Customer service excellence is crucial for building strong relationships and fostering loyalty. In today’s fast-paced world, effectively managing customer interactions can be overwhelming. Thankfully, Copilot is here to assist you in streamlining your processes, ensuring that all of your customers feel valued and heard.

In this week’s productivity series, we will share four essential tips to use Copilot for elevating your customer service process. From searching past interactions to drafting thoughtful follow-ups, these tips will help you save time and improve the quality of your customer interactions.

Tip 1: Search Copilot for Previous Customer Interactions

Understanding your customer’s history is key to providing a personalized service. Use Copilot to quickly search for past interactions and gather context before engaging with your customer. In Outlook, simply navigate to the Copilot icon in the upper right corner and click it. Then, enter a prompt like, “Find all emails and notes related to [Customer’s Name].” Copilot will provide a summary of all previous interactions, enabling you to tailor your responses and show your customers that you value their history with your company.

An image of the Copilot icon in the Outlook app.

An image of the Copilot chatbot with prompts.

An image of Copilot generating a response.

Tip 2: Use Copilot in Teams to Transcribe the Meeting

Meetings hold valuable customer information, but it’s easy to miss important details. Ensure that no critical point is overlooked by using Copilot in Teams to transcribe your meetings. During a Teams meeting, click on the Copilot icon and select “Start transcription.” This feature allows you to capture everything discussed, providing you with a thorough record that can be reviewed later. This ensures accuracy and saves time on note-taking, allowing you to focus on the conversation with your customer.

An image showing where to access Copilot in Teams.

Tip 3: Use Copilot in Teams to Review Meeting Recaps

After recording your meeting, leverage Copilot in Teams to review the recap. Start by accessing the meeting recording in Teams and selecting the Copilot icon. Use a prompt like, “Summarize the key points and action items from today’s meeting.” Copilot will generate a concise summary, which you can then input into your CRM system and use in your follow-up email to your customer.

An image of a Copilot generated response in Teams.

Tip 4: Use Copilot in Outlook to Draft a Thoughtful Follow-Up

A well-crafted follow-up email can make a lasting impression on your customer. With your meeting notes and previous interactions at your fingertips, use Copilot in Outlook to draft a personalized follow-up. Navigate to the Copilot icon in Outlook and select “Draft with Copilot.” Enter a prompt like, “Draft a follow-up email to [Customer’s Name] summarizing our recent meeting and addressing their concerns.” Copilot will generate a thoughtful email draft, which you can then review and personalize further. This not only saves time but also ensures that your follow-ups are prompt and professional.

An image of a sample Copilot in Outlook prompt.

An image of a Copilot generated response in Outlook.

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