Boost visibility, streamline role management, and enhance compliance  

In today’s digital landscape, managing security, roles, and licensing within ERP systems is increasingly complex. As organizations scale, the need for robust governance, efficient user management, and cost-effective licensing strategies becomes paramount. To address these challenges, Microsoft Dynamics 365 is introducing a set of new capabilities in our ERP portfolio. These new capabilities enhance security and governance, offering significant benefits to IT professionals and business leaders alike. 

A critical aspect of the upcoming security features is how they will help prepare for compliance certifications, including Sarbanes-Oxley (SOX). With regulatory standards becoming more stringent, achieving compliance is essential. More than ever, companies need to mitigate risks associated with fraud, reporting errors, and security breaches. As new AI technologies are adopted, security becomes even more top of mind. Robust governance frameworks safeguard sensitive data and ensure ethical AI deployment. The enhanced governance features will ensure that you can maintain rigorous control over financial processes, role management, and security protocols. These features provide visibility and a transparent audit trail, significantly easing the certification process. Additionally, they reduce the likelihood of non-compliance, protecting your organization from financial and reputational risks. 

“Bringing additional transparency and simplicity to our ERP customers for managing security, licensing and roles is a critical step in helping organizations meet their compliance and governance goals while saving costs.” – George Glantsching, VP, Microsoft Dynamics

Bringing new features to customers faster

Microsoft is delivering advanced security and role management features which will empower organizations to apply precise role management, advanced audit capabilities, and comprehensive license optimization tools, while maintaining a seamless user experience in Microsoft Dynamics 365. This ensures that you can access these critical features faster, enhancing security and operational efficiency. 

Simplify role management while reducing costs

We’ve listened to our customers and are introducing advanced features to the Dynamics 365 ERP portfolio, focusing on security management and licensing. This capability will simplify role management, providing you with tools to create, manage, and optimize roles within the ERP environment. The precise role and duty management feature, powered by tailored automations, allows organizations to define duties based on specific processes or tasks. This ensures role access aligns accurately with each team’s operational needs, leading to more accurate control over access permissions. Cost savings are driven by ensuring that licenses are scoped to each user’s specific needs. By refining role management in this way, these advanced features ensure organizations can scale with confidence while optimizing both governance and cost efficiency. 

Ensure compliance with role-based access control

Another critical feature is the segregation of duties (SoD) validation. This control mechanism ensures no single system user controls all aspects of any critical business process, reducing fraud and error risks. System administrators will be able to easily define incompatible tasks, ensuring that critical operations are not compromised. This feature is essential for leaders aiming to meet stringent regulatory requirements and maintain high levels of internal security. With integrated SoD validation, your business can minimize exposure to risk and better prepare for audits or regulatory reviews. 

Gain greater control with advanced security features

The new features coming to Dynamics 365 will include several advanced security controls giving system administrators greater visibility and control over their environments. The role audit trail will provide a non-removable history of permission changes, making it easier to track and audit role modifications over time. Security versioning and snapshot capabilities will allow security snapshots at specific points, enabling easy comparison or restoration if needed. The temporary role assignment feature will be invaluable for managing employee absences, allowing roles to be reassigned while maintaining strict control over access. These capabilities will provide peace of mind for business leaders that require agile, yet secure, role management. 

Control elevated privileges and secure sensitive data

A critical addition to the upcoming security features is the Elevated privilege management. (This is often referred to as super user privilege management (SPM) or ‘FireFighter’ in ERP world.) It provides the ability to manage and monitor elevated privileges for super users or administrators requiring temporary critical system access. Significantly reduce the risk of misuse or security breaches by restricting elevated access to specific, time-limited periods and tracking all super-user activities. This advanced control ensures only authorized personnel have access to sensitive systems, when necessary, further enhancing compliance and internal governance. 

Optimize costs with detailed licensing insights

The upcoming license report based on the new licensing model allows organizations to see exactly what license levels are applied to each user, calculate the total cost of ownership (TCO), and validate license accuracy. This report, alongside others like role components with license indicators and duty components with license indicators, provides a comprehensive view of license usage, helping optimize license costs effectively. These tools empower better licensing management, ensuring customers only pay for what they need and maximizing the value of their ERP investments. 

