Partner Profile / Case Study Introduction

In an era where technological advancements dictate business success, LeafTech Consulting stands at the forefront of innovation. LeafTech Consulting is a premier Managed Services Provider (MSP) based in Centennial, Colorado. Founded in 2007, LeafTech has been delivering exceptional IT consulting services for over a decade. The company specializes in providing network monitoring, responsive support, and tailored IT solutions to small and medium-sized businesses across various industries.

LeafTech’s mission is to support their clients’ business goals by removing uncertainty, providing security, and enhancing productivity. They pride themselves on their commitment to customer service, characterized by integrity, compassion, and tenacity. The company has a diverse team with over 200 years of combined IT experience, ensuring they can address a wide range of technological needs.

LeafTech serves clients nationwide, offering expertise in industries such as aerospace, financial services, manufacturing, legal, hospitality, telecommunications, food and beverage, horticulture, and energy utilities. Their approach combines technical expertise with a deep understanding of their clients’ unique business environments, driving growth and success through innovative IT solutions.

By choosing LeafTech, businesses gain a partner dedicated to their success, providing not just IT support, but a strategic ally in achieving their long-term goals.

Problem Statement

LeafTech Consulting, a forward-thinking Managed Services Provider (MSP) and IT consulting company, recognized the transformative potential of Microsoft Copilot and Generative AI for their business. However, they faced a significant challenge: they didn’t know where to start or how to approach the task of integrating Copilot into their operations. Despite purchasing the product, they struggled to extract meaningful value from it, which created internal doubts about their ability to sell Copilot to their end customers.

This uncertainty was impacting their business in several ways. LeafTech’s inability to effectively adopt Copilot internally raised concerns about their credibility in promoting the product to clients. They believed in the value of Copilot but lacked the framework and understanding to leverage it for tangible returns on investment. This situation threatened their reputation as a modern, innovative MSP at the forefront of emerging technologies.

LeafTech’s goal for the workshop was to gain a better understanding of how to use Microsoft Copilot to facilitate business process transformation. They hoped to walk away with actionable insights and a structured approach to interacting with Generative AI. The workshop, led by their Productivity Solutions Consultant (PSC) at Pax8, provided them with the necessary framework and concepts to harness Copilot’s capabilities effectively.
The most significant revelation during the workshop was the importance of detailed, structured prompting when interacting with Generative AI. Initially, LeafTech’s team used pre-built prompts or simple call-and-response interactions, which limited the tool’s potential and generated lack-luster results. Through completing the workshop, they learned to break down their business processes into subcomponents and individual tasks to then design prompts that could automate these tasks, unlocking the full value of Copilot.

Without addressing these challenges, LeafTech risked losing their competitive edge and the perception of being a cutting-edge MSP. They understood that failing to adopt Copilot early could result in losing customers to competitors who successfully integrated the technology and scaled their resources more effectively.

Product Introduction

Microsoft Copilot for Microsoft 365 is a generative AI productivity tool that allows users to interact with their data in the Microsoft environment through natural language, rather than code or queries. Developed through a strategic partnership with OpenAI, the creators of ChatGPT, Copilot integrates seamlessly with Microsoft’s suite of cloud products. This tool is designed to help users find, aggregate, and analyze information to inform decisions or generate new content.

Copilot’s generative AI capabilities enable users to overcome skill deficits by manufacturing expertise and bringing their ideas to life. It allows users to offload repetitive, tedious, and mundane tasks, freeing up time for more meaningful and impactful work. Copilot can automate any task that involves extracting information from sources such as emails, documents, or Teams transcripts to generate new content in a desired format, tone, or style.

Some common use cases include:

• Extracting meaningful information from a call transcript to generate notes for a CRM.
• Aggregating data from multiple email threads to generate a project proposal.
• Summarizing long email threads quickly.
• Getting caught up on a meeting joined late in Teams.

While these use cases demonstrate Copilot’s capabilities, its true power lies in integrating it into business processes to automate time-consuming tasks, thereby enhancing productivity.

For LeafTech Consulting, the first phase of Copilot adoption focused on the technician side of the business, where their work is generally a cost to the business, and any time saved results in increased profitability. The workshop did not focus on any particular use case but encouraged attendees to identify tasks that met specific criteria, such as being repetitive, tedious, and important but not urgent.

