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              TEAMS MEETING TRANSCRIPT - BENELUX CATEGORY PROJECT 2026
                    Copilot Training - Microsoft Teams
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This file simulates a Teams meeting transcript to practise the
summarisation and minutes-extraction use cases.

Meeting : Benelux Category Review & Launch Steering Committee #4
Date : 4 March 2026, 10:00-12:15 (CET)
Participants : 8 people

Use cases covered :
- Instant meeting recap (Priority 1)
- Automated list of actions and decisions (Priority 1)
- Mid-meeting catch-up (Priority 1)


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TRANSCRIPT
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[10:02] Sven De Vries :
Morning everyone. Shall we get started? I can see everyone is connected
except Caroline, who is apparently joining us in 10 minutes. Let's kick off
without her and bring her up to speed later. Lara, can you give us the
overall progress update?

[10:03] Lara Janssens :
Yes, of course. So since our last meeting on 18 February, we've made good
progress. The Power BI dashboard went live in pilot on 27 February, with
15 test users. The feedback is very positive. Let me share my screen to
show you the metrics.

[10:04] Lara Janssens :
There you go, you can see the adoption rate here: 87% of pilot users
logged in at least once, and 65% use it daily. Feedback is generally
good; we have a few minor enhancement requests that I'll walk you through.

[10:06] Pieter Vermeulen :
That's very encouraging, Lara. Can we already plan the rollout to the
whole sales force? My teams are impatient.

[10:07] Thomas Claessens :
On the technical side, we're ready. The infrastructure holds the load.
That said, I'd recommend waiting for the 16 March training before rolling
out broadly. Otherwise we'll get a flood of questions at support.

[10:08] Sven De Vries :
I agree with Thomas. Let's do things properly. Lara, can you note that we
target a general rollout after the training, so the week of 17 March?

[10:09] Lara Janssens :
Noted. I'll update the plan. Power BI dashboard rollout to the entire
sales force: week of 17 March.

[10:10] Daan Hofman :
Let me jump in. This is Daan from Northbound Consulting. On the Dynamics
CRM, we had good news yesterday. Microsoft confirmed they can pull the
delivery forward by 2 weeks. So we'd be looking at a possible go-live for
16 January... sorry, 16 February instead of 28 February.

[10:12] Mathieu Lefèvre :
Ah, excellent! That would let us use it for the Nutella Biscuits launch.
That's a real opportunity.

[10:13] Pieter Vermeulen :
Hold on, are we talking about the CRM with the 360 customer view? Because
if so, I absolutely need my teams trained beforehand. We can't roll out a
new tool without support.

[10:14] Sven De Vries :
Pieter is right. Caroline, are you there? Ah no, she hasn't arrived yet.
We'll come back to the training piece. Thomas, is 16 February technically
feasible?

[10:15] Thomas Claessens :
It's tight but doable. We need to finalise the customer data migration
before 22 December... before 20 February, I mean. Inge, can you confirm
the files will be ready on the Supply Chain side?

[10:16] Inge Maes :
Yes, we're on track. I have a team on it. The product and stock data will
be ready by 18 February. However, I have an issue to flag about the
tablets.

[10:17] Sven De Vries :
Go ahead, Inge, we're listening.

[10:18] Inge Maes :
The supplier informed us yesterday that the 120 tablets we ordered won't
arrive before the end of February. There are still component shortages.
It's a real problem because we'd planned to hand them out at the January
sales convention... the March convention.

[10:20] Pieter Vermeulen :
Ouch. That's awkward. My reps were counting on those new tablets. The
current ones are 4 years old and really lag.

[10:21] Daan Hofman :
Do we have a workaround? Maybe we could rent tablets temporarily?

[10:22] Thomas Claessens :
That's a lead. I can check with our Dell partner whether they have a
rental programme. It would cost roughly 50 euros per tablet per month, so
6,000 euros for 120 tablets over 2 months.

[10:23] Sven De Vries :
6,000 euros is acceptable if it keeps us on schedule. Thomas, can you
explore that and come back to us with a proposal by Friday?

