Lab 05: Manage meetings with Teams

Scenario

You are still the HR Officer at Mayfield Bank Berhad. Following the email exchange in Lab 04, HR leadership called a short meeting to discuss the AI Usage Guideline approval. The meeting was recorded in Teams. You joined late and missed the first 15 minutes. You need to catch up and produce a clean follow-up for all participants.

In this lab, you learn how to:

  • Use Copilot in Teams to summarise a meeting you partially missed.
  • Ask specific questions about what was discussed.
  • Extract action items and owners from the transcript.
  • Draft a follow-up message to all participants.

This lab should take approximately 30 minutes.

Part A: Guided Exercise

Task 1: Access the meeting recap

  1. Open Microsoft Teams and go to your Calendar.

  2. Select the meeting named AI Usage Guideline, Stakeholder Review (your trainer will have set this up or will demonstrate using a sample meeting).

  3. Select the Recap tab inside the meeting detail view.

  4. Review the auto-generated summary, chapters, and key points that Teams has produced from the transcript.

    Note: The Recap tab is only available if the meeting was recorded and transcription was enabled. If your training environment does not have a live example, your trainer will demonstrate this using a shared recording.

Task 2: Ask Copilot about the meeting

  1. In the Recap tab, find the Copilot section or select Ask Copilot.

  2. Type the following:

     What decisions were made in this meeting?

  3. Then ask:

     What concerns were raised about the sensitive data section of the guideline?

  4. Then ask:

     Who was assigned to update the guideline before the next review?

    Note: Copilot answers based strictly on the meeting transcript. If something was not said in the meeting, it will tell you so rather than guessing.

Task 3: Extract action items

  1. Type:

     List all action items from this meeting. For each one, include the person responsible and the agreed deadline if mentioned.

  2. Compare the Copilot-generated list against the Action Items tab that Teams generates automatically. Note any differences.

Task 4: Draft a follow-up message

  1. Type:

     Draft a follow-up message to all meeting participants. Include a brief summary of what was discussed, the key decisions made, the action items with owners, and the next review date. Keep it professional and under 200 words.

  2. Copy the draft and paste it into the relevant Teams channel or chat. Review it carefully before sending, adjust names, dates, or wording as needed.

    Note: Always review Copilot-generated messages before sending. Copilot may phrase things in a way that does not match your team’s communication style.

Prompt practice

Weak prompt Better prompt Why the better prompt works
Summarize meeting. Summarise this meeting. Separate confirmed decisions, concerns raised, action items with owners, and unresolved questions. Gives categories that are useful for project tracking.
What happened? What concerns were raised about the sensitive data section of the HR AI Usage Guideline in this meeting? Targets a specific topic rather than requesting a general summary.
Write follow up. Draft a follow-up message to all meeting participants. Include a brief summary, key decisions, action items with owners, and the next review date. Keep it professional and under 200 words. Specifies all required elements and sets a length limit.

Extended practice

  • Ask Copilot to identify any questions that were raised but not fully resolved in the meeting.
  • Ask Copilot to separate what was agreed from what was still being discussed at the end of the meeting.
  • Ask Copilot to produce a one-paragraph executive summary of the meeting suitable for a stakeholder who was not present.

Part B: Independent Exercise

Scenario: You are an Operations Manager at Mayfield Bank Berhad. Your team just held a 45-minute project kick-off call for the bank’s upcoming Core Banking System upgrade. You missed the last 10 minutes.

Using what you practised in Part A, complete the following with minimal guidance:

  1. Open the recap for the Core Banking Upgrade, Project Kick-off meeting (your trainer will direct you to this).

  2. Ask Copilot what the main concerns were about the migration timeline.

  3. Extract all action items with owners and deadlines.

  4. Draft a follow-up message to all participants covering the summary, decisions, action items, and next steps.

Lab complete

You have used Copilot in Teams to catch up on a meeting, extract decisions and action items, and produce a follow-up, all without rewatching the recording. In Lab 06 you will use Copilot in Forms to collect employee feedback on the guideline.