💡 Friday Top Tip · COPILOT Academy

💡 Friday Top Tip

💡 Friday Top Tip: Create a Custom Teams Summary for Every Client Meeting

If you're already using Teams Transcription and Copilot, the new Custom Summary feature is one of the easiest ways to standardise how client information is captured across your business.

Instead of asking Copilot different questions after every client call, you can create a reusable template that automatically extracts the information you need in the same format every time.

🎯 Why Use a Custom Summary?

✅ Consistent client records

✅ Standardised meeting documentation across the team

✅ Faster CRM updates

✅ Easier handovers between colleagues

✅ Ensures important information isn't missed

✅ Creates a repeatable process for candidate and client meetings

✅ Improves reporting and knowledge sharing

📋 Step-by-Step Guide

Step 1: Run Your Teams Meeting with Transcription Enabled

Start or join your Teams meeting
Turn on Transcription
Complete your client meeting as normal

The Custom Summary uses the meeting transcript to create a structured summary based on your template.

Step 2: Open the Meeting Recap

After the meeting:

Open the meeting chat
Select Recap
Click the Custom Summary tab

You will see any existing templates along with the option to create a new one.

Step 3: Create Your Template

Click + Create Template

Give the template a meaningful name, for example:

Client Discovery Call Summary
Client Requirements Meeting
Candidate Interview Summary
Customer Review Meeting

Choose a name that clearly identifies the purpose of the summary.

Step 4: Define Your Standard Structure

Build the template using the information you want captured from every meeting.

Example:

Client Name

Meeting Date

Attendees

Business Overview

Current Challenges

Objectives Discussed

Requirements Identified

Projects Discussed

Risks & Concerns

Key Decisions

Actions Agreed

Action Owner

Target Date

Follow-Up Required

Next Meeting Date

The more structured your template, the more consistent your meeting records will become.

Step 5: Save the Template

Once you've built your structure:

Click Save Template
Make it available for future meetings

You only have to build the template once.

Step 6: Generate the Summary

After every client meeting:

Open Custom Summary
Select your template
Click Generate Summary

Copilot will review the transcript and populate each section automatically using the information discussed during the meeting.

Step 7: Review and Refine

Before saving:

✅ Check action items

✅ Confirm dates and names

✅ Review key decisions

✅ Add any additional context if required

Think of this as a quality check rather than rewriting the entire summary.

Step 8: Save the Output

Copy the completed summary into:

CRM
SharePoint
OneNote
Client records
Internal knowledge bases

This ensures every client interaction is documented consistently and can be easily referenced in the future.

🚀 Key Takeaway

Don't just transcribe meetings. Standardise them.

Creating a Custom Summary template in Teams ensures every client meeting is documented in the same structured format, making follow-up, reporting, CRM updates and collaboration significantly faster and more consistent across the business.

A few minutes spent creating a template today can save hours of administration every week. 💪🤖

Mr Copilot's Friday Top Tip ☕🚀: Work smarter, not harder. Let Teams capture the conversation while your template captures what matters. 😎✨

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💡 Friday Top Tip