M365 Copilot for Project Management Guide

hey there I'm Emma and I'm just going to tell it to you straight if you're running teams meetings without Microsoft co-pilot you're wasting your precious time today as a project manager I want to walk you through how I'm using co-pilot in my day-to-day [Music] work as a project manager my day revolves around one thing meetings preparing for meetings facilitating meetings and following up after meetings meetings meetings meetings now some would say well there's your problem you just need to cut back on meetings but I found to be most effective with my time is actually to have quick standup meetings where I meet with the teams and we discuss things like project progress and if there's any obstacles or blockers but even with short meetings there's still a lot to do I found using co-pilot it feels like having an extra set of hands on the meeting it really frees me up to do what truly matters the discussions and the interactions we actually recently released a 30-minute webinar all about co-pilot where we walk through a lot of real world examples of how we're using co-pilot within our company I sit down with my boss Matt dressle who gives great perspective on how leadership can get value out of co-pilot too so if you're interested in purchasing that and viewing that you can look at the link in the description so to begin let's start with a thought exercise close your eyes and imagine you're on your last road trip are you sitting in the driver's seat are you sitting in the passenger seat if you're in the driver's seat do you have someone in your passenger seat maybe they're helping you navigate or queue up the next podcast okay open your eyes that is really the feeling I get when I'm using co-pilot I think Microsoft's actually really aptly named this tool because it's truly like having a co-pilot next to you as you're driving so using a teams meeting as an example let's think through all of the items you're usually juggling if you're a meeting facilitator so you've got things like opening up the meeting ensuring all the attendees are present teeing up all the topics introducing team members facilitating the discussion asking questions responding to questions capturing notes and action items keeping the team on topic wrapping up the meeting on time you name it the meeting facilitator is probably doing it for me I've really learned that co-pilot can take some of these things off of my plate and although it's not the entire list it takes a few of those busy work items off so that I can really focus on being present and engaging in the discussion you may have seen co-pilot branding across a number of different Microsoft products some of these are free Integrations and some of these require additional licensing today I'm going to be focusing on the ations within teams and Microsoft 365 and I do want to give the disclaimer these do require the additional licensing but in my opinion they're super worth it now when I say co-pilot is my trusty companion that trust was not born overnight it actually took me about a week to really trust that co-pilot can do what it says it can do so let's talk about how to test and how to trust co-pilot's ability to understand so the question I had at the beginning when I first started using using co-pilot was can co-pilot really take comprehensive notes and understand all the human Nuance that's happening during a meeting so I tested co-pilot on a full week of meetings where I was actually capturing my own notes my own action items and then I was comparing it to what co-pilot produced and then I would compare the two this is how I approached really being able to trust that co-pilot was able to capture the same level of detail that I was able to capture in my own notes and action items and to be completely honest I was a little humbled because co-pilot almost did it better than me what I've really come to learn with this tool is that you have to approach it with an experimental mindset meaning if it doesn't work the first time try it again okay so you might be wondering what do I mean by what co-pilot produces versus the notes that I captured so after a meeting that you've turned co-pilot on it actually allows you to analyze we use the phrase interrogate the transcript so you can ask it questions based on the transcript that it captured and actually get your questions answered in regular human language so you can ask it can you generate meeting notes for this can you um list the action items those types of things and it will actually respond in the co-pilot panel so let me show you how to do that so this is an example of a real meeting that I had a couple weeks ago um you can see that this was not a meeting recording I just did a simple transcript so I'm going to click on the transcript and you'll see that I'm just in the teams app here this opens up the transcript obviously super long this would be very painful to have to read through but on the right hand side you can open up the co-pilot panel and this is where you actually enter your prompts to get the responses that you could in theory compare to what you captured yourself what I've come to learn is that prompts really matter and I've tried to approach co-pilot with an experimental mindset because I've realized that if something doesn't work the first time just try it again and see if you get a different answer it almost feels like every every time you put in a question you'll get a different answer from co-pilot so I just encourage you to really try it out I was really impressed that co-pilot can actually understand human Nuance so one prompt that I've been using is when you're looking at a meeting and you're trying to decide you know what were people's feelings around a decision maybe you can actually ask co-pilot uh was this an easy de decision to come to and it will actually respond and let you know if different meeting attendees were upset or in agreement or it felt like there was a lot of disagree agement um it can pick up on all of those things so especially helpful when you missed a meeting and you're trying to figure out quickly without having to go back and watch the entire meeting recording or read the entire transcript uh if attendees were in agreement or if there was anyone that was upset by a certain decision I've also found that you can ask co-pilot super inquisitive questions even about your own workstyle so a couple weeks ago I was dominated a meeting and afterward I asked it I took over this meeting more than I should have where were times I should have let Mike jump in instead of me and co-pilot can actually give you insights from the meeting with reference points on different areas that Mike could have jumped in instead of me so that really helps me with my own professional development so trusting co-pilot with the task of capturing notes is one thing I'm not suggesting that you just blindly trust co-pilot to get everything correct uh one thing that I a phrase that I kind of like to use is this is co-pilot not autopilot so you are still driving you just are doing so with a supportive tool next to you so you do have to fact check co-pilot gives really helpful reference numbers at the ends of all of its responses so you can easily fact check by jumping right to where that uh point is in the meeting recording or in the transcript to really understand what was actually said I haven't found myself needing to correct co-pilot all that often but it's happened enough that I found those reference numbers really useful um I do really like to see where co-pilot is getting making its inference from um within the meeting one example is when people are live in person in a meeting such as a conference room sometimes co-pilot struggles to understand who is speaking so it may say you know Mitch said something when it was actually Benjamin who said that so I know up to this point I've mainly focused on co-pilot within teams but I want to give a couple other examples of how co-pilot can help you across the Microsoft 365 Suite uh especially with some of those really painful busy work items have you ever taken a boatload of notes during a meeting or a brainstorming session and it's just not worth your time to distill them all down into a sharable summary so you just don't do it and end up sending nothing co-pilot can help with that have you ever put off sending an email for a few days because you keep procrastinating to write it even though you know it'll only take a couple minutes to write but you have writer BL co-pilot will help with that do you ever end your meeting saying okay what was everyone supposed to do and you wish you could double check yourself co-pilot can help with that have you ever been using Microsoft whiteboard for a brainstorming session and participants were really engaged and gave a bunch of different responses and the act of having to still all of that information down is super daunting co-pilot can help with that so far the assistance with meetings has been such a value ad to my daily workflow as a project manager but I'm still learning prompts and like I mentioned the experimental mindset so if you have a creative prompt that you really like using that extract good insights out of that transcript definitely leave it in the comments because this is a new tool for all of us so I feel like the more that we can share uh what we're finding to be helpful the better we're all off

Channel: Bulb Digital

Views: 7,933

Keywords: m365, o365, power platform, sharepoint tutorials, copilot, copilot microsoft, ai assistant, generative ai, generative ai explained, large language models, teams, microsoft teams, how to use microsoft teams, ms teams tutorial, learn microsoft teams, working remotely tips, microsoft teams adoption, manage projects in teams

Id: hnSCSoFLakM

Length: 9min 3sec (543 seconds)

Published: Wed May 22 2024