Copilot - 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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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 :

  1. 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.
  2. 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.
  3. 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.
  4. 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.
  5. 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.
  6. 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.
  7. 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.
  8. 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.

résultat(s)
00:00:08
I am responsible for ordering equipment to improve
00:00:11
the ergonomic comfort of our team's workstations.
00:00:14
This includes ergonomic mice and mouse pads as well
00:00:17
as headsets with microphones for our 30 employees.
00:00:21
I've identified a potential supplier with
00:00:23
a comprehensive catalog of office supplies.
00:00:26
Given that time is valuable.
00:00:28
I'm turning to Microsoft Copilot to help me select
00:00:31
high quality products that stay within my budget.
00:00:34
If possible.
00:00:35
Using co-pilot chat,
00:00:36
I create a precise contextualized prompt where I specify my role equipment needs
00:00:42
budget and request to extract the most
00:00:45
suitable product references from the document.
00:00:47
I'll attach
00:00:48
the attached file can be accessed from recent documents.
00:00:51
A Microsoft cloud location or as in this case from a local drive on my computer.
00:00:59
After analyzing my request and file copilot generates a list of
00:01:03
products that meet my criteria along with a cost summary.
00:01:06
However,
00:01:07
the total slightly exceeds my budget co-pilot suggests
00:01:11
reducing quantities or selecting lower priced items.
00:01:14
But instead I decide to refine my preferences.
00:01:17
I clarify to copilot that I'm looking for ergonomic wired
00:01:21
mice with 10 of them suited for left handed users
00:01:27
with each interaction, I can select suggested prompts to help adjust the costs.
00:01:32
However, I don't want to compromise on either quality or quantity.
00:01:36
My aim here is for copilot to provide product
00:01:39
references so I can potentially negotiate with the supplier
00:01:44
continuing with my task.
00:01:46
I'd like to know the cost of 10 sit stand
00:01:49
ergonomic desks which might be part of a future order
00:01:53
after a few seconds.
00:01:54
Copilot suggests a suitable model looks like a substantial budget item.
00:01:59
Are there other models available?
00:02:01
Let's use the suggested prompt
00:02:03
copilot then proposes a more affordable
00:02:06
and functional option seeking further clarity.
00:02:09
I ask copilot to generate a detailed description of the less expensive model.
00:02:14
Copilot responds with an overview of the desk's features
00:02:17
such as adjustable height and a spacious work surface.
00:02:21
Now I'd like an even clearer comparison.
00:02:23
I ask copilot to generate a side by side table comparing
00:02:28
the two models using visual star indicators for specific features.
00:02:33
Not only does copilot provide a detailed table,
00:02:35
but it also lists advantages and disadvantages for each desk.
00:02:39
Perfect.
00:02:40
All that's left is to reach out to the supplier.
00:02:43
Copilot has been a tremendous asset,
00:02:45
saving me valuable time in selecting and budgeting for our future equipment.