Looking ahead: the future of ERP security

As Microsoft Dynamics 365 ERP portfolio evolves, these new features mark a significant step forward in ERP security and governance. For system administrators, these tools will provide enhanced control, reduced risk, and greater efficiency in managing complex ERP environments. Integrating these features into daily operations ensures ERP systems are secure and aligned with latest industry standards and best practices. 

Stay tuned for more updates as we continue to innovate, enhancing the Microsoft Dynamics 365 ERP portfolio. We look forward to delivering tools that empower you to excel in today’s dynamic business landscape. 

The post Optimizing ERP Security Configuration and Licensing within Microsoft Dynamics 365 appeared first on Microsoft Dynamics 365 Blog.

As the business landscape rapidly evolves, integrating AI solutions into field service operations isn’t just a trend—it’s a necessity. Previously, we shared “5 steps for helping you become AI-ready in field service”. Today, we want to talk about how you can transform your field service organizations by using AI capabilities to drive efficiency, enhance customer satisfaction, and ultimately boost the bottom line.

Microsoft Dynamics 365 Field Service

Transform your service operations, deliver exceptional service, and improve customer experiences.

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The power of predictive maintenance

One of the most significant benefits of AI in field service is predictive maintenance. By using AI algorithms and machine learning models combined with Internet of Things (IoT) data, you can predict your customers’ equipment issues before they occur through continuous monitoring. But, predictive maintenance can also provide data-driven insights that can help you identify other patterns, trends, and potential areas for improvement—for example, energy expenditure—that help your customers see your field service organization as a partner.

Microsoft Dynamics 365 Field Service customers can use Connected Field Service to seamlessly connect their IoT devices to diagnose problems and identify potential issues even before customers become aware of them. Work orders are automatically generated based on IoT data and displayed in Field Service, where field service managers and dispatchers can then use the generative AI capabilities in Microsoft Copilot for Dynamics 365 to automate and streamline work order and resource management. This proactive approach also minimizes downtime, reduces repair costs, and can ensure uninterrupted service delivery to enhance customer experience and increase customer loyalty.

Optimizing frontline workforce management

Today’s enterprise companies can no longer rely on the old paper-based processes for scheduling and performing maintenance and repairs. While many organizations have made the switch to digital in the past several years, their processes remain in a half-digital, half-paper-based limbo that can end up making things more confusing than ever. Field service managers spend hours managing customer information—customer requirements, work orders, resources, schedules, and more. Having to switch between different applications—or between digital and paper—means mistakes are more likely to happen. The bottom line is somebody entering the wrong customer data can make insights and next steps less reliable—which can cost you money in the long run.

AI-powered workforce management tools can help you optimize scheduling and dispatching, helping to ensure that the right technician is assigned to the right job at the right time. This not only improves your operational efficiency, but also enhances customer satisfaction by reducing wait times and increasing first-time fix rates. Dynamics 365 Field Service Plugin for Microsoft Copilot in Outlook or Microsoft Teams enables your field service managers, dispatchers, and technicians to take advantage of generative AI capabilities that make them more efficient and responsive in servicing customers. With Microsoft Copilot, field service managers can simplify work order management by auto-summarizing work orders, assets, resources, bookings, and more. And more importantly, they can manage work orders inside the tool they use the most.

Maybe your field service managers spend a lot of time managing customer emails. Now, without leaving Outlook, they can use the Field Service Copilot pane to help them streamline work order creation with relevant details pre-populated from emails and provide key work order information. The scheduling suggestions in the Field Service Copilot pane also helps service managers schedule field technicians based on travel time, availability, skill set, and more. Your field service managers can also easily schedule work orders using Copilot for Field Service in Teams. As it does in Outlook, the app suggests scheduling options based on factors including availability, skill set, distance to the customer site, preferred time slots, and more. They can also use natural language search in Teams to locate information including guides and manuals, work orders, customer history, and more.

