Revolutionizing Remote Workshops with Microsoft Copilot: How AI Transforms Analysis, Scoping, and Design

Workshops are the backbone of discovery, design, and collaboration in any project. And when done remotely, without whiteboards, parchment paper and sly nods to colleague in the corner, we have had a few years to master the different complexities and opportunities of remote A&D workshops. While we already have out unique set of tools with Miro or Microsoft Whiteboard, and Microsoft Teams (or Zoom), the world of automation and efficiency is still in it’s growth phase for including AI in these data and requirement gathering processes. That’s where Microsoft 365 Copilot steps in. Especially Copilot in Teams.

Microsoft 365 Copilot in Teams is an AI-powered assistant that doesn’t just participate in the background of workshops but actively transforms the way you run analysis, scoping, and design workshops. Copilot isn’t here to replace human insight; instead, it amplifies your specialist’s ability to deliver meaningful results in less time, specifically in remote settings.

Copilot is more than just an AI tool; it’s a virtual assistant that helps streamline your workshops by automating key tasks and improving overall collaboration. Here are practical ways you can leverage Copilot to elevate your remote analysis, scoping, and design workshops.

1. Real-Time Support During meetings

It’s easy to lose track of discussions during a workshop—whether you’re distracted for a moment or a key point flies by too quickly. With Microsoft Copilot integrated into Teams – as long as you’re licensed and the invite came from your organization- you can ask real-time questions to help you stay engaged and focused. For example:

• Ask clarifying questions like “What did Michelle just say?” or “Which requirement are we trying to solve?” Copilot will pull up the relevant parts of the discussion so you can refocus without interrupting the flow of the meeting. Also great for reminding you of someone’s job role or an acronym definition without having to scroll through notes or the transcript.
• Seek help responding to questions in real-time. If you’re asked something on the spot, you can quickly ask Copilot to help you craft a response. Such as typing “Help me answer this question” even before the speaker has finished asking and you need help framing a response, Copilot can suggest potential answers based on the meeting context and your previous discussions.
• Get quick reminders about key details or actions mentioned earlier in the meeting, ensuring you don’t miss anything important.

This instant support allows you to stay engaged without feeling overwhelmed, making the overall experience smoother and more productive for both you and your clients.

2. Instant Summaries and Meeting Recaps

One of the most time-consuming aspects of any workshop is documenting key takeaways. With Copilot, that process becomes effortless. Once the workshop wraps up, the last thing you want is to spend hours combing through notes to write up a recap. Copilot simplifies this process by:

• Automatically summarizing the conversation in real time throughout so you can easily confirm key takeaways and next steps.
• Draft meeting recaps immediately after the session, ensuring you don’t waste time trying to remember details later. These summaries can be shared with clients and stakeholders instantly, keeping everyone on the same page.

By automating this task, you reduce the risk of missing actions and you free up more time to focus on deeper discussions during the workshop itself, rather than typing up notes or reading transcripts.

3. Building User Stories from Requirements

When scoping a project, accurately translating client needs into user stories is crucial. There is often long processes following a multi-hour workshop to generate potentially hundreds of user stories. While there is no complete replacement for your expertise, with Copilot, you can:

• Automatically generate draft user stories from the requirements discussed in real-time. As clients describe their needs, Copilot can take those inputs and transform them into high level structured user stories with acceptance criteria, mapping out the key functionality discussed, so nothing falls through the cracks..
• Create backlog items Using Microsoft 365 you can use Copilot in Excel to help generate the data rows based on the discussion draft user stories to bulk create new records then import direct into DevOps

This helps ensure that the project scope is aligned from the start, reducing the risk of scope creep and ensuring that the development team has a clear roadmap moving forward.

4. Tracking and Automating Action Items

Workshops can produce a ton of action items that need to be tracked and delegated. With Copilot, this becomes a seamless process:

• Automatically assign tasks based on discussion points during the workshop, creating to-do lists or updating task management systems.
• Track follow-ups by setting reminders or generating email drafts for post-workshop communication.

This level of automation ensures accountability and follow-through, keeping both you and your clients organized and aligned.

5. Creating Playback Decks in PowerPoint

After your workshop, communicating key takeaways and next steps in a visually engaging way can help reinforce decisions and align the team. With Copilot in PowerPoint, you can:

• Automatically generate a playback deck summarizing the discussion, insights, and actions from the meeting.
• Quickly build professional slides that capture important milestones, requirements, and decisions, making it easy to share with clients and stakeholders.

This saves you time in preparing presentations, while ensuring all relevant details are included and professionally presented.

6. Turning Meeting Summaries into Action Plans in Word

Following up on workshops often involves expanding high-level meeting notes into detailed action plans. In Microsoft Word, Copilot can:

• Re-expand meeting summaries into structured, detailed action plans with timelines and assigned responsibilities.
• Ensure consistency and clarity by using the information captured in your workshop to draft comprehensive plans that can be immediately shared and implemented by your team.

By automating this process, Copilot allows you to quickly move from discussion to execution, ensuring the team has a clear roadmap to follow.

7. Visualizing Requirements and Design Concepts

Complex discussions often benefit from quick visuals to bring ideas to life. Copilot can assist by:

• Generating mock-ups or diagrams based on verbal descriptions, allowing your team to visualize concepts in real-time.
• Offering design suggestions from past projects or industry best practices to inspire brainstorming and innovation.

By turning abstract ideas into tangible visuals during the meeting, Copilot helps foster a more collaborative and efficient workshop environment.

Transform Your Remote Workshops with Copilot

With these practical uses of Microsoft Copilot, running remote workshops no longer feels like a compromise. From real-time meeting recaps and automated task creation to answering complex questions on the spot, Copilot allows you to focus on what really matters—driving results and building stronger solutions for your clients.

Why not start using Copilot in your next remote workshop and experience the difference firsthand?