From the workshop, LeafTech emerged with one high-value use case and a framework for leveraging the technology across the organization. The high-value use case involved drafting a Root Cause Analysis (RCA) report post-customer outage. Previously, this process required five hours and collaboration between three to four individuals, costing the company $1,000 in value time. With Copilot, the time to complete the RCA report was reduced to one hour with no collaboration, saving $800 in value time. This single use case demonstrated the significant value of Copilot, funding the user’s license for two years after just one use.

This success captured the attention and buy-in from the entire LeafTech leadership team, highlighting Copilot’s serious value and the need for its adoption across the company.

Results

Six months after the workshop, LeafTech Consulting has seen substantial returns on their investment in Microsoft Copilot, with significant value time saved across various use cases. The transformative capabilities of Copilot have enabled LeafTech to streamline their processes, enhance productivity, and realize considerable cost savings. Here are the key results:

Root Cause Analysis Report

Value Time Saved: $40,000/year
Description: By leveraging Copilot to draft Root Cause Analysis (RCA) reports post-customer outage, LeafTech reduced the time required from five hours to one hour per report. This automation not only saved valuable time but also minimized the need for collaboration among multiple team members.

Project Risk Analysis Project

Value Time Saved: $30,600/year
Description: Copilot was used to automate the generation of Project Risk Analysis reports. This task, previously time-consuming and labor-intensive, was streamlined, allowing the team to focus on higher-value activities and decision-making.

Ticket Entry Prompt

Value Time Saved: $90,720/year
Description: The implementation of a Copilot prompt for ticket entry significantly reduced the time technicians spent on this repetitive task. By automating ticket creation and updates, LeafTech improved efficiency and allowed technicians to dedicate more time to resolving customer issues.

Custom Customer Facing Deliverable

Value Time Saved: $158,400/year
Description: Copilot was utilized to create custom deliverables for customers, such as detailed reports and proposals. This automation not only enhanced the quality and consistency of the deliverables but also freed up substantial time for the team to engage in more strategic activities.

Project Proposal Prompt

Value Time Saved: $30,600/year
Description: The use of Copilot to generate project proposals streamlined the proposal creation process. This allowed the sales and project management teams to quickly produce high-quality proposals, improving their responsiveness to customer inquiries and opportunities.

Total Value Time Saved: $350,320/year

These results demonstrate the significant impact of Microsoft Copilot on LeafTech’s operations. By automating key tasks and processes, LeafTech has not only saved valuable time but also enhanced their overall productivity and efficiency. The success of these use cases has validated their investment in Copilot and underscored the tool’s potential to drive business transformation.

Quantifying the Metrics for High-Value Use Cases

Root Cause Analysis Prompt

The root cause analysis prompt developed during the workshop has significantly reduced the time required for root cause analysis from five hours to one hour. Here’s how we quantified the savings:

• Time Reduction: The prompt reduced the time required for root cause analysis from 5 hours to 1 hour, saving 4 hours per analysis.
• Cost Savings: With an average hourly rate of $200 for the personnel involved, the savings per analysis is calculated as follows: Savings per analysis = 4 hours X $200/hour = $800M
• Annual Savings: Assuming an average of 5 root cause analysis reports generated per month each month of the year, the total annual savings is: Annual Savings = 60 X $800 = $40,000
• Return on Software Investment: The implementation of Microsoft Copilot to generate RCA reports yielded substantial cost and time savings. The annual licensing cost for the individual generating the RCA is $360 per year and generated an impressive $40,000 in value time savings. This results in a remarkable return on investment of 111.11 times ($40,000/$360).

Project Risk Analysis Prompt

The project risk analysis prompt has streamlined the risk analysis process, leading to significant labor cost savings. Here’s the breakdown:

• Time Reduction: The prompt reduced the time required for risk analysis meetings from 90 minutes with 3 paid resources to 15 minutes with one resource.
• Cost Savings: With an average hourly rate of $60 per resource, the savings per meeting is calculated as follows: Savings per project = (3 resources X 1.5 hours) – (1 resource X 0.25 hours) times $60/hour = $255
• Annual Savings: Assuming an average of 10 projects per month each month of the year, total annual savings is as follows: Annual Savings = 120 Projects x $225 = $30,600
• Return on Software Investment: The implementation of Microsoft Copilot for LeafTech’s technicians has yielded substantial cost and time savings. The annual licensing cost per Technician is $360 and generated an impressive $30,600 in value time savings. This results in a remarkable return on investment of 85 times ($30,600/$360).

