Meeting Intelligence: Where Microsoft 365 Copilot delivers its greatest impact

Cost-effective, cloud-based device management that transforms productivity, visibility and security

Microsoft’s AI assistant, Copilot, has seen remarkable adoption since its launch, with official statistics showing daily usage almost doubling every three months. As its capabilities expand across the Microsoft 365 suite, organisations continue to discover new productivity possibilities.

However, many organisations have become fixated on input/output-based use cases—where users must actively prompt Copilot for assistance. This approach often requires significant behavioural changes and may not deliver optimal returns. In reality, Meetings and Voice functionality represents one of Microsoft 365 Copilot’s most valuable applications, as it enhances collaboration without disrupting established workflows.

In today’s hybrid workplace, with over a million Teams Rooms deployed globally, meeting space experiences have become business-critical. Yet many organisations struggle to provide consistent quality for all participants, regardless of location. Companies that properly configure and update their Teams Rooms solutions can unlock Microsoft 365 Copilot’s full potential through accurate meeting transcripts with proper attribution.

During the pandemic, employees were trained to use Microsoft Teams, making it the largest training and adoption event for the platform. As a result, everyone experienced the impact of back-to-back Teams calls on their time. The number one use case for AI is in meetings and voice technology, helping to reduce time spent in consecutive meetings and freeing up more time for productive work.

Microsoft 365 Copilot’s latest features address these challenges—revealing why Teams Rooms enhancements might be your most valuable AI investment yet.

Where Microsoft 365 Copilot implementation falls short

Despite the powerful AI capabilities now available within Teams Rooms, many organisations continue to focus on input/output Copilot features rather than the more seamless, collaborative enhancements that deliver immediate value without disrupting existing workflows, for a number of reasons:

Economic pressures and operational needs: IT teams are expected to do more with less to maintain operational excellence, and ensure that any new technology investment delivers the best possible return.

• Limited exploration of features: while Teams Rooms hardware is now installed in over a million meeting rooms around the world, it’s often only used for basic video call functionality
  
• Lack of tangible use cases: during the pandemic, there was a pressing need for organisations to invest in collaboration technology for remote workers. However, today’s benefits for better meeting room solutions – such as more efficiency and productivity – are harder to quantify and build use cases for
  
• Workforce resistance: many Microsoft 365 Copilot functions have hitherto been focused on individual users and improving their inputs and outputs. This has required a degree of change in how they work, and some employees may feel wary about facing more changes in how they collaborate, or unsure about how to use AI ethically

• High training and education costs: connected to the previous point, retraining and educating users in AI-assisted work and collaboration can be time-consuming, expensive, and difficult to justify

Building better meetings with integrated AI

An advanced range of new Microsoft 365 Copilot features for Meetings and Voice move the use of AI away from individual users and processes, and towards meeting spaces, workplaces and holistic collaboration:

• Easier speaker identification and attribution: every user can be linked to an individual profile that recognises their voice and face. This allows Microsoft 365 Copilot to link each person’s contributions correctly, which helps generate accurate meeting transcripts and summaries that everyone can rely on
  
• More informative summaries and insights: with more consistent and higher quality meeting summaries, employees can reduce the number of meetings they feel they have to attend, allowing productivity improvements in other areas. This combines with analytics and reporting on desk and meeting usage, which allows organisations to make more informed decisions about workspace capacity and real estate

• Seamless meeting coordination: summaries and insights can be automatically compiled and distributed via Microsoft 365 Copilot, so that all invitees and stakeholders can immediately review the information and decisions discussed

• Better communication across hybrid meetings: the ability to use multiple cameras and audio channels (across Teams Rooms for both Windows and Android) and sync comments to individuals allows virtual attendees to get the same quality meeting experience as those attending in person

Your perfect partner to maximise AI-supported meetings

SCC has all the technology, skills and expertise you need to take full advantage of the advanced range of Microsoft 365 Copilot AI features for Meetings and Voice – whatever the current position of your meeting rooms and collaboration solutions:

• End-to-end support: we can help you every step of the way, from assessment and planning, through design and implementation of new hardware and software, to ongoing management and support
• Expertise and advice: we’re a Gold Microsoft partner with years of experience helping organisations like yours make the most of Microsoft 365 Copilot and Teams Rooms technology
• User adoption programmes: we can help demonstrate the day-to-day value of Microsoft 365 Copilot to your employees, and encourage their buy-in to use more features, and enrol for voice and face recognition
• Ongoing enhancements: with new AI capabilities coming on stream all the time, we work tirelessly to review your estate and add new features as they become available