Field technicians can struggle with tightly packed schedules, especially when appointments and routes need to be updated during the day. Now, AI-powered work order updates (in preview) in Copilot in Dynamics 365 Field Service mobile app enable your field technicians to update work orders on the fly by describing work performed in natural language, using either text or speech-to-text capabilities. Based on their input, Copilot recommends updates to work order fields and updates them after confirmation from the field technician. Field technicians can also view AI-generated work order recaps on the go without having to navigate through customer records to view pertinent information.

Enhancing customer experience

Using Microsoft Copilot Studio, customers can create AI-powered chatbots and virtual assistants to provide instant support to their end users, answering queries, and resolving issues in real-time. This 24/7 availability enhances customer experience, helping lead to higher satisfaction and loyalty. You can automate routine customer conversations with field service technicians, such as calls about regularly scheduled maintenance or warranty calls. This enables your technicians to focus on more high value conversations. A benefit of AI-powered chatbots created using Microsoft Copilot Studio is that customers can interact with them using natural language to describe their questions or issues. Any information collected from the chatbot can also be used to pre-populate work orders, helping technicians resolve issues or schedule service appointments faster. You can also use AI-powered chatbots to help keep your customers informed with automated service reminders and notifications via email and text messaging or enable them to reschedule appointments.

Driving data-driven decision making

By analyzing vast amounts of data, AI can uncover patterns and insights more efficiently than human analysts, providing you with better data to help you make more informed decisions. When it comes to your field service organization, using AI to discover trends and patterns can help with strategic planning and drive continuous improvement.

Dynamics 365 Field Service provides a resource and utilization report, a work order summary report, an optimization summary, and an admin report to help you drill down into how your field service operations are performing. You can also connect to Microsoft Dataverse, the intelligent data platform that powers Microsoft Dynamics 365 apps and the Microsoft Power Platform, to access your Field Service data and other relevant customer or operational data to create custom reports. For customers using the Microsoft Power BI Premium service, Dynamics 365 offers various ways to visualize your data using Microsoft Copilot in Power BI to get the most from your data. You can use natural language to get quick and easy summaries, or you can refine or guide the summary by customizing prompts, such as “summarize this page using bullet points” or “provide a summary of work orders on this page”. You can also ask specific questions about the visualized data on a report page and receive a tailored response. This response includes references to specific visuals, aiding you in understanding the specific data sources contributing to each part of the answer or summary within a report.

G&J Pepsi-Cola Bottlers: Transformative AI in action

G&J Pepsi-Cola Bottlers has successfully implemented AI in their field service operations, leading to significant improvements. By integrating Dynamics 365 Field Service with AI capabilities, they have streamlined their work order management, reduced manual tasks, and improved scheduling efficiency. The introduction of Copilot in Dynamics 365 Field Service has further enhanced their operations by providing technicians with real-time assistance and insight.

The future of field service

The integration of AI into field service is no longer a futuristic concept. It’s a present-day reality. Business decision makers who embrace this technology can expect to see significant improvements in efficiency, customer satisfaction, and overall business performance. Now is the time to harness the power of transformative AI and lead your field service operations into the future.

The post Harnessing transformative AI for field service excellence appeared first on Microsoft Dynamics 365 Blog.

Today, we’re announcing we will end product support and updates for Dynamics GP on the 30^th of September 2029 (with security patches ending on the 30^th of April 2031). We want to take a moment to express our heartfelt gratitude to our loyal GP customers. Your trust and collaboration have been essential to building an incredibly strong GP community! We’re dedicated to supporting your ongoing businesses and success during this transition.  

With advancements in technology and changing market dynamics, business leaders are looking at their operations tools now more than ever to stay competitive, drive growth, improve profitability and ensure long-term company success. Microsoft is committed to ensuring we offer robust and innovative solutions to meet these needs. Dynamics 365 Business Central is Microsoft’s flagship SMB ERP product, optimized to help businesses thrive in a new world of cloud and AI computing.  

