Supercharge Your Meetings with AI

Here’s a fun and timely topic we trained on in a recent Monthly Tech Bytes. It’s something that everyone in business deals with – corporate, entrepreneur, big teams or a lone wolf. 

Meetings. 

The meeting itself can be simple and straightforward. Networking, discovery calls, project deployment, delegation – there are plenty of reasons to be in the room (or on the zoom) with people, and that’s not changing. A mere 30-60 minutes of your time (hopefully, right??). 

The challenge is in the details: scheduling, summarizing, taking action and follow ups. 

If we aren’t careful, we’ll end up stuck in the cycle of disorganized post-meeting report outs, endless email threads to schedule (or reschedule), missed follow ups and overlooked action items. Let’s not go there. Let’s rethink how we tackle meetings. 

Microsoft has your back with a host of AI powered tools – MS Copilot, Bookings, Outlook’s scheduling poll – and you have the power to transform your meetings from chaotic to coordinated. Let’s dive in. 

When Can You Meet?? 

Let’s start with the basics: getting the meeting on the calendar. If you're still sending emails back and forth to find a time that works, there's a better way. Microsoft Bookings allows you to share your availability so others can simply click, book, and move on. No more email ping-pong. 

For group meetings, Outlook’s FindTime scheduling poll is a game-changer. You send a poll to all participants, and it automatically checks everyone’s calendars to suggest the best time. It’s especially useful when coordinating groups. One-on-one meetings are easy—but when you’re wrangling five or more calendars, FindTime saves hours and your sanity. 

Wait, What Did They Say Again? 

Once your meeting starts, AI steps in again. Microsoft Copilot in Teams offers automated transcription and real-time summarization, capturing everything as it happens. 

You can easily go back to search for key words, specific information and requests. Pay attention in the moment rather than scrambling to take notes and missing what comes next. You can easily grab the actual exchange and summary post-meeting. 

Follow-Up With Confidence 

Here’s where things get magical. After the meeting, Copilot can generate a follow-up email based on the meeting notes. You simply tell it who the message is for—your customer, your colleague, or your manager—and it drafts the email for you. 

Of course, you can tweak the message to add your own tone or flair. But the heavy lifting is done. You’re not starting from a blank page, and you’re not trying to remember what was said. It’s all there, ready to go. 

Taking Action Has Never Been So Easy 

Copilot also helps track action items. Whether it’s assigning tasks, setting deadlines, or flagging blockers, AI ensures nothing slips through the cracks. You can revisit the meeting recap anytime to see what was decided and who’s responsible. 

Can you imagine this? Everyone might have different responsibilities, but Copilot helps clarify and document them—so follow-through becomes second nature. Ah! Brilliant. 

Think About It... 

Go ahead and let your mind wander. Envision a world where meetings are actually productive rather than problematic. Scheduling becomes seamless. Transcripts keep the players in sync. Summaries are easily sent. Action items go out quickly and follow ups become a breeze. 

Microsoft sees you. They’ve created these tools to make your work life easier. You’ll find your way to collaboration, clarity and results faster, making time for innovation. That’s time you wouldn’t have if you were chasing down the details that these tools are designed to harness for you. 

So the next time you’re setting up a meeting, skip the email chain. Use Bookings. Use FindTime. And when the meeting ends, let Copilot handle the recap. Your future self will thank you.