On The Road With Digital Signage Today

Microsoft woos digital signage providers with AI-fueled, omnichannel workplace strategy

I received a firsthand look into Microsoft's big AI strategy, including Copilot AI, integrated workplace software stacks, and omnichannel communications technology. The implications for digital signage are big.

Image: Daniel Brown/Networld Media Group

November 4, 2024 by Daniel Brown — Editor, Networld Media Group

I had to brave the elements during my first visit to Anaheim this summer for the Exertis Almo E4 Experience, including LA traffic, terrifying taxi drivers and hordes of mouse ear-wearing Disney fans — but the digital signage insights were worth it.

One of the biggest insights came from Microsoft's special presentation on their Copilot AI strategy, along with its integrations with digital signage and omnichannel communications technology. Amanda Stewart, partner development manager at Microsoft, discussed Microsoft Copilot and its ability to transform productivity and streamlining workflows within Microsoft 365 and Teams Rooms.

"This will take you from being good at your job to exceptional at your job," Stewart said. "Because I'm not sitting in email, drowning and trying to figure out how to prioritize."

Microsoft's big AI play — an overview

The presentation focused on how AI, particularly generative AI, is reshaping modern workspaces by automating mundane tasks and enabling real-time collaboration. After seeing Microsoft on the ground at Appspace's World of Work 2024 event this summer in Phoenix, I was impressed at how much Microsoft is working to build relationships with the digital signage industry and its software providers.

Stewart also emphasized the importance of adopting AI responsibly, highlighting Microsoft's commitment to secure and governable AI solutions. "It's called Copilot, not autopilot," Stewart said. "You always go in and check to make sure that things are accurate." In addition to fact-checking AI-created content, employees need ongoing training in how to use AI effectively in order to optimize efficiency and data security.

Microsoft has invested extensively in its desired future as an AI leader, including its partnerships with organizations like OpenAI along with its own internal AI projects like Copilot and related programs. Particularly, Microsoft is developing a range of partnerships with digital signage software providers. All of this matters to digital signage because more and more organizations are blending their digital signage and productivity software stacks, thanks to the growth of omnichannel workplace communications.

The adoption rate of AI tools is staggering, as Stewart demonstrated with graphs of the global adoption rate for tools like ChatGPT. "ChatGPT… basically created an adoption curve that is a vertical line," she said, comparing the unprecedented tech adoption statistics in comparison with earlier technologies like the Internet and smartphones.

As AI becomes ever more central to the way we work and communicate in the workplace (and beyond), you can bet we're going to see a huge rise in AI tools like Microsoft Copilot in digital signage and beyond — and it's going to be different from the industry predictions in the early days of AI, when generative AI was supposed to be the gorilla in the room, helping to create digital signage graphics and content.

I personally witnessed Microsoft's heavy investment in this technology, both at WOW24 in Phoenix and again at Exertis Almo's E4 Experience in Anaheim — and it became clear to me just how much the leading tech providers are investing in building the integrated workplace tech stack of the future, including digital signage and omnichannel communications. The future tech stack will clearly have AI as the keystone. The question, of course, is whether this massive gambit will pay off for tech providers in the long run, along with which tools/providers will succeed and fail along the way, so I will be watching for data-based studies as I follow this major industry shift.

Key Takeaways:

AI integration in meeting spaces: Stewart illustrated the impact of AI on meeting dynamics, especially with Copilot's capabilities in Microsoft Teams Rooms. Copilot can generate live summaries, highlight action items and provide contextual insights during meetings, making it easier to catch up on missed discussions.

Efficiency in daily workflows: By connecting Microsoft applications (like Outlook, Word, and Excel) through Copilot, employees can avoid repetitive tasks, such as manually summarizing meetings or organizing emails. This automation allows them to focus on higher-value responsibilities.

Rapid AI adoption: Stewart pointed out the unprecedented speed of AI adoption in the workplace, with generative AI tools like Copilot enhancing productivity and decision-making processes at a pace that traditional tech never reached.

Customizable AI: Microsoft's upcoming Copilot Studio will allow users to create personalized AI agents, potentially handling tasks like organizing travel or managing specific work projects by tailoring responses based on user input.

Privacy and security: A key point was Microsoft's dedication to secure AI solutions. Stewart advised against sharing sensitive data on non-secure platforms, stressing that Copilot is built on Microsoft's security framework, making it suitable for sensitive business environments.