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résultat(s)
00:00:05
Na minha função de assistente administrativa e executiva.
00:00:08
Sou responsável por encomendar equipamentos para melhorar
00:00:11
o conforto ergonómico dos postos de trabalho da nossa equipa.
00:00:14
Isso inclui ratos ergonômicos e mouse pads também
00:00:17
como headsets com microfones para os nossos 30 colaboradores.
00:00:21
Identifiquei um potencial fornecedor com
00:00:23
um catálogo abrangente de material de escritório.
00:00:26
Dado que o tempo é valioso.
00:00:28
Estou a recorrer ao Microsoft Copilot para me ajudar a seleccionar
00:00:31
produtos de alta qualidade que ficam dentro do meu orçamento.
00:00:34
Se possível.
00:00:35
Utilizando o chat co-piloto,
00:00:36
Eu crio um prompt contextualizado preciso onde especifico as minhas necessidades de equipamento de função
00:00:42
orçamento e pedido para extrair o máximo
00:00:45
referências de produtos adequadas a partir do documento.
00:00:47
Vou anexar
00:00:48
o ficheiro anexado pode ser acedido a partir de documentos recentes.
00:00:51
Uma localização na nuvem da Microsoft ou, como neste caso, a partir de uma unidade local no meu computador.
00:00:59
Depois de analisar o meu pedido e o meu ficheiro, o copiloto gera uma lista de
00:01:03
produtos que cumprem os meus critérios juntamente com um resumo dos custos.
00:01:06
No entanto,
00:01:07
o total excede ligeiramente o meu orçamento, sugere o co-piloto
00:01:11
redução de quantidades ou selecção de artigos com preços mais baixos.
00:01:14
Mas, em vez disso, decido refinar as minhas preferências.
00:01:17
Esclareço ao copiloto que procuro fios ergonómicos
00:01:21
ratinhos com 10 deles adequados para utilizadores canhotos
00:01:27
com cada interação, posso selecionar solicitações sugeridas para ajudar a ajustar os custos.
00:01:32
No entanto, não quero comprometer nem a qualidade nem a quantidade.
00:01:36
O meu objectivo aqui é que o copiloto forneça o produto
00:01:39
referências para que eu possa negociar potencialmente com o fornecedor
00:01:44
continuando com a minha tarefa.
00:01:46
Gostava de saber o custo de 10 stand
00:01:49
mesas ergonómicas que podem fazer parte de uma encomenda futura
00:01:53
depois de alguns segundos.
00:01:54
O Copilot sugere que um modelo adequado parece uma rubrica orçamental substancial.
00:01:59
Existem outros modelos disponíveis?
00:02:01
Vamos usar o prompt sugerido
00:02:03
copilot propõe então um mais acessível
00:02:06
e opção funcional procurando maior clareza.
00:02:09
Peço ao copiloto que gere uma descrição pormenorizada do modelo menos dispendioso.
00:02:14
O Copilot responde com uma visão geral das funcionalidades da secretária
00:02:17
tais como altura ajustável e uma superfície de trabalho espaçosa.
00:02:21
Agora gostaria de uma comparação ainda mais clara.
00:02:23
Peço ao copiloto que gere uma tabela lado a lado comparando
00:02:28
os dois modelos que utilizam indicadores visuais de estrelas para características específicas.
00:02:33
O copiloto não fornece apenas uma tabela detalhada,
00:02:35
mas também lista vantagens e desvantagens para cada secretária.
00:02:39
Perfeito.
00:02:40
Tudo o que resta é contactar o fornecedor.
00:02:43
O Copilot tem sido um trunfo tremendo,
00:02:45
poupando-me um tempo valioso na selecção e orçamentação dos nossos futuros equipamentos.

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résultat(s)
00:00:05
Nel mio ruolo di assistente amministrativo ed esecutivo.
00:00:08
Sono responsabile dell'ordinazione delle attrezzature da migliorare
00:00:11
il comfort ergonomico delle postazioni di lavoro del nostro team.
00:00:14
Ciò include anche mouse e tappetini per mouse ergonomici
00:00:17
come cuffie con microfoni per i nostri 30 dipendenti.
00:00:21
Ho identificato un potenziale fornitore con
00:00:23
un catalogo completo di articoli per ufficio.
00:00:26
Dato che il tempo è prezioso.
00:00:28
Mi rivolgo a Microsoft Copilot per aiutarmi a selezionare
00:00:31
prodotti di alta qualità che rientrano nel mio budget.
00:00:34
Se possibile.
00:00:35
Utilizzando la chat del copilota,
00:00:36
Creo un prompt contestualizzato preciso in cui specifico il mio ruolo, le attrezzature, le esigenze
00:00:42
budget e richiesta di ottenere il massimo
00:00:45
riferimenti di prodotto adeguati tratti dal documento.
00:00:47
Allegherò
00:00:48
è possibile accedere al file allegato dai documenti recenti.
00:00:51
Una posizione cloud Microsoft o, come in questo caso, da un'unità locale sul mio computer.
00:00:59
Dopo aver analizzato la mia richiesta e il mio file, copilot genera un elenco di
00:01:03
prodotti che soddisfano i miei criteri insieme a un riepilogo dei costi.
00:01:06
Tuttavia,
00:01:07
il totale supera leggermente il mio budget, suggerisce il copilota
00:01:11
riduzione delle quantità o selezione di articoli a prezzo inferiore.
00:01:14
Ma invece decido di affinare le mie preferenze.
00:01:17
Chiarisco al copilota che sto cercando un cavo ergonomico
00:01:21
topi, di cui 10 adatti per utenti mancini
00:01:27
ad ogni interazione, posso selezionare i prompt suggeriti per contribuire a regolare i costi.
00:01:32
Tuttavia, non voglio scendere a compromessi né sulla qualità né sulla quantità.
00:01:36
Il mio obiettivo è che copilot fornisca il prodotto
00:01:39
riferimenti in modo da poter potenzialmente negoziare con il fornitore
00:01:44
continuando con il mio compito.
00:01:46
Vorrei sapere il costo di 10 posti in piedi
00:01:49
scrivanie ergonomiche che potrebbero far parte di un ordine futuro
00:01:53
dopo alcuni secondi.
00:01:54
Copilot suggerisce che un modello adatto sembri una voce di bilancio sostanziale.
00:01:59
Sono disponibili altri modelli?
00:02:01
Usiamo il prompt suggerito
00:02:03
copilot propone quindi una soluzione più economica
00:02:06
un'opzione funzionale che cerca ulteriore chiarezza.
00:02:09
Chiedo al copilota di generare una descrizione dettagliata del modello meno costoso.
00:02:14
Copilot risponde con una panoramica delle caratteristiche della scrivania
00:02:17
come l'altezza regolabile e una spaziosa superficie di lavoro.
00:02:21
Ora vorrei un confronto ancora più chiaro.
00:02:23
Chiedo al copilota di generare una tabella di confronto fianco a fianco
00:02:28
i due modelli utilizzano indicatori visivi a stella per caratteristiche specifiche.
00:02:33
copilot non fornisce solo una tabella dettagliata,
00:02:35
ma elenca anche i vantaggi e gli svantaggi di ogni scrivania.
00:02:39
Perfetto.
00:02:40
Non resta che contattare il fornitore.
00:02:43
Copilot è stato una risorsa straordinaria,
00:02:45
facendomi risparmiare tempo prezioso nella selezione e nella definizione del budget per le nostre apparecchiature future.

