Using Microsoft Copilot for Global Scheduling in MS Outlookand MS Teams

Purpose

To reduce scheduling friction across time zones while maintaining executive-level judgement.

What Copilot Can Do Well

Copilot can:

  • Suggest meeting times across multiple time zones

  • Analyse attendee availability

  • Propose alternative time slots

  • Adjust meetings when conflicts arise

  • Draft meeting invitations with correct time conversions

  • Summarise long scheduling threads

Example prompts:

  • “Find a 60-minute meeting next week for Sydney, London and New York.”

  • “Suggest options within business hours for all attendees.”

  • “Reschedule this meeting to accommodate the US East Coast.”

    It handles the mathematics of time zones instantly.

What Copilot Does NOT Do

It does not:

  • Decide who should take the inconvenient time

  • Understand political hierarchy

  • Consider client sensitivities

  • Apply strategic prioritisation

  • Balance recurring regional bias

    AI optimises time. EAs optimise relationships.

Best Practice Workflow

  1. Confirm all attendees have correct time zones set in Microsoft 365.

  2. Use Copilot to generate 2–3 viable options.

  3. Apply strategic judgement:.

    • Who is most senior?

    • Who has accommodated recently?

    • Is this internal or external?

    4. Send final invite with clarity

    5. Monitor for regional fatigue patterns.

Governance Reminder

  • Copilot only accesses calendar data the user is permitted to see.

  • It does not override permissions.

  • All scheduling remains within the Microsoft 365 tenant.

Steuart Snooks