Navigating change together

We understand change can be challenging. Transitioning from a familiar system to a new one requires careful planning and support. Microsoft is here to support you every step of the way. Our extensive partner ecosystem is ready to assist in making a seamless transition to the Cloud. Additionally, our partners offer specialized expertise and services to help you implement Dynamics 365 Business Central successfully.

We are also offering a range of resources to support  you during this transition, including training programs, documentation, and community forums. These resources will help you and your team get up to speed with Dynamics 365 Business Central quickly and efficiently. By leveraging these tools, you can ensure a successful transition and start reaping the benefits of your new ERP solution. 

Continuous innovation built on trust

Dynamics 365 Business Central integrates cutting-edge AI tools that transform how businesses operate. From automating routine tasks to providing predictive insights, AI empowers you to make smarter decisions faster. Additionally, our commitment to security ensures your data is protected using encryption and other industry security best practices, giving you peace of mind and allowing you to focus on your core business. This integration enables you to leverage the full potential of your technology stack, driving efficiency and increased productivity.

Learn more and stay up to date with announcements around Dynamics GP here.

The post Announcing End of Support for Dynamics GP appeared first on Microsoft Dynamics 365 Blog.

Successful sales is and always will be about human interactions, and the building of familiarity, comfort, and trust. But getting to those moments—all the searching and compiling and preparation—can take a lot of drudgery. Ensuring that an entire team of sellers has the time and capacity to strengthen those human relationships can be an enormous feat.

Sales also is and always will be competitive. Catching a change in the tone of a customer’s voice, sensing some enthusiasm for a feature your product offers that others don’t, anticipating a pain point and solving it before it comes up—these are all small advantages that can create big wins. Your competitors know this, too.

Microsoft Dynamics 365 Sales

Take advantage of Dynamics 365 to deepen customer relationships with next-generation AI.

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That’s where generative AI changes the game. For sales—and the customer relationship management (CRM) systems or platforms that drive them today—forgoing AI is not an option anymore. Implementing AI in ways that fit naturally with your business puts your sales teams at a competitive advantage. Forrester Research expects businesses that invest in enterprise AI initiatives to boost productivity and creative problem solving by 50 percent this year.¹ This expectation is predicated on the involvement, commitment, and understanding of leadership. Without leadership’s involvement in the planning and implementation of AI, organizations face difficulties realizing the technology’s potential and their own.  

While it’s true that most sellers are deep in digital debt, struggling to sip from a fire hose of data, emails, meetings, and notifications, AI should not be seen as merely a productivity tool. Rather, it’s a driver of growth, an enablement engine that transforms enterprises and primes them for innovation and future evolution. AI accelerates problem-solving by enabling data-driven decision making in real time, with far greater visibility at any moment in time. It also creates opportunities for unprecedented levels of personalization, creating the understanding among customers that you know them and their challenges.

By now you’ve probably heard about how AI can automate mundane tasks and allow employees to focus on higher level activities. In this blog post, we’ll show you specific use cases where AI can empower the innate skills of sellers to make CRM systems even more powerful and effective sales tools.

How generative AI lets sellers be more human

Prompt: “What are the pain points [Company] faces in the [industry] sector?”

In previous blog posts, we’ve pointed out how AI punches up personalization in the marketing and sales process, automating the production of tailored email templates and social media messages.

But AI personalization is not limited to content creation. It also means parsing data to ensure that a proposal is fine-tuned to address the specific customer pain points. Using information that might previously have taken hours to search, AI can test exactly which phrases and words resonate with specific sets of customers or sales segments. In essence, AI can make your customers feel heard. 

In part, that’s because you can spend more time listening. At its best, AI allows us to be more human. With Microsoft 365 Copilot in Dynamics 365 Sales, for instance, AI automatically collects and summarizes all pertinent details of sales calls and meetings in real time so sellers can be fully present during those valuable one-to-one conversations.

