The problem
A golf club runs on committees: the board, greens, house and competitions, each meeting monthly and each needing minutes members can see. If the club manager writes up 4 meetings a month at 2 hours each, that's 8 hours a month, and actions drift when the minutes go out late.
What the AI does
With a Microsoft 365 Copilot license, the club manager holds each committee meeting in Teams with transcription on, with members joining from home or from the boardroom. Copilot summarizes the key points, including who spoke and what they said, and suggests action items. The manager checks the recap, records decisions and votes exactly as agreed, gives each action an owner and a date, and sends the draft minutes to the chair for approval. Prompts and responses stay within the Microsoft 365 service boundary and aren't used to train the models.
A worked example
An 800-member golf club in Shropshire already pays for Microsoft 365 Business Standard for its office staff. The club manager, who takes minutes for the board, greens, house and competitions committees, adds one Copilot Business license and holds each meeting in Teams.
Before
2 hours to write up each of 4 committee meetings: 8 hours a month
After
About 45 minutes to check the recap and finish the minutes: 3 hours a month
What it's worth
About $166£125€149A$240C$235 a month in club manager time saved, against $21£16€19A$31C$30 for one Copilot Business license paid yearly. 5 hours saved a month (8 hours down to 3), at an assumed $33£25€30A$48C$47 an hour.
How to set it up
- Buy one Copilot Business license for the club manager, $21.41£16.10€19.16A$30.91C$30.27 a month paid yearly or $25.70£19.32€22.99A$37.09C$36.32 monthly, excluding VAT, on top of the existing Microsoft 365 plan.
- Agree with the chair that meetings will be transcribed and summarized, and tell committee members.
- Set up each meeting in Teams with transcription on, with members in the boardroom joining from their own devices where possible.
- After the meeting, ask Copilot for the summary and action items, and check decisions and votes word for word against your notes.
- Send the draft minutes to the chair for approval before they go to members.
What goes wrong
- Members round one laptop in the boardroom can't be told apart, so the recap won't say who said what. Note who proposed each decision yourself.
- A recap can turn a discussion into a decision. Minutes record what the committee actually agreed, which is why the chair approves them.
- Discussions about a member's conduct, debts or health shouldn't be transcribed. Pause transcription for confidential items and minute them by hand.
- The free Copilot Chat included with Microsoft 365 doesn't recap Teams meetings. That needs the Copilot license (or Teams Premium for intelligent recap).