Savvy engineers are always on the lookout for ways to enhance their productivity and improve their collaboration. The introduction of Microsoft 365 Copilot has brought about a significant transformation in the way our engineers work here at Microsoft. Tools like GitHub Copilot and Copilot Studio have become essential for streamlining coding tasks, but the real revolution has been the arrival of Copilot. It has opened new possibilities for enhancing crucial soft skills like communication, program management, collaboration, and emotional intelligence, which are sometimes overlooked. Copilot has been a powerful ally with these softer skills, with capabilities that extend beyond coding and development.
Challenges in promoting Microsoft 365 Copilot
When Microsoft 365 Copilot was first introduced to our engineering team in Central & Eastern Europe (CEE), we faced several challenges. Our engineers were skeptical about the ability of Copilot to meet their needs and make them more productive. Many perceived it as more suited for administrative or managerial tasks rather than core engineering functions. Additionally, there was a lack of awareness about the full spectrum of capabilities offered by Copilot, leading to underutilization. We had our work cut out for us as we attempted to change perception and demonstrate real value for our engineers.
Identifying needs and driving usage
To address these challenges, we embarked on a series of activities aimed at demonstrating the value of Copilot to engineers. In Microsoft Digital, the company’s IT organization, we’ve learned that the best way to confront a skeptical audience is to listen carefully to their concerns, provide in-person hands-on training, and “make it real” by applying AI to their day-to-day challenges.
Some ways we did this include:
- Focus group sessions on understanding engineering persona: We conducted focus group sessions to discuss engineers’ day-to-day scenarios and identify needs that could be addressed by using Copilot. We looked for benefits beyond engineers’ core work as programmers, as many of them were satisfied with the coding assistance available from GitHub Copilot.
- Hands-on training sessions: We gave our engineers opportunities to see first-hand how they could leverage Copilot to assist with tasks such as ideation, project planning, and technical documentation. As a result of these sessions, they learned how to use Copilot to generate diagrams, create user stories, and draft technical documents efficiently. This hands-on approach helped engineers understand the practical benefits of using Copilot in their daily work.
- Showcasing practical use cases: We highlighted real-life examples of how our engineers’ peers have integrated Copilot into their daily routines. Highlighted examples included summarizing emails, drafting documents, and generating technical design documentation. By demonstrating these practical applications, we showcased the immediate benefits of using Copilot in everyday tasks.
Maximizing the value of Copilot for engineers
Based on the insights gained from our adoption activities, here are 10 practical suggestions for how engineers can make the most of Copilot’s features:
- Streamline meeting preparation: Copilot assists in setting up meetings by generating agendas and drafting meeting invites using simple prompts. This reduces the time spent on administrative tasks and ensures that meetings are well organized. Additionally, Copilot can help summarize notes and action items from previous meetings to enhance collaboration and efficiency.
Prompt example: Generate a detailed agenda for the upcoming meeting on date with the following topics: list of topics. Include any relevant notes or action items from previous meetings references. Additionally, draft a meeting invitation that includes the agenda, meeting location, and any necessary instructions for attendees. Ensure the invitation is clear and professional.
- Master effective communication: Utilize Copilot to draft and refine emails, documents and presentations. This ensures that messages are clear, concise, and impactful, improving overall communication with team members and stakeholders. Copilot can also suggest tone adjustments and provide templates for various communication scenarios to enhance the professionalism and effectiveness of engineers’ interactions.
Prompt example: I need to review and improve the document reference related to the project name of project. Please provide a list of suggestions for enhancing the clarity, accuracy, and overall quality of the document. Consider the document itself and any guidelines or standards reference to specific guidelines and/or standards. The suggestions should include improvements in structure, language, formatting, and content. Ensure that each suggestion is practical and easy to implement.
- Optimize time management: Copilot can help prioritize tasks and set reminders for important deadlines. This helps engineers manage their time more efficiently and stay organized. By integrating with engineers’ calendars and task-management tools, Copilot can provide a holistic view of their schedule and suggest optimal times for focused work and collaboration.
Prompt example: I’m having challenges managing my time due to a high volume of meetings. Please help me prioritize my meetings for the next week to optimize my time management. Consider the following criteria for prioritization: Importance: How critical is the meeting to my goals and responsibilities? Duration: How long is the meeting scheduled to last? Preparation Required: How much preparation is needed before the meeting? Impact: What is the potential impact of the meeting on my projects or team? Frequency: How often does this meeting occur? (Prioritize less frequent, high-impact meetings.) Delegation: Can the meeting be delegated to someone else? Provide a prioritized list of meetings for the next week based on these criteria.
