Harnessing AI: elevating organizational efficiency and personal productivity

  • 14/09/2023

From voice assistants like Siri and Alexa to personalized recommendations on streaming platforms, AI algorithms are constantly working behind the scenes to enhance our user experience. But the impact of AI goes beyond just convenience and entertainment. It can significantly enhance organizational efficiency and boost personal productivity. In this article, we will explore what an AI-powered organization using Microsoft products could look like.

Productivity tools

Microsoft’s Work Index Trend again confirmed a widely acknowledged truth: the velocity of work is surpassing our capacity to cope. This is precisely where the untapped potential of artificial intelligence (AI) tools comes into play, augmenting employee well-being. By alleviating stress, AI tools permit employees to concentrate on the most significant aspects of their work.

We dive into a few of the most interesting tools already available.

Diederick Hallynck

GTM Director - R&D

Joni Sabbe

Business Application Owner

Intelligent writing assistance

Microsoft put AI-powered text predictions live in 2021. Leveraging machine learning, it analyzes the content within your document and provides relevant suggestions. Suggested replies take this a step further. Upon opening a message (email or Teams chat), you will be presented with a selection of contextually appropriate replies. Depending on the content, a suggestion to schedule a meeting might even be provided.

Clear and thoughtful communication is crucial for any organization. Microsoft Editor now assists users in refining their message delivery in emails, chats, and documents. The AI can recommend adjustments, such as transforming "This is a complete waste of time" to "I don't think this is a good use of time," thereby enhancing the overall tone. The tool also suggests ways to make sentences more concise and clear. Furthermore, summarizing capabilities enable the reader to consume relevant information in a quicker way.

Ever forgotten vital discussion points from previous meetings? Most likely, someone took notes, but locating them can be a challenge. Enter Meeting Insights - Microsoft's intelligent system designed to effortlessly retrieve content related to your meeting.

The above is an example of horizontal AI. It provides general-purpose intelligence across multiple domains. However, businesses also benefit from the specialized functions of vertical AI tools, which cater to specific aspects of an organization.

The Human Resources (HR) department, for example, can leverage AI-based candidate assessment tools to screen resumes and select top candidates. Advanced AI applications can even predict employee turnover and optimize HR processes, ensuring a more efficient hiring and retention strategy.

Maximize sales meeting preparation with Microsoft Sales Copilot

As a salesperson, preparing for meetings often consumes a significant amount of time. Microsoft Sales Copilot consolidates the functionalities of CRM, Microsoft 365, and Microsoft Teams to streamline the preparation process. With Microsoft Teams, the system generates a transcription of your meetings, offering valuable insights for meeting follow-ups and evaluations. By putting crucial customer information at your fingertips, Microsoft Sales Copilot not only generates insights but also simplifies administrative tasks, saving time and effort.

Transforming feedback into actionable insights

Utilizing AI-powered form generators offers dual benefits: assisting in form preparation and analyzing the collected results. AI technology can identify patterns and trends within the responses, helping businesses to uncover valuable insights and make informed decisions.

By transforming feedback into actionable strategies, companies can effectively address customer needs and stay ahead in the competitive market.

AI-generated content

In the past, content generation was mainly the responsibility of the marketing department. However, it has evolved into a much wider concept, now utilized by numerous departments within an organization. Here are a few examples:

  • Textual: Commercial departments can leverage AI tools, such as Copilot, to draft sales proposals efficiently.
  • Visual: IT departments can create images or diagrams with the help of AI-generated image tools, leading to more engaging and comprehensible ways to explain technical concepts during training sessions.

AI to create impactful visuals

Microsoft Designer can help you create visuals. As an AI-driven feature, this tool not only helps you in crafting visuals but also suggests improvements along the way.

However, it is important to acknowledge that AI-powered tools, like Microsoft Designer, are still a work in progress. For instance, when trying to embed company logos or limit font usage, the results may not always be satisfactory. Nevertheless, the continuous refinement of these features brings us closer to perfection every day.

