Lab 06 - D1 WIM crisis meeting

Lab 06 - D1 WIM crisis meeting

Time: 35 minutes Where: Microsoft Teams Goal: use Copilot and the Facilitator agent during a meeting and turn the result into minutes and tasks. Chapter: Copilot in Teams

Organisation: you work in groups of three. The trainer assigns groups and roles.

Task 6.1 – Set up the meeting (5 min) – Moderator

  1. Teams → Calendar → New meeting: title Krízová porada D1 WIM – group X, invite the other two members, start in 5 minutes.
  2. Add an agenda to the invitation: 1. sensor delivery status, 2. costs, 3. customer communication, 4. tasks.
  3. Join the meeting (audio/microphone as instructed by the trainer).

Task 6.2 – Meeting with Copilot on (12 min) – everyone

  1. The moderator starts Transcription (More → Record and transcribe → Start transcription).
  2. The moderator starts the Facilitator agent (Copilot / Facilitator icon in the meeting – Add agenda and notes).
  3. Play the meeting using the role cards (below). Speak naturally, in your own words, everyone at least 3 – 4 sentences. You may speak Slovak.
  4. During the meeting the Observer asks Copilot (Copilot pane in the meeting):
Summarize the discussion so far. What did we agree on and what is still open?

Which tasks have been mentioned so far and who owns them?
  1. End the meeting.

Role cards

RoleWhat to say (in your own words)
Moderator (head of division)Open the meeting and the agenda. At the end decide: option A – 4 stations by the end of October, 2 in spring. Assign tasks: Tomáš informs the customer by Friday, Peter prepares the cost analysis by 15 October, you send comments on the SENSOTEC amendment by Wednesday.
Project manager (Tomáš)SENSOTEC will deliver the sensors only in week 45 (approx. 6 November). Stations 1 – 4 will be done by 24 October. Installation below 5 °C is not possible. You propose option A, the temporary measures cost approx. EUR 12,000. The customer RSC Východ doesn’t know anything yet.
Observer / Finance (Peter)Estimated cost at completion is approx. EUR 2.2 M against a budget of EUR 1.84 M, i.e. +20 %. We will not sign the SENSOTEC amendment – force majeure must not include subcontractors. You want part of the cost claimed from SENSOTEC. You ask Copilot during the meeting.
If the microphone doesn't work over remote desktop

Play the meeting in the meeting chat (everyone types their lines). Copilot in the meeting can work with the chat as well. Without a transcript no Recap is created – for task 6.3 use Copilot Chat over the document /Prepis_kontrolny_den_D1_WIM (a transcript of a similar meeting) and do the rest of the task the same way.

Task 6.3 – After the meeting: recap and tasks (10 min) – individually

  1. In Teams open the meeting chat → Recap tab (it takes a few minutes to be generated).
  2. Review the notes and suggested tasks (Facilitator / intelligent recap).
  3. In the Copilot pane (in the meeting chat or in Copilot Chat) enter:
Based on the transcript of this meeting write a follow-up e-mail to the attendees: the decision, tasks in a table (who – what – by when) and the date of the next check. Short. In Slovak.
  1. Add the tasks to Planner – from the Facilitator notes (Add to Planner) or manually in the plan of the Team TRAXIA – Vedenie divízií.

Task 6.4 – Summarize a channel (8 min)

  1. Open the Team TRAXIA – Vedenie divízií → channel Projekt D1 WIM.
  2. Copilot in the channel (Copilot icon top right):
Summarize what has been discussed in this channel. What problems are open and who promised what to whom?
  1. In the Servis channel: “Which issues is the service team dealing with and how do they relate to the complaint from RSC Stred?”
  2. Bonus: in Copilot Chat: “What happened around D1 WIM in the last week in e-mails, chats and meetings? Timeline.”

Check

  • Copilot correctly summarized the decision (option A) and open questions during the meeting
  • I have a follow-up e-mail with a task table
  • At least 2 tasks are in Planner with a due date and an owner
  • I can summarize a Teams channel with one prompt