During a call, Copilot collects a wide range of information—pertinent pain points, customer sentiment, and action items triggered during the call—so sellers don’t have to be distracted by note-taking. Instead, they can bring to bear their situational awareness, focus on reading the moment, and react to context clues. Copilot creates the call summary and makes it available immediately, complete with action items triggered by the discussion.

But it’s not just about freeing sellers to be their best professional selves in those critical one-on-one conversations. AI can help sellers at every point it takes to get to those meetings—and well afterward, too.

Before the call: Bringing sales targets into sharper focus

Prompt: “Which of my accounts are most likely to close this quarter?”

The sales process in a nutshell involves knowing who to sell to, then knowing how to sell to each account identified. AI accelerates and enhances both processes.

Most sales leaders would agree that sellers spend too much time on non-selling activities. Research commissioned by Microsoft that included 31,000 workers across 31 markets found that sellers spend less than a third of their time actually selling. The same study indicated sellers spend more than 66 percent of their day managing email and other menial administrative tasks.² Their bosses support these findings.

Built to aggregate and refine massive amounts of data, AI can help from the very earliest stages of the sales process to investigate potential targets, providing data that sellers would take hours to collect on their own. And it’s not just time—AI creates utility by providing information sellers might fail to consider. Data that is already in a CRM system is continually augmented with relevant input from market research databases, news from the marketplace, or recent developments involving customers or their key decision makers.

This enriched information allows AI to help sellers score their prospect list based on a likelihood to convert historical engagements and other organizational data. With the right connected data source, a simple query like: “Which of my accounts are most likely to close this quarter?” generates accurate rankings that allow sellers to more effectively prioritize their efforts.

In addition to ordering target lists, AI provides valuable details about each specific account in a preparation brief, equipping sellers while slashing research time. Using natural language prompts, sellers can surface key details about new potential customers like pain points and purchasing patterns. In the case of existing customers, AI can populate account and opportunity summaries with names and titles of meeting participants, pending tasks, and highlights from recent meetings, email threads, and service or support tickets—so sellers come to each call primed with effectual information. AI can even predict the most optimal time to contact a customer and suggest the best channel for connecting. 

The presale time savings and utility of AI are significant. As per Gartner®, “By 2026, B2B sales organizations using generative-AI-embedded sales technologies will reduce the amount of time spent on prospecting and prepping for customer meetings by over 50 percent.”³

Optimal calls: Bringing persuasive information to every interaction

Prompt: “What does the [industry] say about our competitor’s products?”

AI’s ability to summarize and transform content allows AI-enabled CRM systems to process countless transactions and recommend approaches that work best. Sellers using AI can quickly accumulate compelling information, guided by best practices that help create a winning approach.

As we’ve noted, time is a limiting factor for sales teams. CRM systems enabled with AI, like Dynamics 365 Sales, can create dozens of pertinent, opportune introductory emails in seconds—a chore that used to take hours. 

But time-savings is only part of the picture. The quality of the emails produced by AI may include elements—active verbs, clear sentence structure—that not every seller excels in. For example, a seller from Company A might prompt an AI program to: “Draft a personalized email to [Company B] congratulating them on their recent product launch and suggesting a meeting to discuss how our solution can enhance their new product’s market performance.”

The resulting email can be personalized, note a recent development in the market, speak directly to an initiative that the customer is excited about, arrive at an opportune moment, and highlight features of the seller’s product tailored to address the customer’s pain points.

Furthermore, a simple query like: “What does the [industry] say about our [competitor]’s products? Once you collect that information, please provide me with five bullet points on how our is differentiated”, would provide differentiating points to use at an appropriate moment in a sales call. In preparation for an important one-to-one, AI can surface key talking points, identify needs and pain points, and generate similar use cases and success stories.

Dynamics 365 Sales, for instance, tailors sales pitches with industry-specific insights, then personalizes, reviews, and refines them. But the utility doesn’t end in preparation. During a sales call, the system can identify sentiment triggers and suggest next-best actions, helping to close more deals.

After a meeting, thoughtfully composed follow-up emails build trust and goodwill, and open a door for further communication. In the past, writing these emails and making them specific enough to be valuable has eaten a huge chunk of sellers’ time.

