Everyday Ways AI Is Already Built Into Your Work Tools

Learn about helpful AI features already available in your daily tools, and commit to trying a new one this week.

Before You Start

Goal: Learn about helpful AI features already available in your daily tools, and commit to trying a new one this week.

Watch: Everyday Ways AI Is Already Built Into Your Work Tools — Members are encouraged to watch beforehand, but a quick recap at the meeting works too.

If your org uses Microsoft or Google, AI tools are embedded in the apps you use every day — Outlook, Word, Teams, Gmail. You don't have to go anywhere new; you just have to turn them on and start using them.

Meeting Agenda · Approx. 60 mins

  • Member Updates · 10 mins
  • Icebreaker · 10 mins
  • Discussion · 10 mins
  • Activity · 10 mins
  • One Action · 10 mins
  • Wrap-Up · 5 mins

👋 Member Updates · 10 mins

Go around your Circle and share personal updates. Keep them brief and focused on significant changes or important decisions since the last time you met. It's OK not to have one every month. If you have a One Action update from last time, share that too.

🧊 Icebreaker · 10 mins

Invite everyone in the group to share. Keep answers to one or two minutes per person.

Has anyone used built-in tools, like Copilot in Outlook or Teams, or Gemini in Gmail or Docs? Tell us what you did and how it helped.

🏋️ Discussion · 10 mins

Go around the group and discuss:

  1. Think about your upcoming meetings at work. Are there any that you think Gemini or Copilot could be helpful with, e.g. by pulling from recent emails and documents to draft an agenda? Go around the group and share ideas.

  2. If you've used AI to draft emails, are there any prompts you've used that help you get to a better draft?

  3. What's one specific built-in feature you'll try this week, and for which task? Let's go around and have everyone name one.

🏋️ Activity · 10 mins

Use a Built-In Email Tool

  1. Open an email app you use every day and find the AI feature inside it. (If you're not sure where to look, consult the "AI Skill" below.)
  2. Use it for one real task, e.g. drafting a reply or summarizing an email thread.
  3. Discuss as a group: How was the output? Could you change anything about your prompting to improve the draft?

🤖 AI Skill · for reference

Built-in tools: Here's where to find them:

  • Microsoft 365 (Copilot): Outlook → Copilot icon when reading/composing.

  • Teams → 'Recap' in meeting chat. Word → Copilot in the toolbar.

  • Google Workspace (Gemini): Gmail → Gemini star icon in right-side navbar.

  • Docs → 'Help me write' button. Drive → plain-language search. Chat → Gemini star icon in right-side navbar.

Don't see these? First, check Settings (you can ask AI to help you find it). If that still doesn't work, ask IT, as your org may need to enable the tools.

🎯 One Action · 10 mins

Commit to one concrete action — big or small — you'll take before next meeting. Go around the Circle and share (1 minute or less per member). Vocalizing it helps hold each other accountable.

Try using the built-in feature you named in the discussion. Come to the next meeting ready to share what happened.

📅 Wrap-Up · 5 mins

Before you break, plan your next meeting and close on an energetic note. Go around your Circle one by one and finish the sentence:

Now I am feeling… (choose one word).

  • Set the day, time, and location
  • Choose the next topic or resource
  • Confirm who's leading the discussion
  • Decide how you'll stay in touch in between"