Section 2: Meeting management

Scenario 15: Separating decisions and actions with their owners

Level: Intermediate · Tools: Microsoft Teams Recap, Copilot in meetings, AI summary; a Teams Premium or Microsoft Copilot license may be required.

Who and in what situation

Ayşe, a project coordinator at a manufacturing plant in Konya, wants to turn the tasks arising from the weekly meeting of the quality, maintenance and procurement teams into a single list. Her question is: “Who will do what, and by when?”

How it is done today

Ayşe prepares a table by combining her notes, the chat and verbal commitments. She confirms items with unclear owners or dates with the team.

How to do it with AI

  1. Open the Recap tab from the meeting chat and select AI summary. The event must have been transcribed. [46]
  2. Enter a prompt in the Copilot panel requesting decisions, open questions and actions under separate headings. Teams can also use Copilot during the meeting to extract key points and suggested actions. [44] [46]
  3. Have the output organized into columns for decision, action, explicitly stated owner, date, source timestamp and verification status.
  4. If the owner or date is not in the transcript, write “not specified”. Obtain human approval before sharing the final list with the meeting owner and relevant people.

Example prompt

Extract only explicitly stated information from this meeting’s transcript and chat. Write decisions and actions in two separate sections. The action table should include the task, explicitly stated owner, explicitly stated deadline and supporting sentence. If there is no owner or date, write “not specified”.

Evidence and real-world example

No independently published case closely matching this scenario was found; the official Teams Recap documentation confirms the AI summary and follow-up tasks sections, while the Copilot documentation confirms action suggestions. [44] [46]

Points to consider

Microsoft states that AI content may be inaccurate, incomplete or inappropriate. [46] A sensitivity label or recording/transcript access restriction may prevent the summary from being shared. [46] This section covers human-verified meeting output, not automatic task creation.

Sources for this scenario

  1. Catch up on meetings with Microsoft Copilot in Teams (support.microsoft.com)
  2. Recap in Microsoft Teams (support.microsoft.com)