Microsoft's AI gameplan — a detailed look

Stewart began by defining the core concept of Copilot as an "AI tool that you feed information, and it generates brand new information to get back to you."

Microsoft Copilot, she explained, is part of the broader category of generative AI tools, which has gained remarkable adoption in various sectors due to its ability to transform productivity workflows. Unlike traditional AI tools, which often require human intervention for detailed tasks, generative AI can autonomously generate outputs like text, image or audio based on the data it processes. Stewart highlighted that Copilot is one of several generative AI tools in Microsoft's portfolio, positioning it as a secure, integrated solution that reduces the need for time-consuming, repetitive tasks, allowing employees to focus on higher-impact responsibilities.

A major point of the presentation was the current rapid adoption of generative AI across industries. Stewart presented a compelling visual to demonstrate the adoption curve, comparing Copilot's uptake with other technological advances like mobile phones and the internet. She noted that ChatGPT, another popular generative AI tool, reached 100 million users within months, a rate much faster than previous technologies. Stewart pointed out that organizations today are increasingly leveraging generative AI tools, with about a third of surveyed enterprises using such tools daily in at least one business function. However, this rapid diffusion brings both opportunities and challenges, including fears of job displacement, data security concerns and a general need for AI literacy.

Microsoft Copilot in practice

Microsoft Copilot's integration into Microsoft 365 allows it to function as a productivity tool across Word, Excel, PowerPoint, Outlook, Teams and other applications within the Microsoft ecosystem. Stewart explained that prior to Copilot, employees would often engage in redundant tasks, such as manually summarizing data or transcribing meeting notes. With Copilot, tasks like generating meeting summaries, creating actionable agendas, and drafting reports from meeting discussions can be done in seconds. Stewart illustrated the value of this functionality with a specific example: after a meeting, an employee can ask Copilot to "generate a proposal based on this meeting," including a link to the meeting. Within seconds, Copilot can generate a PowerPoint presentation or Word document that summarizes key points, highlights next steps and prepares an actionable plan, freeing employees to focus on strategic work rather than low-value tasks.

Stewart emphasized that Copilot's seamless integration across applications is revolutionary in that it reduces the time spent on "digital debt," or the accumulation of low-priority, time-consuming tasks. In her words, Microsoft 365 used to be like a "cupcake" with different applications representing distinct layers that didn't "talk to each other." With Copilot, these layers are now interconnected, functioning as a cohesive system that uses contextual data to assist users in completing tasks across the suite. This enhanced integration, known internally as the Microsoft Graph, enables Copilot to pull information from multiple applications simultaneously, improving workflow efficiency by providing comprehensive, real-time insights from across an individual's Microsoft workspace.

Copilot in Teams Rooms

In addition to its use within individual applications, Copilot has specific functionality designed for Teams Rooms, Microsoft's meeting space solution that connects in-office and remote employees. I've previously covered the rise of Teams Rooms as a digital signage software staple for a range of organizations, including the Microsoft-Appspace relationship (you can see the Digital Signage Today InfoComm 2024 video with Will White announcing the partnership below.)

Stewart explained that Microsoft Teams Rooms equipped with Copilot can leverage AI to enhance meeting experiences by offering features like live summaries, action item tracking and context-based recommendations in real time. For example, if an employee is double-booked and unable to attend a meeting, they can later request a Copilot-generated summary, which provides an overview of what was discussed, key decisions made and any action items assigned to them.

Stewart pointed out that despite the demand for collaborative and inclusive meeting spaces, less than 8% of meeting rooms globally are video-enabled, and not all are equipped to handle advanced AI functions (of course, this is a major opportunity area for the digital signage industry, both to help install video-ready hardware and to source quality software solutions).

Microsoft's approach to Teams Rooms with Copilot is a response to this gap, providing businesses with a solution that enables consistent and efficient collaboration regardless of location. Furthermore, Microsoft Copilot's integration with Teams Rooms is designed to improve inclusivity by ensuring that participants in physical meeting spaces have the same access to AI-driven insights as remote attendees. Copilot can use advanced AI tools like voice and facial recognition (for enrolled users) to track who is speaking, identify action items and store this data in a way that enables it to generate contextually relevant summaries later. Stewart explained that this approach ensures that all team members, whether remote or on-site, can stay updated on meeting proceedings and decisions, reducing the need for repetitive catch-up meetings or time-consuming email threads.

