Microsoft Teams continues to evolve, bringing new features designed to enhance productivity and collaboration. One of the latest additions is the Facilitator Agent, a tool that can significantly impact how your business conducts meetings and manages information.

Below we examine the Facilitator Agent and how it can be used to improve productivity.

What is the Facilitator Agent?

The Facilitator Agent is an intelligent feature within Microsoft Teams that can take notes during your meetings and chats. It assembles key information from conversations, allowing users to catch up quickly on important points. In meetings, the Facilitator enables real-time co-authoring of notes, fostering seamless collaboration among participants.

How the Facilitator Agent Will Affect Your Business

  • Enhanced Meeting Efficiency: With the Facilitator Agent, meeting participants no longer need to worry about manually taking notes. The agent captures key points, decisions, and action items, ensuring that nothing is missed. This allows attendees to focus more on the discussion and less on documentation.

  • Improved Information Retention: By assembling key information, the Facilitator Agent helps users quickly catch up on what was discussed, even if they missed the meeting. This is particularly useful for team members who need to stay informed but cannot attend every meeting.

  • Seamless Collaboration: The Facilitator Agent allows everyone in the meeting to co-author notes in real-time. This collaborative approach ensures that all perspectives are captured and that the final notes are comprehensive and accurate.

  • Automated Synopsis: After the meeting, the Facilitator Agent provides a recapped version of the discussion, highlighting the most important points. This makes it easier for team members to review and act on the information.

How to activate and use the Facilitator App

  1. Access the Teams Admin Center:
    • Sign in with your admin credentials.
    • Navigate to Teams apps > Manage apps.
  2. Allow the Facilitator App:
    • Search for “Facilitator” in the app list.
    • Select the app and click Allow to enable it for your business
  3. Enable AI-Generated Notes in Chats:
    • In a chat, go to the upper-right of the chat header.
    • Click the AI notes icon (represented as a page) next to the Copilot icon.
    • If AI-generated notes are not enabled, select the button in the side pane to enable them
  4. Enable AI-Generated Notes in Meetings:
    • Go to Calendar on the left side of Teams.
    • Select New Meeting.
    • Turn on the toggle next to AI-generated notes in the meeting invite
    • During a meeting, go to Notes in the meeting controls and select the sparkle icon to toggle on AI-generated notes

Once Facilitator is enabled, AI-generated notes will be activated automatically.

Admin Control and Default Settings

After the rollout, the Facilitator app will be enabled by default unless all apps are blocked by your business. As an admin, you have the control to decide whether the Facilitator will be available to your entire business or only to specific groups of users. This flexibility allows you to tailor the feature to meet your business’s specific needs and policies.

Best Practices for Using the Facilitator Agent

  • Communicate with Your Team: Inform your team about the new Facilitator Agent and how it can benefit their workflow. Provide training sessions to ensure everyone knows how to use the feature effectively.

  • Set Clear Guidelines: Establish guidelines for using the Facilitator Agent, such as when to rely on it for note-taking and how to review and edit the notes post-meeting.

  • Monitor Usage: Keep an eye on how the Facilitator Agent is being used within your business. Gather feedback from users to identify any issues or areas for improvement.

Conclusion

The Facilitator Agent in Microsoft Teams is a game-changer for businesses looking to enhance their meeting efficiency and collaboration. By automating note-taking and assembling key information, it allows team members to focus on what truly matters—engaging in meaningful discussions and making informed decisions. As an admin, you have the power to control its deployment, ensuring it aligns with your businesses’ needs.

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Andrew Reade

ANDREW READE

Andrew is our Digital Marketing Manager and oversees web-based marketing strategies and content creation for the organization. As a marketing veteran, Andrew has worked with organizations of all sizes in a diverse group of industries, from Risk Management to Transportation. Joining the organization in 2021, Andrew is based in Mobile Mentor’s Nashville, TN office.