutions themselves.
Project Manager ARAG SE
Success Factors: Champions - Training - Technical Integration
Addressing its challenges, the insurance company combined Microsoft 365 Copilot introduction with SoftwareOne's structured adoption and change management strategy. The rollout included several interconnected steps:
Early involvement and piloting: Managers and selected employees initially received an introduction and demonstrations to gain experience and highlight the value of Copilot.
Building a community of champions: A group of selected employees acted as internal multipliers. They became Champions, trained, supported, and actively involved in designing use cases to share knowledge throughout the organization.
Central knowledge and exchange platform: The Copilot Center of Excellence on SharePoint served as a central information hub. Here, employees can find best practices, training materials, FAQs, and a space for questions and feedback.
Targeted training formats:
- Instructor-led training for champions and other users
- Regular drop-in calls for end users and champions
- Inspiration sessions with practical application examples
- Tips & tricks campaigns designed to simplify daily activities
- The Great Copilot Journey program presented experiences and success stories to the organization.
Technical integration and organizational measures: Copilot was integrated into existing Microsoft 365 workflows and established an organization-wide library for ARAG-branded presentations.
Open, needs-based access: Each department could apply for licenses, after demonstrating clear business benefits. This encouraged transparency, personal responsibility, and widespread user acceptance.
For us, it was crucial not only to introduce Copilot from a technical standpoint, but also to get our employees on board from the very beginning. The champion community and regular feedback sessions helped to successfully integrate the solution into our everyday work.
Junior Project Manager ARAG SE
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Accelerate workplace productivity with generative AI and understand your readiness to implement GenAI solutions like Copilot for M365 and Gemini for Google Workspace.
Results: Broad Acceptance and Measurable Productivity Gains
The introduction of Microsoft 365 Copilot has brought clear benefits to ARAG SE. AI-powered automation now enables employees to complete repetitive tasks such as writing emails, creating presentations, or summarizing meeting notes much more quickly. This allows them to focus more on value-adding activities and improve the quality of their work results – especially in text structuring, data analysis, and presentation preparation.
Time savings in everyday work are noticeable with 57% of employees reporting a savings of at least one hour per day by using Copilot.
Structured adoption and change management have strengthened the insurance company's digital competence. The champion community, targeted training in multiple languages, on-demand content, the creation of a Copilot Center of Excellence, and regular communications have all helped enabled broad participation.
Microsoft 365 Copilot is now firmly established in everyday work. Employees develop their own use cases and share them within their teams. The solution has been received positively throughout the organization, with an acceptance rate of 72% and most users want to continue using Copilot long term.
Overall, the project shows that AI-supported tools bring not only efficiency gains but also increase the quality of work and promote the digital competence of employees.
Around 80% of our eligible employees actively use Copilot, saving a noticeable amount of time and integrating the solution firmly into their daily work routine. The steadily increasing demand for licenses confirms this success.
Project Manager ARAG SE
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