- Generate comprehensive technical documentation: Copilot in Word can be used to generate technical design documents. Engineers can quickly create diagrams and information needed to produce comprehensive and accurate documentation. Copilot can also assist in maintaining version control and ensuring that documentation is consistently updated and aligned with project developments.
Prompt example: I need to document a new software feature. Please provide a step-by-step guide for creating comprehensive technical documentation for Feature name. Consider existing documentation reference and code repositories reference. The document should include the following sections: Introduction, Feature Overview, Installation Instructions, Usage Instructions, Troubleshooting, and FAQs. Ensure that each section is detailed and easy to understand.
- Simplify gathering feedback: Copilot in Forms simplifies the process of creating surveys and forms to gather information from within and outside the organization. Copilot in Word or Excel can also analyze survey results and generate insights, helping engineers make data-driven decisions.
Prompt example: I need to gather insights from feedback forms for the product name of product. Please provide a summary of key insights from reference document. The summary should include the most common themes, positive feedback, areas for improvement, and any actionable suggestions. Ensure that the insights are clear and easy to understand.
- Prepare for standups efficiently: For daily standups, engineers use Copilot Chat to create user stories and update tasks in Azure DevOps. This helps them stay on track with their sprint goals and collaborate effectively with product managers. Copilot can also provide summaries of previous standups and highlight key discussion points, ensuring continuity and focus.
Prompt example: Create user stories and tasks for the new feature development feature reference based on the project name of project requirements reference document.
- Foster collaboration and teamwork: Use Copilot in Whiteboard to facilitate collaborative brainstorming sessions and project planning. This fosters a collaborative environment where team members can contribute ideas and work together seamlessly. Copilot can also capture and organize brainstorming outputs, making it easier to translate ideas into actionable plans.
Prompt example: Create a collaborative whiteboard for brainstorming ideas on improving the user interface of the product product name using information in reference.
- Enhance leadership and management: Copilot can assist in creating structured feedback, performance reviews, and development plans for team members. This helps engineering managers provide constructive feedback and support their team’s growth effectively. Copilot can also suggest personalized development resources and track progress to ensure continuous improvement.
Prompt example: Find and summarize my emails from the last month where my team received appreciations for the product product name. Create bullet points for development milestones achieved during this period.
- Resolve conflicts thoughtfully: Use Copilot to draft thoughtful and empathetic responses to resolve conflicts or address concerns within the team and promote a positive and respectful work environment. Copilot can also provide conflict resolution strategies and mediation techniques to help employees navigate challenging situations with confidence.
Prompt example: Please provide ideas on how to resolve a conflict within my team. The conflict is describe conflict. The goal is to improve team collaboration and reduce misunderstandings. Consider best practices for conflict resolution and provide actionable strategies.
- Encourage continuous learning: Leverage Copilot to identify and recommend learning resources tailored to engineering needs and interests. Whether it’s technical skills, soft skills, or industry trends, Copilot can curate a personalized learning path and provide access to relevant courses, articles, and workshops. This ensures that employees stay updated and continuously develop their expertise.
Prompt example: Please provide a step-by-step guide on how to encourage continuous learning within a team on capability name. The goal is to enhance team skills and foster innovation. Consider best practices for continuous learning and provide actionable strategies.
By integrating these innovative practices into their daily workflow, engineers can leverage Microsoft 365 Copilot to not only boost their technical productivity but also significantly enhance their soft skills. This holistic approach will help them become more effective and well-rounded professionals, ready to tackle the diverse challenges of the modern workplace.
Unleashing the power of Copilot: a transformative journey
The journey to promote Copilot within our engineering community is underway and initial results are promising. By addressing initial skepticism and demonstrating the practical benefits, our engineers are now seeing the value of Copilot to enhance their technical and soft skills. With a solid foundation to build on, our engineers will continue to explore and embrace these capabilities, finding new ways to innovate, collaborate, and excel in their roles.
Here are some ways engineering teams can use Copilot to enhance your engineers’ productivity and collaboration:
- Use Copilot for meeting preparation: Using Copilot to generate agendas and draft meeting invitations ensures well-organized and efficient meetings.
- Enhance communication skills: Copilot can draft and refine emails and presentations, improving the clarity and impact of communication.
- Optimize time management: Manage time efficiently and stay organized by using Copilot to prioritize tasks and set reminders.
- Generate technical documentation: Ensure accuracy and consistency with Copilot in Word and create comprehensive technical design documents. and
- Foster collaboration: Facilitate brainstorming sessions and project planning with Copilot in Whiteboard to promote teamwork and idea sharing.
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