Hours of meeting recap work each week — handled automatically.

The situation

A busy supplier team living in back-to-back Teams meetings.

This 25-person parts supplier in Elkhart works across a web of clients, vendors, and internal teams — and a significant portion of that coordination happens in Microsoft Teams meetings. That's not unusual for a business at their size and complexity. What was unusual was how much time it was costing them.

One team member in particular had taken on the role of unofficial meeting recorder. After nearly every call, she was manually writing up notes, summarizing what was discussed, pulling out action items, and sending follow-ups to participants. It was thorough, valuable work — and it was eating a substantial chunk of her week.

The problem

Too much time spent documenting, not enough time doing.

The issue wasn't that meeting notes were being taken — that's important. The issue was that a skilled team member was spending hours every week on work that didn't require her specific expertise. Time spent transcribing a call is time not spent on the actual job she was hired to do.

There was also a quality and consistency problem baked in. Manual notes vary depending on who's writing them, how tired they are, and how fast the conversation moved. Critical action items get missed. Details get softened or forgotten. The recap that goes out doesn't always match what everyone remembers happening.

What we did

Deployed Microsoft 365 Copilot to the people who needed it most.

When this client described the problem, the answer was immediate: Microsoft 365 Copilot. One of its core capabilities is automatic Teams meeting transcription, intelligent summarization, and one-click recap emails that go out to every participant with action items clearly listed.

Rather than rolling it out to all 25 employees, we took a targeted approach — licensing Copilot for the handful of team members whose roles involved the heaviest meeting load. That kept costs in check while putting the tool exactly where it would have the most impact.

Setup was straightforward on their existing Microsoft 365 tenant. Within a short window they were running live meetings with Copilot active, and the results were apparent almost immediately.

The result

They were blown away — and so was everyone on the call.

The first real-world test left no doubt. The Copilot-generated recap was more complete and more accurate than anything that had been produced manually, and it was ready the moment the meeting ended. The team member who had been spending hours on this work each week sent it out immediately to all participants and waited to see the reaction.

The feedback was immediate and unanimous. What had been a time-consuming, imperfect manual process was now handled automatically — and done better than it had ever been done by hand.