Create a greater customer impact with Dynamics 365 Sales

These examples only scratch the surface of the ways AI can allow sellers to lean into the intuitive capabilities that allow them to excel at their jobs. The more you work with generative AI as a team, the more efficiencies you can find in your processes.

Automating menial tasks returns potential to where it belongs—to the human in the loop. Seamless integration into your CRM system and tools that your teams already use enables more opportunity for innovation and sales acceleration. Your teams can grow their skills even as the process of selling becomes easier and more human—which means each interaction can create greater impact with your customers.

Learn more about Dynamics 365 Sales.

Sources:

¹Forrester 2024 Predictions: Exploration Generates Progress, Forrester Research, Inc., October 2023.

²Microsoft Work Trend Index Annual Report, Microsoft, Inc., May 9, 2023

³Gartner, Multidimensional CRM: How GenAI Will Revolutionize Sales Force Automation Platforms, By Adnan Zijadic., 13 July, 2023. GARTNER is a registered trademark and service mark of Gartner, Inc.
and/or its affiliates in the U.S. and internationally and is used herein with
permission. All rights reserved.

The post How generative AI in customer relationship management emphasizes human skills to drive sales appeared first on Microsoft Dynamics 365 Blog.

We are thrilled to announce the General Availability (GA) of the new User Experience (UX) in our Field Service Mobile (FSM) application! We heard your feedback during the preview period and are excited to mark this milestone with key enhancements and changes! 

When we started this journey, our goal was to deliver an intuitive, modern user experience for frontline workers to streamline workflows and increase user satisfaction. We reduced the number of clicks taken by technicians to accomplish tasks in the app and enabled access to rich step by step instructions for troubleshooting. At Ignite, we announced the addition of Copilot capabilities to help technicians prepare for and document work easily, through Copilot Work Order Summarize and Update. Now, with GA, we have added several admin controls to allow for progressive enablement, new enhancements to the agenda and lists, and several performance and reliability improvements. Read on to learn the details!

GA Highlights of the New UX 

1. Updated Agenda view with easy Copilot access 

Customers loved the new Agenda experience in preview, which offers intuitive access for service technicians to view and update their bookings, featuring several handy shortcuts. In the GA version, we have introduced several enhancements. These include infinite bidirectional scrolling for quick access to past or future bookings, and visual updates to make it easier to distinguish between different statuses and bookings. Technicians need key information at their fingertips while on the job. Now, makers can customize and display additional information on the agenda based on specific scenarios. Lastly, Copilot (Preview) is now accessible on every booking. All it takes is a simple swipe gesture, allowing technicians to easily summarize or update a work order. 

2. Modern configurable lists on mobile 

Users spend a lot of time reviewing data in lists (or grids). We’re excited to announce all top-level lists in the mobile app are now part of the new UX – with the ability to configure and display 10 columns per row! With additional at-a-glance information available right in the list, users can avoid navigating into the form, improving clicks to complete the job and perceived performance. The new lists control also supports searching, sorting and landscape and portrait modes (which our tablet users love)! 

3. Admin controls for progressive enablement 

A key preview ask from makers was enabling gradual deployment of the new UX for their workforce for effective change management. We heard and delivered! The new UX for technicians works in the existing FSM app (no new app installs, or migration needed). Via the new FSM settings page, makers can quickly deploy this to a pilot group of users using security roles. And makers can turn on or off specific features such Copilot based on their organizational requirements. 

4. Additional user settings 

Besides look , feel, and navigation enhancements, users can also update their time zone and language settings within the app. They can also select their preferred maps app to use for navigation. 

5. Fundamentals 

Most importantly, with this release we’ve greatly enhanced performance and reliability of all new features. Whether scrolling in various lists to handling issues with actionable error messages, we’ve ensured users have a robust and delightful experience.

Closing thoughts 

As with any technical milestone, we must also callout things that lie ahead of us. We’re looking forward to releasing the view selector inside the list control for users with multiple views. The Guides and Copilot features accessible from the new UX continue to be in preview (and can be turned off if desired).

