How to Optimize Teams Meetings with Copilot
Want to save time preparing for meetings & start collaborating better than ever?
Copilot can supercharge your pre- and post-meeting experiences with easier scheduling, prepping, agendas, follow-ups, and more. Using Copilot in Teams can help to inform and align your team before the next key client call or stakeholder meeting. Copilot can even help post-meeting by providing recaps and action items. Are you ready to operate more efficiently and think more creatively? Let’s see how Copilot can help optimize your Teams meetings.
Using Copilot for Meeting Scheduling and Logistics
We’ve all been there. You send an email to jumpstart a discussion about an upcoming quarterly meeting. Just a few questions about possible travel dates, hotel preferences, client dinners, and a potential agenda. Sounds reasonable, right? However, what began as an attempt to organize the few becomes herding the many. A couple of people are added, and they chime in on the agenda. The person responsible for booking travel and hotels is added. I think you know where this is headed. More conversations are being juggled between more people.
The result? The email thread has turned into a meeting. The fix? With the new Outlook for Windows and an MS365 Copilot (Work) license, “Schedule with Copilot” is just a click away. An Outlook calendar invite will pop up, automatically adding everyone on the email thread as required attendees. A proposed agenda and quick email summary will be provided. Even the original email thread gets attached. Copilot can also select the nearest available time slot for all attendees!
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Want to give everyone at least a 24-hour notice for meetings? No problem. You can still use Scheduling Assistant if needed. To edit, click “insert” and manually revise the agenda. Giving adequate notice, pick a time that works for everybody, review the summary for accuracy, and send the invite.
Using Copilot for Meeting Prep
Back-to-back meetings don’t allow for much prep time in between. Forget navigating to Outlook for the calendar invite. Who has time for that? Let Copilot do the heavy lifting in Teams. For work-related meetings, it’s easy. Select “Work” to draw from your organization’s resources and materials. Ask a simple question like “Help me prepare for my next meeting.” Copilot will generate a few key pieces of information like meeting topic, time scheduled, agenda, invite information, discussion summary, and attendees list. It can also refer to how the meeting was initiated.
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Preparing for a new client and need background information? Stop time-consuming searches through LinkedIn accounts and company websites. Grab information with Copilot queries about the company’s background, executive leadership, and current initiatives. Copy the results, click “Edit in Pages,” and paste. Edit away, but make sure to validate! That’s easily done by adding a comment to your collaborator: “Can you validate this list? Are there any other initiatives we should be aware of?” and sending it off.
Using Copilot To Set an Agenda
With basic meeting prep finished, it’s time to set an agenda. Accessing Copilot through Teams, ask a simple question like “Provide me with an agenda for a new customer in industry X. We want to talk to them about our workshops.” This will generate a proposed agenda and a good starting place for you to review and edit as needed.
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Want the team involved? Easy. Select “Edit in Pages,” and the Copilot-produced material will be put into a page format. Edit as needed and create a link to invite the team to contribute.
Using Copilot for Post-Meeting Follow-Up and Recap
Do you often play an active part in busy meetings? Maybe you scribble rough notes before moving on to other meetings or tasks. But later, getting ready to send out a post-meeting follow-up, you can’t decipher your notes or remember exactly what was discussed and agreed upon. Have no fear! Copilot can perform some of those manual tasks with just a little preparation. Always make sure that transcription is turned on for your meeting. The Teams transcription “View Recap” option allows you to access meeting summaries and action items. This provides a high-level overview, descriptive subtext, and a reminder of who is tagged for each action item. All can be copied into a follow-up email post-meeting.
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Don’t have time to read through the whole summary? Ask Copilot questions about your specific action items: “Were there any action items for me?” You’ll be provided with a list to follow up.
Copilot is a great tool for collaboration and joint preparation.
It fosters a collective effort where different subject matter experts can come to the table together. Key to helping teams collaborate, Copilot can ensure the entire team is both aligned and informed going into your next client call or stakeholder meeting.
It's always a good time to get your business on the right track.
Want to know more about how we can help your business leverage Copilot?
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