EXP partners with Microsoft to implement a secure AI environment

As a global leader in engineering and architecture, EXP is known for accelerating innovation to improve the built and natural environment. Artificial Intelligence (AI) is the latest disrupter that is transforming the AEC industry, and EXP continues to explore how to leverage it to enhance productivity, collaboration and security, as well as promote a culture of exploration.

“We are an engineering and architecture firm, but we are also a technology company. Technology is at the core of our operations, and we constantly assess what tools can drive us forward. When designing the future, technology needs to be a force for good, and enabling a safe and secure AI environment was the next step,” said EXP’s Chief Information Officer Steve Ross.

To thoroughly understand AI and its potential impact on the organization, EXP partnered with Microsoft, a leader in technology, on its Early Adopters program in late 2023. The invitation from Microsoft to participate in this program provided EXP with 300 licenses of the early preview versions of the Copilot solution coupled with the MS Office 365 suite and MS Teams. The licenses were distributed across the organization to employees ranging from IT professionals, engineers, architects, financial, marketing and communications professionals.

Critical steps were taken before full deployment of the tool to staff, steps which created an optimal environment for success. A well-defined strategy ensured employees understood how AI technologies align with EXP’s organizational goals, and provided a clear roadmap for implementation, integration and possible scaling. The strategy also facilitates the management of potential ethical, legal and operational risks, ensuring compliance and establishing trust. With the strategy deployed, EXP conducted training and educational sessions, then encouraged the selected employees to harness AI’s powerful reach and reimagine how they work with generative AI.

“The delivery of Microsoft 365 Copilot to employees was just as important as its use and outcomes. If it proved to be successful in improving safety, productivity and collaboration then it would add another competitive edge to our operations and pay dividends in the long run,” Steve shared.

Security: EXP has a culture rooted in safety, and the tools we utilize must protect EXP’s information, as well as our clients’ information. The use of Copilot has given staff at EXP a secure space on the internet to make queries for data, generate content and create clear and concise summaries of webpages. The inputs are protected and help save time.

Productivity + collaboration: The initial objective of EXP’s use of Copilot was to improve productivity. EXP employees are not short on meetings and with Copilot’s integration into Teams, Outlook, Word, PowerPoint, Excel and OneNote, employees are able to automate routine tasks and focus on human-centered work. In many meetings, technical employees are workshopping designs for complex infrastructure projects. Team members share ideas and discuss how to turn them into reality for communities. Copilot acts as a digital attendee, eliminating the need for rapid notetaking. It provides accurate summaries, key points and action items, ensuring effective project progress. It can also share this information with team members who missed meetings or those working on similar projects.

A jump start: In the age of information overload, communicating clearly, concisely and factually is critical. EXP tested Copilot with the communications and marketing teams to learn more about AI’s communications potential. “Change is exciting. When a tool emerged that synthesizes large amounts of data into concise points, we were intrigued at how it could complement our strategies and improve writing and creative processes. We tested Copilot to assist with first drafts, understand market trends and kickstart creative flows. Copilot is now another tool in our toolbox to strengthen our communications and sharpen our brand identity,” said EXP’s Director of Communications Nadia Abou-El-Seoud.

EXP’s integration of Copilot is revolutionizing the way we approach work and further fostering a culture of efficiency and innovation. We are committed to demonstrating how technology can be a force for good. To ensure that is the case, our Information Technology team is closely monitoring the adoption of AI and exploring how it can further bolster security, foster improved productivity and collaboration and streamline operations.