Maximising productivity with Microsoft Copilot for Teams

Microsoft Copilot has quickly become a game-changer for users looking to streamline their communication, meetings, and collaboration. Launched  as part of Microsoft’s initiative to incorporate AI into its suite of products, Copilot works by leveraging the Microsoft Graph and Open AI’s GPT-4 model.

By harnessing this function in Microsoft Teams, Copilot offers insights, drafting capabilities, meeting summaries, and more.  It’s like having an extra member of the team directly embedded into the Teams app helping you to complete tasks more efficiently.

Here’s how you can get the best out of Microsoft Copilot in Teams – with tips, examples, and practical guidance to help best make it work for you.

1. Optimising chat and channel interactions with AI assistance

Enhanced message crafting

One of Copilot’s strengths is helping users with message composition. In the compose box, Copilot suggests edits to match the tone and format you’re aiming for, which can save time while also improving communication quality. If you’re drafting an announcement, for instance, Copilot can help create a professional, concise version of your initial draft or adjust the tone from formal to more conversational if needed.

Summarised updates and customised recaps

For users joining Teams channels after time away, Copilot can quickly catch you up by summarising key points from messages and mentions. This saves you from scrolling through a backlog of messages. With prompts like “Show me the main points from this week,” or “Summarise shared files from today,” you can retrieve updates specifically relevant to your needs. It’s also a useful way to search for information shared in busy channels.

2. Driving meeting productivity and efficiency

In-Meeting summaries and live assistance

Meetings are often packed with information, and it’s easy to miss details when multitasking or jumping between discussions. During a live meeting, Copilot can create a real-time summary, highlighting the critical points, action items, and decisions made. For example, if a project meeting is in progress, Copilot can help outline actions and decisions around budget and resource allocation, making post-meeting follow-ups easier to handle.

Organised Post-Meeting Follow-Ups

After a meeting, Copilot provides a structured recap with follow-up actions, categorised discussion points and details in lists or tables for easy digestion. This feature not only streamlines task assignment but also keeps projects moving without unnecessary delays. By organising discussions into actionable steps, Copilot helps teams stay accountable and on track. It’s especially beneficial for recurring meetings, as you can refer to past notes and align the next session to previous points.

3. Crafting effective prompts for accurate responses

Using specific and clear prompts

Since Copilot’s accuracy relies on the clarity of your instructions, it’s best to provide detailed prompts. For example, asking Copilot to “list unresolved questions in bullet points” or “compare pros and cons of project tools” helps ensure that you get structured, relevant responses. When needed, try rephrasing the prompt or adding more context to help Copilot better understand your request, leading to better responses.

Iterative Prompting for Refined Results

Don’t hesitate to ask follow-up questions if you’re not getting the output you need. An example might be refining a request from “Summarise today’s meeting” to “Highlight decisions from today’s project kickoff.” Working iteratively with Copilot allows you to receive responses tailored to your unique requirements, especially helpful when dealing with complex information.

4. Unlocking Privacy and Security in Microsoft Copilot

Commitment to data privacy

Microsoft ensures that data used in Copilot remains private and secure. It operates under rigorous privacy standards, meaning that any data used by Copilot is not shared with external services or used for broader AI training. This commitment to privacy is critical, particularly in industries with sensitive data such as finance, healthcare, or government, where maintaining confidentiality is essential.

Compliance assurance and user control

Additionally, Microsoft Copilot supports compliance needs for regulated industries. With built-in data management protocols and user control features, it provides a secure and compliant environment. As a result, organisations can feel confident that using Copilot aligns with regulatory standards while providing access to cutting-edge technology to boost productivity.

5. The future of Copilot in Teams

The potential of AI to reshape collaboration and productivity within Teams is just beginning. Microsoft Copilot already enables enhanced meeting management, communication, and project alignment, and as the technology evolves, it’s likely that even more capabilities will be introduced. Organizations can expect to see advancements that make data insights more accessible and improve real-time decision-making further, transforming how businesses communicate and manage workflows.

RMT Technology are experts in Microsoft 365, a product which is included in each of our user packages. If you would like to discuss how to make your business more efficient, get in touch today, not tomorrow.