As part of this GA, we are discontinuing the streamlined booking experience introduced during preview. Form-based experiences will continue to leverage the classic UCI experience in the app, which supports layout and business logic customization. And at present, users enabled for the offline mode will be taken directly to the classic UCI experience as well. 

The launch of the new UX in Field Service Mobile marks a significant milestone in our mission to deliver the best tools and technology for frontline workers. We are confident that these innovative features and user-centric design will greatly enhance your daily operations, making your work more efficient and enjoyable. 

Enable these features today and share your thoughts with us! We eagerly await your feedback and stay tuned for more updates! 

The post Announcing the General Availability of the New UX in Field Service Mobile  appeared first on Microsoft Dynamics 365 Blog.

All in on AI is a series featuring interviews from Microsoft executives across the company about what transforming work with AI means to their teams. Through these conversations, we’ll highlight the challenges each industry faces and the lessons we learned that our customers can use in their own AI journeys. In this episode, Colette Stallbaumer, General Manager, Microsoft 365 and Future of Work sits down with Mala Anand, Corporate Vice President, Customer Experience and Success at Microsoft to explore the integration of AI in customer service.

According to the 2024 Work Trend Index, a study exploring into the global trends affecting employee work and wellness, employees are struggling to keep up with the pace and volume of work. Many employees report feeling burned out and as a result, staff turnover is on the rise.

These trends have profound implications, underscoring a crucial shift: employees are now prioritizing their health and well-being over work. This is a pressing concern for all business leaders, particularly in customer service. 

At Microsoft, we recognize the vital role our customer service agents play in delivering world-class care. As the front line between our business and our customers, the quality of our customer care directly impacts customer satisfaction. 

Recently, Colette Stallbaumer, General Manager, Microsoft 365 and Future of Work joined Mala Anand, Corporate Vice President, Customer Experience and Success at Microsoft to discuss how our customer service teams are using AI solutions like Microsoft Copilot to ensure our customer service employees are empowered to focus on the most meaningful parts of their jobs. Here’s what she had to say: 

Adapting to the customer service surge with the power of AI 

Since 2019, Microsoft’s customer service teams, like many in the industry, have been managing a rising surge in calls from customers with complex needs. 

As a service industry veteran and leader of our customer service organization, Mala and her team realized that just adding more call-handling capacity wouldn’t suffice. Their goal was to help teams at scale—to empower them to manage more inquiries, address more complex customer needs, and to more rapidly onboard new employees to help with the surge. They also saw an opportunity to reduce case volumes by introducing self-service options for customers. 

The team began exploring the use of generative AI to enable a more consistent and seamless experience. Already one of the world’s largest support organizations using Dynamics 365 Customer Service, harnessing new AI capabilities could help the organization to automate and augment common support scenarios. As customer zero for our products, turning to Microsoft Copilot and Dynamics 365 Customer Service would enable us to quickly adopt the transformative power of generative AI, and share those learnings with business leaders to implement and improve their own customer support experience at scale.

Transforming the employee experience with generative AI 

As Mala explains in the interview, adopting Copilot in Dynamics 365 Customer Service and Copilot Studio created an opportunity to transform work across four key areas of Microsoft’s customer service landscape. 

First, the Customer Service and Success team needed to speed up how quickly new hires could start helping existing customer service agents. Second, they wanted all support teams to access accurate information quickly and spend less time working across tools and data sources to collect customer and incident details. Third, they aimed to cut down on mundane tasks like data entry and paperwork so that customer service agents could focus more on complex issues that require empathy and judgment. Lastly, they aimed to improve self-help options for customers to handle their own questions, reducing the need for support requests. 

AI has the potential to drive operational excellence, nurture customer loyalty, and grow value through the entire customer journey—making it one of the most valuable tools for enterprises to create a consistent, differentiated experience, build meaningful relationships, and deliver better customer care.

