This paper explores the impact of artificial intelligence (AI)-based assistance systems on collaborative business processes, focusing on Microsoft (MS) Copilot as an example. By integrating AI into productivity tools, MS Copilot represents a significant advancement in corporate collaboration. While early beta users have engaged with the software since late 2023, its applications in collaborative workflows remain largely unexplored.

The study employs a systematic literature review, analyzing 23 relevant articles to assess the current state of knowledge on MS Copilot. This is followed by a qualitative survey through expert interviews with beta users of the system. The transcribed data is analyzed using a structured qualitative approach. Based on these findings, scenarios are developed to represent current usage patterns and desired functionalities of the system, focusing on key change management factors. A focus group interview evaluates these scenarios and provides additional insights for refinement.

At the time of the survey, users predominantly utilize the system for individual tasks, with limited adoption for collaborative purposes. One scenario highlights key challenges in implementing AI-based assistance systems, particularly issues related to data hygiene. Insights from focus group interviews reveal that the provider is already aligning its services with user preferences. However, significant challenges persist during the transformation process, especially in managing change within corporate environments. A disconnect between the functions offered by the system and user expectations also emerged as a recurring theme. Potential strategies for overcoming these barriers and enhancing the adoption of AI-driven solutions in collaborative settings are discussed.

Keywords: AI-based Assistant Systems, Change Management, Collaborative Business Processes, Microsoft Copilot.