Process optimisation through AI: How Microsoft Copilot is revolutionising the world of work

Process optimisation through AI (artificial intelligence): How Microsoft Copilot is revolutionising the world of work
Meetings take too long, information gets lost and processes are sluggish – many companies struggle with inefficient workflows. That's why process optimisation is more crucial than ever in today's fast-paced business world. AI-powered tools such as Microsoft Copilot can help overcome these challenges in a targeted manner. In this article, you'll learn what Microsoft Copilot is all about and how the tool is revolutionising today's world of work.

Digital transformation has drastically changed the demands placed on companies.  Efficient processes are a key success factor today. Microsoft Copilot helps companies optimise their business processes by improving the way they work through automation and real-time analytics. This AI-powered process optimisation helps to increase product quality and adaptability to rapidly changing market conditions.

Microsoft Copilot, introduced in 2023, has rapidly advanced the use of AI in businesses. The AI-powered tool, integrated into Microsoft 365 as a personal assistant, is fundamentally changing the way we work by helping to optimise business processes. It leverages the latest AI developments, inspired by ChatGPT, to handle routine tasks. Using Copilot minimises inefficient workflows and organises information in a sustainable way.

From automated meeting summaries to efficient email organisation in Outlook, Copilot optimises relevant processes and makes everyday work much easier. The difference between the free and advanced versions of Copilot lies in the depth of features and integration into more complex business processes. Whether in logistics, production, healthcare or the financial sector, Copilot enables seamless integration into existing workflows. This significantly improves efficiency and productivity and strengthens competitiveness in a wide range of industries.

Our experience at metanoy shows that the targeted use of Microsoft Copilot in daily tasks – from analysis processes to text creation – can measurably increase efficiency. AI thus becomes not just a tool, but a real partner in everyday work.

The timeline begins with the release of ChatGPT by OpenAI in November 2022, a milestone that highlighted the potential of AI applications. In February 2023, Microsoft unveiled a new AI-powered version of Bing, followed by the announcement of Microsoft 365 Copilot in March 2023. Copilot became officially available to enterprise customers in November 2023, paving the way for a broader rollout in March 2024.  

A key aspect of using AI in business is data protection. Microsoft Copilot attaches great importance to the security of company data and offers features such as the EU data boundary to ensure that data is processed locally and securely. Since February 2025, Microsoft has been required to store and process customer data within this geographical boundary.
Access to company data requires a clear authorisation structure in SharePoint, such as access to payslips. Data, including prompts and responses, is not used to train the underlying large language models (LLMs).
Users can view what data has been stored at any time and have the option to delete it or have it forgotten. Transparency and control over data processing are crucial to strengthening user confidence in these technologies.

Prompting acts as a crucial bridge between humans and AI, especially in the context of Microsoft Copilot. It refers to the technique used by humans to control artificial intelligence (in this case, Copilot) through targeted inputs (prompts). These prompts are responsible for how Copilot thinks, responds and provides optimal support.

Effective prompting is crucial to realising the full potential of Microsoft Copilot. Here are the golden rules of prompting:

• Providing a clear response structure, such as bullet points or tables, creates clarity.
• Adapting to specific roles, such as that of a marketing specialist, enables tailored responses.
• Clear restrictions, such as on word count, help to focus the responses, with positive instructions clearly showing what needs to be done.
• Considering the target audience from the outset allows you to optimally tailor the tone and content.
• Detailed explanations are crucial, especially for complex topics, in order to deepen understanding and realise the full benefits of AI.

An example of an effective prompt in everyday work could be preparing for a meeting: ‘Copilot, create an agenda for Friday's team meeting covering project status, budget overview and next steps.’ Clear instructions like these help Copilot quickly compile the relevant information and optimise the organisation of the meeting.
Another example could be the follow-up to a meeting: ‘Copilot, summarise the main points of today's meeting and send an action list to all participants.’ Such precise prompts enable the AI to process and distribute information efficiently, contributing to continuous improvement in productivity and organisation.

AI-based process optimisation with Microsoft Copilot goes far beyond meeting support. The AI-powered tool also utilises its capabilities in OneNote and Outlook. In OneNote, Copilot helps organise and manage notes by summarising and highlighting relevant information in real time. In Outlook, Copilot optimises email management by setting priorities, suggesting replies and planning appointments more efficiently. Copilot Agents create automated summaries and management reports that facilitate decision-making.

Training and change management are crucial for the successful use of Microsoft Copilot in companies. Integration into existing processes should be carried out gradually to ensure smooth adaptation. Promoting a learning organisation in which employees continuously develop new skills is also an important factor.

The use of AI tools such as Microsoft Copilot is a powerful lever for efficiency, creativity and security in process optimisation. As a strategic component of modern corporate structures, it plays a central role in digital transformation. One thing is certain: companies that rely on AI-supported process optimisation secure a decisive competitive advantage.
We at metanoy also benefit from this development on a daily basis. Microsoft Copilot has long been an integral part of our work – and shows that AI does not replace, but rather complements. It gives us the freedom to think strategically, be creative and innovate.