Mala Anand, Corporate Vice President, Customer Experience and Success at Microsoft

1. Supporting new hires with better onboarding

The Microsoft Customer Service team introduced Copilot’s case summarization feature to break down complex information into simple summaries, helping new hires understand customer issues more quickly. By surfacing relevant information from diverse sources such as internal documentation, knowledge bases, and websites, Copilot accelerates the learning curve, enabling agents to resolve customer queries faster and deliver superior service. 

What’s more, Copilot supports new hires with ongoing learning and skill development by providing real-time assistance and insights. By using AI capabilities integrated into platforms like Dynamics 365 Customer Service, agents can more easily access tools and diagnostics and recommend optimal solutions. This empowers agents to deliver highly personalized customer experiences across all customer support needs, at a global scale.

2. Helping employees find the right information faster

With Copilot, agents can now find important information quickly, even if it was spread across different systems. Dynamics 365 Knowledge Assist helps agents zero in on the relevant information and articles faster than traditional search. It not only can suggest relevant information but provides context about the specific relevance of content and cites the source.

Having a more comprehensive and streamlined method to seek information not only helps agents solve issues more quickly—it gives them a more complete understanding of information relevant to the issue they’re trying to solve. Agents can now use this context, with Copilot, to craft a more thorough and accurate response to customers.

3. Automating burdensome tasks

Before Copilot, creating detailed case summaries could take up to 30 to 40 minutes. Now, with Copilot, it’s done in 15 minutes or less. This not only speeds up how quickly customer service agents can handle customer requests but also lets them manage more cases without sacrificing quality. 

Automating summaries and common email and communication tasks allows agents to spend much less time on repetitive tasks, giving them more time to focus on the more meaningful and often more rewarding aspects of their job.  

4. Transforming support with self-service

Prioritizing self-service by integrating Copilot Studio into our customer-facing experiences is starting to make a big difference in how Microsoft handles customer service. Now, customers can use the power of generative AI in Copilot Studio to access self-help resources.

This change has reduced the amount of work customer service teams have to do and lets agents concentrate on more complex issues where customers require assistance. As a result, they’re getting things done more efficiently, working together better, and feeling more satisfied with their jobs. 

Harnessing the business impact of Copilot  

As Mala explains in her interview, generative AI and Copilot have played a pivotal role in transforming our customer service organization at Microsoft, enabling teams to achieve more with fewer resources. Here’s what we’ve seen so far:

1. Improved collaboration: Collaboration required among customer support agents decreased by 13%, making case resolution smoother and operations more efficient.

2. Enhancing efficiency: With Copilot, average chat case handling time reduced by up to 16%, giving agents better access to knowledge and improving overall efficiency.

3. Increasing productivity: Agents using Copilot became more productive, handling up to 12% more cases, which allowed them to serve more customers effectively. 

And that’s just the start. Mala sees a future for Copilot that will revolutionize the customer services industry, making it more efficient, responsive, and customer-centric.  

These include things like automatically connecting customers with appropriate experts, helping customers solve complex problems on their own, predicting issues before they happen, and personalizing interactions based on customer information and preferences. 

Join Microsoft on our AI journey  

By automating routine tasks and helping teams find information faster, Copilot helps our employees focus on what really matters to them, allowing them to dive deeper into the parts of their jobs they love.  

The speed at which AI is transforming business today is unprecedented, reimagining the way we work. We envision a future where AI alongside human expertise reduces and eliminates the seams in the support experience. 

Mala Anand, Corporate Vice President, Customer Experience and Success at Microsoft

Today, the power of AI is revolutionizing how companies innovate and create large-scale impact in all areas. Leveraging generative AI throughout the customer journey enables businesses to foster enduring customer loyalty by improving the overall experience, adding value at each interaction. 

This interview is part of our All in on AI series that explores how Microsoft is adopting AI across different areas of our business. Next, Kathleen Hogan, Microsoft Chief People Officer, sits down with Jared Spataro to share how AI is helping human resource teams do more with less and to share the transformative best practices she used to drive some of the highest, fastest AI adoption rates Microsoft has ever seen. 

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