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résultat(s)
00:00:05
В качестве административного и исполнительного помощника.
00:00:08
Я отвечаю за заказ оборудования для улучшения
00:00:11
эргономичный комфорт рабочих мест нашей команды.
00:00:14
Сюда также входят эргономичные мыши и коврики для мыши
00:00:17
в качестве гарнитур с микрофонами для наших 30 сотрудников.
00:00:21
Я определил потенциального поставщика
00:00:23
полный каталог канцелярских товаров.
00:00:26
Учитывая, что время ценно.
00:00:28
Я обращаюсь к Microsoft Copilot за помощью в выборе
00:00:31
высококачественные продукты, которые не выходят за рамки моего бюджета.
00:00:34
Если возможно.
00:00:35
Используя чат второго пилота,
00:00:36
Я создаю точную контекстуализированную подсказку, в которой указываю свою роль, потребности в оборудовании
00:00:42
бюджет и просьба извлечь максимальную выгоду
00:00:45
ссылки на подходящие продукты из документа.
00:00:47
Приложу
00:00:48
доступ к прикрепленному файлу можно получить из последних документов.
00:00:51
В облаке Microsoft или, как в данном случае, с локального диска на моем компьютере.
00:00:59
После анализа моего запроса и файла copilot создает список
00:01:03
продукты, соответствующие моим критериям, вместе со сводкой затрат.
00:01:06
Тем не менее,
00:01:07
общая сумма немного превышает бюджет, предложенный моим вторым пилотом
00:01:11
сокращение количества или выбор товаров по более низкой цене.
00:01:14
Но вместо этого я решил уточнить свои предпочтения.
00:01:17
Я уточняю второму пилоту, что мне нужен эргономичный проводной кабель
00:01:21
мыши (10 штук), подходящие для левшей
00:01:27
при каждом взаимодействии я могу выбирать предлагаемые подсказки, которые помогут скорректировать расходы.
00:01:32
Однако я не хочу идти на компромисс ни по качеству, ни по количеству.
00:01:36
Моя цель здесь состоит в том, чтобы второй пилот предоставил продукт
00:01:39
рекомендации, чтобы я мог провести переговоры с поставщиком
00:01:44
продолжаю выполнять свою задачу.
00:01:46
Хотелось бы узнать стоимость стойки на 10 мест
00:01:49
эргономичные столы, которые могут стать частью будущего заказа
00:01:53
через несколько секунд.
00:01:54
По мнению второго пилота, подходящая модель выглядит как солидная бюджетная статья.
00:01:59
Есть ли в наличии другие модели?
00:02:01
Давайте воспользуемся предложенной подсказкой
00:02:03
затем copilot предлагает более доступный
00:02:06
и функциональный вариант, требующий большей ясности.
00:02:09
Я прошу второго пилота составить подробное описание менее дорогой модели.
00:02:14
Второй пилот отвечает обзором функций рабочего стола
00:02:17
таких как регулируемая высота и просторная рабочая поверхность.
00:02:21
Теперь я хотел бы провести еще более четкое сравнение.
00:02:23
Я прошу второго пилота создать параллельную таблицу сравнения
00:02:28
две модели, использующие визуальные звездные индикаторы для определенных функций.
00:02:33
Второй пилот не только предоставляет подробную таблицу,
00:02:35
но в ней также перечислены преимущества и недостатки каждого стола.
00:02:39
Отлично.
00:02:40
Осталось только обратиться к поставщику.
00:02:43
Второй пилот был огромным активом,
00:02:45
сэкономив мне драгоценное время при выборе и составлении бюджета на наше будущее оборудование.

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