*See all the video podcasts in the Copilot Agents Solutions Series here!

In this video Microsoft’s Oviya Soundararajan joins host Michael Gannotti to show how a Policies and Procedures Agent can be used to increase employee satisfaction, quicken time to needed information, and lower the overhead on HR in addressing employee questions.

Resources:

• Quickstart: Create and deploy an agent - Microsoft Copilot Studio | Microsoft Learn
• Publish and Manage Copilot Studio Agent Builder Agents | Microsoft Learn
• Creating agents with Microsoft Copilot Studio (video How To)
• Write Instructions for Declarative Agents with API plugins | Microsoft Learn
• Build Microsoft Graph Connectors for Microsoft 365 Copilot | Microsoft Learn
• Publish Agents for Microsoft 365 Copilot | Microsoft Learn
• Get the Slides in PDF format at the bottom of the post

In today's fast-paced work environment, organizations must ensure that employees have seamless access to critical information, especially when it comes to policies and procedures. Whether it’s navigating time-off policies, understanding parental leave benefits, or grasping workplace guidelines, employees need accurate and instant answers. This is where the power of AI-driven tools like a Policies and Procedures Agent in Copilot Studio can transform the employee experience.

The Benefits of a Policies and Procedures Agent

Creating a Policies and Procedures Agent in Copilot Studio offers several advantages for organizations and employees alike:

1. Simplified Onboarding Process

A well-trained agent can reason across vast documentation and provide new hires with clear, concise answers to questions about HR policies, benefits, and organizational standards. This reduces the time spent navigating lengthy manuals and allows employees to focus on integrating into their roles.

2. Enhanced Employee Experience

Searching for HR-related information can often be a source of frustration. An AI agent simplifies this process by offering instant, accurate responses to queries ranging from vacation policies to health benefits, fostering a more positive employee experience.

3. Increased Productivity

By automating answers to routine questions, employees and HR teams save time that can be redirected toward more strategic tasks. An agent reduces the repetitive workload for HR professionals while empowering employees to self-serve.

4. Consistency and Accuracy

Unlike static documents that may quickly become outdated, the Policies and Procedures Agent can deliver up-to-date and consistent information, ensuring employees are always informed with the latest policies.

5. Organizational Scalability

As companies grow, the volume of inquiries regarding policies increases. A Policies and Procedures Agent can scale effortlessly, managing a large number of employee queries without the need to expand HR teams.

Building the Policies and Procedures Agent in Copilot Studio

Creating a Policies and Procedures Agent in Copilot Studio is a straightforward yet impactful process. Here’s a step-by-step guide:

Step 1: Define the Agent’s Purpose

Start by identifying the specific use cases the agent will address. For instance:

• Answering questions about time-off policies.
• Providing clarity on benefits like parental leave and health coverage.
• Explaining workplace conduct procedures.

Having a clear understanding of the agent’s scope ensures its training and deployment are highly effective.

Step 2: Upload Policies and Procedures Documentation

In Copilot Studio, upload all relevant policies and procedures documents. This may include:

• Employee handbooks.
• Time-off and leave policies.
• Code of conduct documents.
• HR benefits guides.

Ensure the documents are well-organized and up-to-date for the AI to provide accurate answers.

Step 3: Train the Agent

Leverage Copilot Studio’s intuitive interface to train the agent on the uploaded documentation. Use sample questions to validate the agent’s reasoning abilities. For example:

• "Can I carry over unused vacation days?"
• "What is the parental leave policy?"
• "How do I report a workplace incident?"

Refine and iterate on the agent’s responses to ensure clarity and accuracy.

Step 4: Customize the Agent’s Interaction Style

Tailor the agent’s tone and style to reflect your organization’s culture. For instance, the agent might adopt a professional and empathetic tone for HR-related queries.

Step 5: Test the Agent

Before deployment, conduct thorough testing with a diverse group of employees. Gather feedback to identify potential areas for improvement and fine-tune the agent’s performance.

Deploying the Agent in Microsoft Teams

Once the agent is trained and ready, the next step is deploying it into Microsoft Teams, where it can be easily accessed by employees.

Step 1: Integrate with Microsoft Teams

Use Copilot Studio’s deployment capabilities to integrate the Policies and Procedures Agent into Microsoft Teams. Microsoft Teams serves as an ideal platform as it is commonly used for collaboration and communication within organizations.

Step 2: Create a Dedicated Channel

Launch the agent in a dedicated HR or FAQ channel within Microsoft Teams. This ensures employees know exactly where to go for their policy-related questions.

Step 3: Announce the Agent to the Organization

Send out a company-wide announcement introducing the Policies and Procedures Agent. Highlight its key capabilities and explain how employees can access and interact with it. Provide examples of questions it can answer to encourage adoption.

Step 4: Monitor and Improve

After deployment, regularly monitor the agent’s performance through feedback and analytics. Copilot Studio allows you to track usage patterns and refine the agent’s training to address emerging queries or changes in policy documentation.

Conclusion

A Policies and Procedures Agent powered by Copilot Studio is not just a tool—it’s a transformative solution for HR teams and employees. By creating an AI-driven agent that reasons across your policies and procedures, you can streamline onboarding, enhance the employee experience, and cultivate a more informed and productive workplace. With the ability to integrate seamlessly into Microsoft Teams, this agent becomes an accessible and indispensable resource for your organization, ensuring that employees always have the information they need at their fingertips.

Empower your organization today by leveraging the capabilities of Copilot Studio and Microsoft Teams to redefine how employees interact with HR policies and procedures.