Adoption and training: Overcoming barriers

Throughout the presentation, Stewart emphasized the importance of training and adoption to fully unlock the potential of Microsoft Copilot. She acknowledged that while Copilot is intuitive, there is a learning curve to using it effectively for advanced productivity gains. Employees need to not only know how to issue simple commands but also understand how to prompt Copilot to handle complex, multi-step tasks. For instance, rather than asking Copilot for a single piece of information, users can chain prompts to achieve more complex outputs—like finding an email, drafting a response, creating an agenda and scheduling a follow-up. Stewart described this as a "reskilling and upskilling" process that requires organizations to invest in training employees to make Copilot a trusted productivity tool.

One significant challenge is the lack of skilled workers familiar with generative AI. Stewart noted that without proper training, some employees may revert to their old habits, reducing the impact of AI on overall productivity. Microsoft has addressed this through its "Copilot Champions" initiative, where employees like Stewart advocate for Copilot, share best practices and help colleagues overcome any hesitation to use AI-driven tools. Stewart suggested that similar initiatives can be implemented by other organizations, enabling employees to see the immediate benefits of Copilot and making it easier for them to adopt it as a daily productivity tool.

Data privacy and security

Stewart stressed that one of Microsoft's key differentiators is its commitment to secure, governable AI, contrasting it with non-secure generative AI platforms where data entered is not protected. For example, she cautioned against putting sensitive information into unsecured AI platforms, as data could be publicly exposed. As Stewart put it, users should think twice before putting Grandma's secret cookie recipe into a public AI!

In contrast with a growing number of free online AI tools, Microsoft Copilot is built within the company's secure Microsoft 365 framework, Stewart explained, which is designed to meet rigorous compliance standards. For enterprises in regulated industries, this is a critical feature, as it ensures that Copilot's use aligns with data governance and security protocols.

Additionally, Stewart highlighted that Copilot's secure design allows enterprises to maintain control over how AI is used and what data it accesses, making it suitable for sensitive tasks and environments. Microsoft offers customization options, enabling organizations to define compliance rules for Copilot, including voice and facial recognition features, which are optional. Stewart underscored that by integrating AI tools into a secure environment, Microsoft provides a unique value proposition that helps enterprises embrace AI without compromising on data privacy or security.

Looking forward: Copilot Studio and future capabilities

Stewart wrapped up the presentation by introducing Copilot Studio, an upcoming Microsoft tool that will allow users to create their own AI agents tailored to specific tasks. With Copilot Studio, users can configure a custom Copilot experience that handles specialized tasks based on the data and priorities they input. For example, an organization could design a Copilot agent to manage project-specific tasks, compile relevant data and even provide recommendations based on historical project information.

Stewart said she viewed this as a particularly important advancement, as Copilot Studio would give users unprecedented control over AI-driven workflows, creating opportunities for even greater productivity gains. She emphasized that the power of Copilot lies not only in its current capabilities but also in its potential to evolve, supporting increasingly complex workflows and integrating deeply into various aspects of business operations.

Only time will tell which aspects of the Microsoft AI strategy will be successful in the long run, but it became clear to me that the tech giant is going all-in on its AI-powered, integrated workplace tech stack strategy. As I survey similar all-in approaches by competitors like Meta or Apple (which has publicly shared it is moving slowly and carefully with its own approach), the key takeaway is that digital signage software (and hardware fleets) absolutely need to be engineered and future-proofed to participate in the AI-powered, integrated, omnichannel future that Microsoft and others are working so hard to build. And beyond corporate communication, I think this is going to reverberate across verticals, from retail to airports and beyond.

About Daniel Brown

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Daniel Brown is the editor of Digital Signage Today, a contributing editor for Automation & Self-Service, and an accomplished writer and multimedia content producer with extensive experience covering technology and business. His work has appeared in a range of business and technology publications, including interviews with eminent business leaders, inventors and technologists. He has written extensively on AI and the integration of technology and business strategy with empathy and the human touch. Brown is the author of two novels and a podcaster. His previous experience includes IT work at an Ivy League research institution, education and business consulting, and retail sales and management.

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