[10:24] Thomas Claessens :
OK, I'll make it a priority. I'll contact Dell today.

[10:25] Caroline Dubois :
Hello everyone, sorry I'm late. I had an urgent HR matter to deal with.
Could I get a summary of what's been said?

[10:26] Lara Janssens :
Hi Caroline. In short: Power BI dashboard in pilot with good results,
rollout planned for the week of 17 March. Dynamics CRM pulled forward by
2 weeks, possible for 16 February. Tablet delivery problem pushed to end
of February, Thomas is looking at a rental option.

[10:27] Caroline Dubois :
OK, thanks. So on training, what's the timeline?

[10:28] Lara Janssens :
We have the dashboard training on 16 March. For the CRM, we haven't locked
a date yet.

[10:29] Pieter Vermeulen :
We'd need a CRM training in early February then, before the 16 February
go-live.

[10:30] Caroline Dubois :
February is tricky with the leave and the sales convention. I propose two
sessions: one on 9 February and one on 11 February, to cover everyone.

[10:31] Sven De Vries :
Works for me. Caroline, can you line that up with the training provider?

[10:32] Caroline Dubois :
I'll call them this afternoon. I'll confirm the dates tomorrow.

[10:33] Mathieu Lefèvre :
I'd like to come back to a marketing point. We'd talked about personalising
email campaigns using the CRM. Is that still in scope for V1?

[10:35] Daan Hofman :
Yes, it's planned. We'll have basic customer segmentation and the ability
to create targeted campaigns. However, the advanced AI features like "next
best action" will be for V2, planned for Q3 2026.

[10:36] Mathieu Lefèvre :
OK, that works. I need to train my marketing team too then. Caroline, can
you plan a session for us?

[10:37] Caroline Dubois :
Yes, noted. Marketing CRM training to be planned in February as well.

[10:38] Inge Maes :
I have a question about the SAP integration. Where are we on that? Because
if stock levels don't flow into the CRM in real time, it's useless for the
reps.

[10:40] Thomas Claessens :
The SAP integration is in testing. We had some performance issues last
week but it's resolved. Stock data now flows every 15 minutes. The goal of
true real time will be for V2.

[10:42] Pieter Vermeulen :
15 minutes is acceptable for the field. My reps can live with that.

[10:43] Sven De Vries :
Perfect. We're making good progress on all fronts. Daan, can you give us a
budget update?

[10:45] Daan Hofman :
Yes. Of the project's 8.5 million euros, we've spent 3.2 million to date.
That leaves 5.3 million. We're within bounds versus the initial plan. I've
flagged a risk on the training line if we add the marketing sessions; we
may need a small adjustment.

[10:47] Sven De Vries :
How much are we talking about?

[10:48] Daan Hofman :
Around 25,000 euros for the additional sessions.

[10:49] Sven De Vries :
That's approved. We're not going to block on 25,000 euros for an 8.5
million euro project. Caroline, you have the green light.

[10:50] Caroline Dubois :
Perfect, thanks Sven.

[10:51] Lara Janssens :
Let me give an update on the field sales mobile app. The mockups have been
validated. Development started last Monday. We're on a 12-week schedule,
which brings us to a V1 for the end of May.

[10:53] Pieter Vermeulen :
End of May? I thought we'd said early May.

[10:54] Lara Janssens :
We said "second quarter". End of May is consistent. If we want to go
faster, we either reduce the scope or add resources.

[10:55] Thomas Claessens :
I have no resources available. We're already maxed out with the CRM and
the infrastructure.

[10:56] Sven De Vries :
Pieter, does end of May pose a real operational problem?

[10:57] Pieter Vermeulen :
No, it's manageable. I'd prefer sooner, but we can live with end of May.
The key thing is for the app to be stable and performant.

[10:58] Lara Janssens :
We'll run user tests in May to ensure quality. I'm planning a pilot with
10 reps before the general rollout.

[11:00] Sven De Vries :
Very good. We keep end of May as the target. Any other topics?

[11:01] Inge Maes :
Yes, I have a point on data. We talked about integrating retailers'
sell-out data. Where are we with the discussions?

