The problem
As a TPM at an early-stage AI startup, I was in meetings several times a week with a team that relied on the meeting summary Copilot generates in Microsoft Teams. Its default format read as a general narrative that didn't separate decisions from discussion or say who owned what next. And not everyone on the team had access to those Copilot summaries, so for some people a shared recap was the only record they got. I'd been writing, naming, filing, and announcing those recaps by hand, and with no set place or naming for them, a decision made on Monday was hard to find by Thursday.
The approach
I started with the format, a custom Markdown layout for the Teams Copilot summary that organized each recap around decisions, priorities, and tasks. Tasks came out as a table with a title, description, assignee, priority, and due date for each one. Then I set up a manually triggered Power Automate flow. After a meeting I ran it, typed a title, and pasted in the notes, and the flow created a predictably named .md file in the right SharePoint library and posted a link in the team's Teams chat.
The result
What had taken several minutes of manual work after each meeting took about a minute. Every meeting ended with the same kind of recap, in the same place, under a name you could guess, and the whole team heard about it right away, including the people without Copilot in Teams. Because the recaps were consistent, decisions and action items were easy to follow from one meeting to the next, and when a task belonged in Microsoft Planner, I copied it over straight from the table. Markdown also meant a recap could go straight into a notes system or an AI tool without conversion.
| Measure | Before | After |
|---|---|---|
| Recap preparation | Several minutes per meeting | About 1 minute |
| Recap structure | Narrative summary | Decisions, priorities and assigned tasks |
| Filing and sharing | Named, filed and announced by hand | Manually triggered flow saved to SharePoint and posted a Teams link |