Ticket Entry Time Savings

Using Microsoft Copilot to assist in ticket entry has reduced the average time for ticket entries from 90 seconds to 30 seconds. Here’s how we quantified the savings:

• Time Reduction: The prompt reduced the average time for ticket entries from 90 seconds to 30 seconds, saving 60 seconds per entry.
• Cost Savings: With an average hourly rate of $60 per technician, the savings per entry is calculated as follows: Savings per Ticket entry = (60 seconds / 3,600 seconds per hour) X $60 per hour = $1.00 Savings per Tech per week = (9 Tickets per day x 5 days) = $45.00
• Annual Savings: With 42 technicians logging 6 tickets per day, 5 days a week results in 90,720 tickets entered per year the total annual savings is as follows: Annual Savings = 90,720 ticket entries X $1.00 savings = $90,720
• Return on Software Investment:The implementation of Microsoft Copilot for LeafTech’s technicians yielded substantial cost and time savings entering tickers The annual licensing cost for 42 technicians, amounting to $15,120, has generated an impressive $90,720 in value time savings. This results in a remarkable return on investment of 6 times ($90,720/$15,120).

Custom Customer Deliverables

Microsoft Copilot enabled the creation of custom customer-facing deliverables quickly, leading to significant time savings. Here’s the breakdown:

• Time Reduction: The prompt reduced the time required to create custom customer facings deliverable see range below, to 15 minutes: Best Case: 4 hours Middle Case: 16 hours Worst Case: 24 hours Average time to create & deliver: 14.67 hours
• Cost Savings: With an average cost per hour for the personnel involved being $60.00 per hour and an average time cost of 14.67 hours Savings per deliverable = (14.67 hours – 0.25 hours) x $60.00 per hour = $880
• Annual Savings: Assuming an average of 15 customer engagements per month requiring custom customer facing deliverables each month the per year total annual savings is as follows: Annual Savings = (15 deliverables per month X 12 months) X $880 per deliverable = $158,400

Project Proposal Prompt

Microsoft Copilot enabled the LeafTech team to greatly reduce the amount of time and resources required to generate an accurate Scope of Work for a potential new project reducing their cost of goods & services while shortening the sales cycle for new projects.

• Time Reduction: The prompt reduced the average amount of time to generate a scope of work report from 4.5 hours to 15 minutes
• Cost Savings: With an average cost per hour of $60.00 the cost per Project Proposals is as follows: Cost Savings per Proposal = (4.5 hours – 0.25 hours) X $60.00 per hour = $255
• Annual Savings: Assuming an average of 10 Project Proposals a month each month the annual savings is as follows: Annual Savings = 120 Project Proposals X 255 = $30,600
• Return on Software Investment: The implementation of Microsoft Copilot to assist in creating Project Proposals has yielded substantial cost and time savings. The annual licensing cost per Technician is $360 and generated an impressive $30,600 in value time savings. This results in a remarkable return on investment of 85 times ($30,600/$360).
• Overall Value Time Saved: The total value time saved from using generative AI prompts in these four key business processes amounts to $350,320 per year. This includes savings from root cause analysis, project risk analysis, ticket entry, custom customer deliverables, and project proposal prompt.
• Total Return on Copilot Licensing Cost: The total return on the initial software investment to license 45 individuals with Microsoft Copilot is $16,200 and yielded $350,320 in Value Time Saved resulting in an incredible return on investment 21.62 times ($16,200/$350,320).

Conclusion

LeafTech Consulting’s journey with Microsoft Copilot underscores the transformative potential of generative AI in driving business success. By embracing this technology, they have not only streamlined their processes but also set a benchmark for innovation in the industry. This case study serves as a testament to the power of strategic technology adoption. By showcasing the math and specific steps taken to achieve these results, we validate our claims and provide a clear roadmap for others to envision how they can achieve similar outcomes.

Call to Action

LeafTech Consulting’s remarkable success with Microsoft Copilot is a compelling demonstration of the transformative power of generative AI. The impressive return on investment and substantial efficiency gains observed underscore the immense potential this technology holds for any business. Now is the time to seize the opportunity to revolutionize your business processes, enhance productivity, and achieve unparalleled cost savings.

By partnering with experts like LeafTech Consulting and Pax8, you can embark on your Generative AI/Copilot adoption journey with confidence. These trusted partners will guide you through every step, ensuring a seamless integration that maximizes your benefits. Don’t let this opportunity pass you by. Transform your organization, streamline your operations, and set new benchmarks for innovation and efficiency.

Take the decisive step towards a future of enhanced productivity and exceptional ROI. Contact LeafTech Consulting and Pax8 today and let us help you unlock the full potential of generative AI for your business. Start your journey now and witness firsthand the incredible impact it can have.