Teams transcription with Microsoft 365 Copilot opens up significant opportunities for businesses to make their meetings more efficient but also presents complex challenges in its effective use and integration. Investing in this technology can quickly pay off, especially through increased efficiency and better tracking of tasks and decisions from meetings, provided it’s used purposefully. Let’s dive deeper into this matter.

Challenge 1: Transcript Quality

A critical aspect of using Copilot in Teams is the quality of the transcription. Misunderstood names, technical terms, or specific abbreviations can significantly distort the context of an automated summary, reducing the technology’s effectiveness. This challenge is often underestimated, but there are tricks to significantly improve transcription accuracy. During a meeting, participants can correct and adjust transcripts in real-time via prompt to ensure the captured information is accurate. Additionally, Microsoft 365 Copilot allows pre-training the system with specific terms, names, or jargon to increase transcription accuracy. These adjustments are crucial to fully benefit from the transcription feature and ensure that automated summaries accurately reflect the actual content of the meetings.

Challenge 2: Linking Teams to Task Management Tools

Linking tasks generated from transcriptions to management tools like Microsoft Planner, To Do, or external systems via connectors is theoretically possible through Microsoft Graph but currently does not work stably “out-of-the-box.” Even as providers of 365 Copilot training, we had to invest time and patience in configuring our Copilot setup for Teams. It’s advisable to consult experts or train a part of the workforce in dedicated 365 Copilot training for Teams with the goal of creating customized workflows that enable seamless transfer of tasks from meeting summaries to chosen task management systems. Success in this integration crucially depends on a uniform working structure within the team or organization. Members must agree on common practices for naming, prioritizing, and assigning tasks to maximize the efficiency of automated processes. Standardizing workflows facilitates automation and ensures consistent tool use across different teams and projects.

Challenge 3: Human Habit and Integrating Copilot into Daily Workflow

Our experience from 365 Copilot training shows that one of the biggest hurdles in implementing Copilot into daily routines is not technical but human nature. The mere availability of Copilot does not guarantee its use. It’s often human inclination towards familiar work methods that hinders the full integration of innovative technologies like Copilot into daily work. This often leaves the potential untapped in everyday life. To overcome this challenge, targeted support for the change process is essential. The role of an “AI Coach,” similar to an Agile Coach in agile work environments, is very fitting here. An AI Coach not only assists teams with the technical introduction of Copilot but also focuses on promoting the cultural and practical integration of new tools into existing workflows. This includes raising awareness of Copilot’s benefits, guiding effective use, and understanding how Copilot can enhance the efficiency and effectiveness of meetings and task management. Depending on the company philosophy, external support from experts can also be very beneficial.

The key to success lies in gradually adjusting work habits. Through regular workshops, individual coaching sessions, and continuous support in using Copilot in daily life, teams can overcome the barriers of habit. An AI Coach helps foster a positive attitude towards change by making the value of Copilot tangible and turning its use in everyday work into the new norm. Thus, the technology is perceived not as an additional burden but as a valuable tool for increasing productivity.

Ultimately, the successful integration of Microsoft 365 Copilot into daily work is a process that requires both patience and commitment. With targeted support and a willingness to question and adjust existing work methods, teams can fully exploit Copilot’s potential and bring about sustainable change in their meeting culture and task management.

Conclusion

In conclusion, the introduction of Teams transcription through Microsoft 365 Copilot offers businesses a unique opportunity to enhance the efficiency of meetings and automate the management of follow-up tasks. Despite the challenges associated with transcript quality and integration with task management tools, the value is immense, and the investment in Copilot and suitable training quickly pays off.

May AI be with you!

Your PromptingBirds Team

AI Seminars, Consulting, and Coaching with Passion ❤️