Copilot (licence) - Analyze a Supply Catalog Based on Needs and Budget Tutorial

Discover how to optimize your office supply purchases in "analyze a supply catalog based on needs and budget"! Join our administrative assistant as they leverage Microsoft Copilot to select ergonomic equipment for 30 employees, balancing needs with budget constraints. Uncover tips for efficient product selection, cost adjustments, and detailed comparisons that save time and uphold quality. Dive into the video and enhance your procurement strategy today!

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Available in AI - Artificial Intelligence

Objectifs :

This document aims to outline the process of utilizing Microsoft Copilot to efficiently select ergonomic office equipment while adhering to budget constraints. It highlights the steps taken to refine product preferences and the benefits of using AI assistance in administrative tasks.

Chapitres :

Introduction
In the role of an administrative and executive assistant, one of the key responsibilities is to ensure the ergonomic comfort of the team’s workstations. This involves ordering various equipment such as ergonomic mice, mouse pads, and headsets for employees. The use of Microsoft Copilot can significantly streamline this process, making it easier to select high-quality products within budget.
Identifying Equipment Needs
The first step in the process is to identify the specific ergonomic equipment required for the team. This includes: - Ergonomic mice and mouse pads - Headsets with microphones With a team of 30 employees, it is crucial to find suitable products that cater to their needs.
Utilizing Microsoft Copilot
To enhance efficiency, Microsoft Copilot is employed to assist in product selection. The assistant creates a contextualized prompt specifying: - Role - Equipment needs - Budget This prompt helps Copilot extract the most suitable product references from the provided document.
Analyzing Product Options
After submitting the request, Copilot analyzes the attached file and generates a list of products that meet the specified criteria, along with a cost summary. If the total exceeds the budget, Copilot suggests: - Reducing quantities - Selecting lower-priced items However, the assistant opts to refine preferences instead.
Refining Product Preferences
The assistant clarifies the need for: - 10 ergonomic wired mice - Models suited for left-handed users With each interaction, suggested prompts can be selected to adjust costs without compromising on quality or quantity.
Exploring Additional Equipment
The assistant also inquires about the cost of 10 sit-stand ergonomic desks, which may be part of a future order. Copilot suggests a suitable model but notes it is a substantial budget item. The assistant then asks for: - Other available models - A detailed description of a more affordable option.
Comparative Analysis of Models
To facilitate decision-making, the assistant requests a side-by-side comparison table of the two desk models. Copilot provides: - A detailed table with visual star indicators for specific features - Advantages and disadvantages for each desk This comprehensive overview aids in making an informed choice.
Conclusion
In conclusion, Microsoft Copilot has proven to be a valuable asset in the process of selecting and budgeting for ergonomic office equipment. By saving time and providing detailed product comparisons, it enhances the efficiency of administrative tasks, allowing for better decision-making and ultimately improving the ergonomic comfort of the team.

FAQ :

What is the role of an administrative and executive assistant?

An administrative and executive assistant is responsible for managing office tasks, supporting executives, and ensuring efficient operations, which may include ordering supplies and coordinating schedules.

How can Microsoft Copilot assist in product selection?

Microsoft Copilot can analyze user requests and documents to suggest suitable products based on specified criteria such as budget, quality, and specific needs.

What are ergonomic products and why are they important?

Ergonomic products are designed to enhance comfort and efficiency in the workplace, helping to prevent injuries and improve productivity by accommodating the user's physical needs.

How can I refine my product preferences using Microsoft Copilot?

You can refine your preferences by providing specific details about your needs, such as the type of product, quantity, and any special requirements, allowing Copilot to adjust its recommendations accordingly.

What should I do if the suggested products exceed my budget?

If the suggested products exceed your budget, you can either reduce the quantities, select lower-priced items, or refine your preferences to find alternatives that meet your financial constraints.

Quelques cas d'usages :

Selecting Office Equipment

An administrative assistant uses Microsoft Copilot to efficiently select ergonomic office equipment for a team, ensuring comfort and productivity while staying within budget.

Budget Management for Office Supplies

A manager utilizes Copilot to generate a cost summary for potential office supplies, allowing for informed decisions on purchasing while adhering to budget constraints.

Comparing Product Features

An executive assistant requests a side-by-side comparison of different ergonomic desks using Copilot, enabling a clear understanding of the advantages and disadvantages of each option.

Negotiating with Suppliers

After receiving product references from Copilot, an assistant prepares to negotiate with suppliers, using the detailed information to advocate for better pricing and terms.

Future Planning for Office Ergonomics

An administrative professional explores future ergonomic needs by asking Copilot for suggestions on sit-stand desks, ensuring the team is equipped for long-term health and productivity.

Glossaire :

Ergonomic

Referring to the design of equipment and workspaces that optimize comfort and efficiency for users, reducing the risk of strain or injury.

Microsoft Copilot

An AI-powered tool integrated into Microsoft applications that assists users in generating content, making selections, and providing recommendations based on user input.

Contextualized prompt

A specific request made to an AI tool that includes relevant details about the user's needs, role, and preferences to generate accurate responses.

Cost summary

A breakdown of the total expenses associated with selected products, often including individual prices and overall totals.

Sit-stand ergonomic desks

Desks designed to allow users to alternate between sitting and standing positions, promoting better posture and reducing health risks associated with prolonged sitting.

Visual star indicators

A graphical representation used to compare features of products, where stars indicate the level of quality or performance of specific attributes.

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I am responsible for ordering equipment to improve

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the ergonomic comfort of our team's workstations.

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This includes ergonomic mice and mouse pads as well

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as headsets with microphones for our 30 employees.

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I've identified a potential supplier with

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a comprehensive catalog of office supplies.

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Given that time is valuable.

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I'm turning to Microsoft Copilot to help me select

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high quality products that stay within my budget.

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If possible.

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Using co-pilot chat,

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I create a precise contextualized prompt where I specify my role equipment needs

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budget and request to extract the most

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suitable product references from the document.

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I'll attach

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the attached file can be accessed from recent documents.

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A Microsoft cloud location or as in this case from a local drive on my computer.

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After analyzing my request and file copilot generates a list of

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products that meet my criteria along with a cost summary.

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However,

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the total slightly exceeds my budget co-pilot suggests

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reducing quantities or selecting lower priced items.

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But instead I decide to refine my preferences.

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I clarify to copilot that I'm looking for ergonomic wired

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mice with 10 of them suited for left handed users

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with each interaction, I can select suggested prompts to help adjust the costs.

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However, I don't want to compromise on either quality or quantity.

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My aim here is for copilot to provide product

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references so I can potentially negotiate with the supplier

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continuing with my task.

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I'd like to know the cost of 10 sit stand

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ergonomic desks which might be part of a future order

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after a few seconds.

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Copilot suggests a suitable model looks like a substantial budget item.

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Are there other models available?

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Let's use the suggested prompt

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copilot then proposes a more affordable

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and functional option seeking further clarity.

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I ask copilot to generate a detailed description of the less expensive model.

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Copilot responds with an overview of the desk's features

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such as adjustable height and a spacious work surface.

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Now I'd like an even clearer comparison.

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I ask copilot to generate a side by side table comparing

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the two models using visual star indicators for specific features.

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Not only does copilot provide a detailed table,

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but it also lists advantages and disadvantages for each desk.

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Perfect.

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All that's left is to reach out to the supplier.

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Copilot has been a tremendous asset,

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saving me valuable time in selecting and budgeting for our future equipment.

Mandarine AI: WHAT YOU SHOULD KNOW

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