By the way, did you notice our header image? :)

Microsoft Copilot: From Blank Pages to AI-Generated Drafts

As introduced earlier, Microsoft Copilot can assist you in many Microsoft Apps. Its capabilities involve setting up Excel formulas and generating entire PowerPoint slides. This means that users no longer need to begin their work from scratch; they can start from an AI-generated draft instead. Of course, it is essential to remember that these drafts often require fine-tuning by human experts, ensuring the final output meets organizational expectations.

A coding genius at your fingertips

Microsoft Power Apps also includes this AI feature. You can simply describe your desired app or upload a sketch of its design, and it will generate a draft for you.

Consider the following example using Power Automate. Instead of figuring out how to set up a flow yourself, you can provide Copilot with a straightforward description of your needs. Let's say you want to automatically create an event in your private Google calendar whenever an event is added to your professional Outlook calendar. Moreover, you'd like this to happen only outside business hours. Copilot effortlessly configures the flow actions for you, saving you time and ensuring accuracy.


In a previous article, we introduced Bing Chat Enterprise and its robust security and privacy features. Integrated into the Microsoft Edge sidebar, this intelligent tool can enhance productivity by performing tasks such as summarizing key points on a webpage.

Bing Chat Enterprise's potential goes beyond simple inquiries. Its ability to handle complex questions and provide inspiration demonstrates chatbots' evolution into smarter search engines. To illustrate, we posed the same question twice: "What's the benefit of implementing ERP at this company?" Although Bing didn't fully comprehend the first company's name, the answers provided were tailored to the different contexts.

Company A produces carpets for retail customers. Bing's response emphasized the benefits of ERP in inventory management and customer service. In contrast, Company B manufactures car components, and Bing highlighted ERP's value in enhancing productivity and reducing operational costs.

Let's compare chatbots' performance with traditional search engines using an example. We sought the name of a love story set on a sinking boat. The first screenshot shows Google's results, while the second screenshot reveals ChatGPT's response. The comparison demonstrates chatbots' unique ability to interpret and address less concrete questions.

Embracing AI: A catalyst for change

The question of whether Artificial Intelligence (AI) will replace jobs is a common concern among today's workforces. However, history has shown that innovations can lead to the creation of better and more fulfilling job opportunities. AI can make our jobs easier, empowers and allows us to focus on tasks that create impact such as spotting a problem. AI can help with creative thinking and finding alternative solutions.

AI-Driven Innovation Within Customer Service

For instance, in customer service, conventional ticketing systems are functional but often lack innovation. A company aiming for a more interactive and user-friendly experience could utilize AI technologies to revolutionize their current system. A possible prompt could be:

"AI model, we currently use a standard ticketing system for handling customer service inquiries. It's functional but lacks innovation. We'd like to drastically improve our customer service experience, making it more interactive and user-friendly. Can you generate ideas or technologies we could incorporate to revolutionize our customer service system?"

However, to reap the benefits of AI, a shift in mindset among employees is crucial. Companies need to prioritize fostering a culture of innovation and adaptability over simply upskilling or reskilling their workforce. Encourage employees to experiment with AI tools, providing an environment that embraces trial and error. It is important to note that mastering the art of crafting effective prompts may demand practice – a subject that will be addressed in a future article.

Cultivating an AI-Ready Workforce

Is your company ready to jump? Before diving in, it's essential to explore and experiment with publicly available tools, keeping in mind the potential productivity gains for diverse job tasks. However, be aware that AI implementation does not come without costs and requires considerable resources for development, maintenance, and improvement. While free tools can serve as a starting point, be cautious as they may lack quality and fail to protect your data. For instance, when using ChatGPT, consider that you are contributing to future evolutions of the system by providing your information: Your personal or company knowledge might be integrated in newer models.

If data security is your top priority, we recommend investigating Microsoft Azure AI and Copilot as a reliable and secure enterprise grade platform that offers a suite of AI tools and services. Bear in mind that the availability of Bing Chat Enterprise and Microsoft 365 Copilot may vary based on your regional access.

As your experience with AI grows, you will uncover even more possibilities to elevate your organization's efficiency and streamline personal productivity. Embrace this innovative journey and enjoy the ride as you work towards cultivating an AI-ready workforce!

Subscribe to our newsletter