[11:03] Daan Hofman :
It's complicated. Two of our key accounts, the Vlinder Stores group and
NordMarkt, are OK to share their data. However, GrandPré still refuses.
They consider it a competitive advantage.

[11:05] Pieter Vermeulen :
I can try to push the topic at my next meeting with their purchasing
director. But I can't promise anything.

[11:06] Sven De Vries :
Give it a go, Pieter. In the meantime, we move forward with Vlinder Stores
and NordMarkt. That's already something.

[11:07] Daan Hofman :
OK. I'll finalise the data-sharing agreements with those two retailers by
the end of March.

[11:08] Mathieu Lefèvre :
I have one last question. For the January... sorry, the April group ExCom
presentation, what are we planning? They'll want to see concrete results.

[11:10] Sven De Vries :
Good question. Lara, can you prepare a presentation with the first
dashboard KPIs and a CRM demo? We'll present it to the group ExCom on
21 April.

[11:11] Lara Janssens :
Yes, I'll handle it. I'll get you a first version by 13 April for review.

[11:12] Sven De Vries :
Perfect. We're nearing the end. Let me recap the decisions and actions.
Lara, are you taking notes?

[11:13] Lara Janssens :
Yes, I'm ready.

[11:14] Sven De Vries :
Right. Decision 1: Power BI dashboard rollout the week of 17 March.
Decision 2: we target 16 February for the Dynamics CRM.
Decision 3: additional training budget of 25,000 euros approved.
Decision 4: temporary tablet rental approved if the proposal is OK.
Decision 5: mobile app maintained for end of May.

[11:16] Sven De Vries :
Actions. Thomas: tablet rental proposal by Friday.
Caroline: confirmation of CRM training dates by tomorrow.
Daan: data agreements with Vlinder Stores and NordMarkt by end of March.
Lara: ExCom presentation by 13 April.
Pieter: discussion on GrandPré data at the next meeting.

[11:18] Lara Janssens :
Noted, Sven.

[11:19] Sven De Vries :
Thanks everyone. Next meeting on 18 March, same time. Until then, great
work, we're making good progress.

[11:20] All :
Thanks Sven. See you soon.

[End of meeting - 11:20]


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EXERCISES WITH COPILOT
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EXERCISE 1 : Instant minutes
PROMPT : "Generate structured minutes of this meeting with the decisions
made, the follow-up actions and the owners."

EXERCISE 2 : Catch-up (like Caroline at 10:25)
PROMPT : "Summarise what happened in the first 25 minutes of this meeting."

EXERCISE 3 : Action extraction
PROMPT : "List all the actions mentioned in this meeting with the owner and
the due date."

EXERCISE 4 : Key points for an absentee
PROMPT : "Draft a summary email for someone who couldn't attend this
meeting."


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ANSWER KEY - ELEMENTS TO IDENTIFY
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DECISIONS MADE (5) :
1. Power BI dashboard rollout : week of 17 March
2. Dynamics CRM go-live : 16 February 2026
3. Additional training budget : 25,000 euros approved
4. Temporary tablet rental : approved (if proposal OK)
5. Field sales mobile app : end of May maintained

FOLLOW-UP ACTIONS (5) :
| Action | Owner | Due date |
|--------|-------|----------|
| Dell tablet rental proposal | Thomas Claessens | Friday 6/03 |
| Confirmation of CRM training dates | Caroline Dubois | Tomorrow 5/03 |
| Data agreements Vlinder Stores/NordMarkt | Daan Hofman | End of March |
| Group ExCom presentation | Lara Janssens | 13 April |
| GrandPré data discussion | Pieter Vermeulen | Next meeting |

WATCH POINTS :
- Tablets : delivery pushed to end of February
- GrandPré : refuses to share sell-out data
- Training : tight calendar in February (leave + convention)

BUDGET :
- Spent : 3.2M euros / 8.5M euros
- Remaining : 5.3M euros
- Adjustment : +25,000 euros training

NEXT MEETING : 18 March, same time

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Created on : 27 February 2026
Project : Ferrero Benelux Copilot Training - Microsoft 365
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