It was Monday morning again. Meetings filled the calendar. Ideas flowed quickly. Everyone agreed on what needed to be done. You took notes. You asked questions. You left the room feeling confident.
Later that day, you opened a blank document titled Functional Design Document. Suddenly, things no longer felt clear.
The decisions no longer felt solid. Doubts started to appear:
- A requirement was mentioned but not written clearly.
- An edge case came up, but you were not sure where it belonged.
- A constraint sounded important, yet you could not find it in your notes.
You stared at the screen longer than expected. The blank page felt heavier with every passing minute. This document mattered more than it seemed. Teams would rely on it. Decisions would depend on it.
Something felt off. You sensed that something was missing and would cause problems later, but you didn't know what it was. This is where clarity is either created… or lost.
As a Solution Engineer at Mazik Global, working closely with functional consultants, I have seen this challenge many times. A simple question came to mind:
Could AI make this easier?
That question led us to experiment with Microsoft 365 Copilot at Mazik Global. What happened next changed everything about how we create design documentation.
What is Microsoft 365 Copilot?
Microsoft 365 Copilot is a conversational, AI-powered assistant that helps boost productivity and streamline workflows by offering contextual assistance, automating routine tasks, and analyzing data.
It acts like an intelligent partner, understanding context and suggesting what comes next. Across organizations, Microsoft 365 Copilot helps boost productivity and streamline workflows, making complex tasks faster and more efficient.
Prerequisites:
To get started, we needed:
Our Experiment: From Blank Page to Blueprint
We didn’t just ask Copilot to “write a Functional Design Document (FDD).” Instead, we broke the process into phases, just like we do in real projects, and explored how Copilot could assist at each step.
Workflow We Discovered:
Step 1: Brainstorming with Copilot Idea Coach Agent
The hardest part of any FDD is the beginning. Idea Coach helped us sketch a high-level structure in minutes.
Instead of staring at a blank page, we started with prompts like:
“Help me brainstorm an AI-based appointment cancellation chatbot for an ABC (e.g. patient) portal.”
(M365 Copilot Idea Coach Agent)
Within 5–10 minutes, we had a clear direction and workflow outline.
Step 2: Deep Research with Copilot Researcher Agent
The next phase involved gathering best practices, comparing different approaches, and validating ideas.
Copilot Researcher provided detailed, up-to-date information with supporting citations and included advanced techniques relevant to the topic.
Although the responses were comprehensive and lengthy, summarizing them was more efficient than starting the research process manually.
Prompt we give:
“Give me insights on Voice Interaction Integration for Appointment Cancellation.”
(M365 Copilot Researcher Agent)
Step 3: Logic and Data Analysis with Copilot Analyst Agent
For data-driven features, we used Analyst to generate conditional logic and analyze trends.
- Need an if/else block for appointment validation: The analyst had it ready.
- Need quick insights from a graph: The analyst interpreted it in seconds.
Prompt we give:
“Write me a pseudo code, if-else conditional statement/logic for how an appointment cancellation AI chatbot can work.”
(M365 Copilot Analyst Agent)
Step 4: Drafting and Structuring with Copilot Notebook and Copilot Word
Once we had the pieces, Notebook helped organize related documents and maintain context.
Prompt we give:
“Can you help structure this better? Voice Interaction Integration for Appointment Cancellation.”
(M365 Copilot Notebook)
Copilot Word then stepped in to reword, restructure, and format the FDD — without endless copy-pasting.
(M365 Copilot in MS Word)
The result? A document that looked polished and professional, faster than ever.
What Changed for Us
Here’s what stood out from our experiment:
- Speed: Idea Coach confirmed ideas in minutes, not hours.
- Depth: The researcher provided detailed, valid insights with references.
- Efficiency: Copilot Word handled formatting and restructuring effortlessly.
- Collaboration: Notebook kept everything connected for easy querying.
From Internal Experiment to Industry Insight
Our journey began with a simple question:
"Could AI make documentation easier?"
What started as an internal experiment quickly revealed something bigger—AI isn’t just a tool; it’s a catalyst for transforming how teams work. By testing Microsoft 365 Copilot in real-world scenarios, we uncovered practical ways to reduce friction, improve clarity, and accelerate delivery. These insights go beyond one organization—they point to a future where documentation is no longer a bottleneck but a strategic advantage.
Journey as an AI Frontier Firm
At Mazik Global, we are committed to establishing ourselves as an AI Frontier Firm, where every team member—not just developers—feels empowered to work confidently with AI.
AI isn’t just about coding faster.
It’s about transforming how we collaborate, capture knowledge, and deliver impact.
Sometimes, the most powerful innovations begin with a simple question:
“What if AI could turn complexity into clarity?”
The Future of Documentation
This experiment showed us something powerful:
"AI isn’t here to replace expertise; it’s here to amplify it."
With tools like Microsoft 365 Copilot, documentation becomes less about grunt work and more about creativity and collaboration.
Next time you face a blank page, imagine starting with clarity instead of chaos. That’s the promise of AI-powered documentation.
Conclusion
Documentation has always been a critical part of delivery, but it doesn’t have to be the most time-consuming. Our experiment with Microsoft 365 Copilot showed us that AI can turn complexity into clarity, helping teams move faster without sacrificing quality.
This isn’t just about writing documents; it’s about rethinking how we work. When AI takes care of the repetitive tasks, teams can focus on what truly matters—innovation, collaboration, and delivering impact.
The future of documentation isn’t manual. It’s intelligent, adaptive, and collaborative. And it starts with a simple question:
What if AI could make this easier?
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