Copilot - Draft a Personalized Thank you Email Tutorial

Learn how to draft a personalized thank you email in this resource. Avoid generating standardized responses and foster a genuine exchange with candidates. Enhance your HR skills and create meaningful connections with potential hires.

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Available in AI - Artificial Intelligence

Objectifs :

The objective of this video is to demonstrate how to use Microsoft Copilot to create personalized email responses to job applicants, streamline communication, and summarize exchanges effectively, thereby enhancing the HR process.

Chapitres :

Introduction to Personalized Email Responses
In the competitive landscape of recruitment, it is crucial to engage with candidates in a meaningful way. This video outlines the process of notifying a candidate about the successful receipt of their application while avoiding generic responses. The focus is on crafting personalized emails that foster genuine communication.
The Role of Microsoft Copilot
Microsoft Copilot serves as a valuable tool for HR managers, especially when dealing with a high volume of applications. By utilizing Copilot, managers can save time and enhance the quality of their responses. The process begins in Outlook, where the HR manager can click on the Copilot icon and select 'Draft with Copilot' to initiate the email drafting process.
Crafting the Email
When drafting the email, the HR manager specifies the content they wish to convey, including the decision-making timeframe and key points from the candidate's application. The request is tailored to ensure the email is personalized, informal, and sufficiently detailed. This approach not only reflects the candidate's effort but also builds rapport.
Finalizing the Email
After Copilot generates a draft, the HR manager reviews the content, making any necessary adjustments to ensure it aligns with their tone and style. The final step involves formatting the email appropriately before sending it out. This personalized touch has proven effective, as evidenced by positive feedback from candidates like Julie, who appreciated the thoughtful response.
Summarizing Candidate Exchanges
To keep track of communications, the HR manager can utilize the 'Summarise with Copilot' feature. This function provides a concise summary of the exchanges with the candidate, highlighting essential points discussed. This not only aids in decision-making but also reassures candidates about their application status.
Conclusion
In conclusion, leveraging Microsoft Copilot in the recruitment process enhances the efficiency and personalization of candidate communications. By investing time in crafting thoughtful responses and utilizing AI for summarization, HR managers can improve their engagement with candidates, ultimately leading to a more positive recruitment experience.

FAQ :

What is the role of an HR manager in the hiring process?

An HR manager is responsible for managing the recruitment process, which includes posting job offers, reviewing applications, conducting interviews, and communicating with candidates throughout the hiring process.

How can Copilot assist in drafting emails?

Copilot can provide editorial suggestions and help generate content based on prompts given by the user, making it easier to create personalized and relevant emails quickly.

Why is it important to send personalized emails to candidates?

Personalized emails help build a positive relationship with candidates, showing that the company values their application and is interested in their individual profile, which can enhance the candidate's experience.

What should I include in a decision-making time frame?

A decision-making time frame should include the expected timeline for when candidates can expect to hear back about their application status, helping to manage their expectations.

How does the Summarize with Copilot feature work?

The Summarize with Copilot feature allows users to click a button in their email to generate a summary of previous conversations, highlighting key points and facilitating easier decision-making.

Quelques cas d'usages :

Streamlining Candidate Communication

An HR manager can use Copilot to draft personalized emails to candidates who have applied for a position, ensuring that each response is tailored and engaging, which can improve the overall candidate experience.

Efficient Decision-Making

By utilizing the Summarize with Copilot feature, HR managers can quickly review past communications with candidates, allowing them to make informed decisions without having to sift through lengthy email threads.

Enhancing Recruitment Processes

In high-volume recruitment scenarios, HR managers can leverage Copilot to maintain a personal touch in communications while saving time, thus balancing efficiency with the need for quality interactions.

Improving Candidate Engagement

Using personalized emails generated by Copilot, HR managers can foster better engagement with candidates, leading to higher satisfaction rates and a more positive perception of the company.

Managing Multiple Applications

When dealing with numerous applications, HR managers can use Copilot to draft responses and summaries, ensuring that each candidate feels acknowledged while streamlining the communication process.

Glossaire :

HR Manager

A Human Resources Manager is responsible for overseeing the recruitment, selection, and training of employees, as well as managing employee relations and ensuring compliance with labor laws.

Copilot

Copilot is an AI-powered tool that assists users in drafting emails and summarizing conversations, enhancing productivity by providing editorial suggestions and content generation.

Personalized Email

A personalized email is a message tailored to the recipient, often including specific details that reflect the recipient's background or previous interactions, making the communication feel more genuine.

Decision Making Time Frame

The period within which a decision is expected to be made, often communicated to candidates to manage their expectations regarding the hiring process.

Summarize with Copilot

A feature in Microsoft Copilot that allows users to generate a concise summary of previous communications, helping to distill key points and facilitate decision-making.

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We recently posted a job offer

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for a sales position that

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elicited an application.

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I would like to notify the

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candidate of the successful

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receipt of their response e-mail.

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Above all, I wish to avoid

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generating a standardized response

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by proposing a personalized e-mail,

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facilitating a genuine and quality

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exchange with the candidate who

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took the trouble to respond.

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This inevitably requires an HR

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manager to invest writing time,

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which can quickly become time consuming,

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especially if the volume of

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applications is substantial.

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In our example,

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Copilot will assist me by providing

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the editorial inspiration I need

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to do this from the received

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e-mail in Outlook in reply mode.

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I will click on the copilot icon

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and select Draft with copilot.

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I then express my prompt that

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is my request related to the

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content I want to convey,

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specifying the decision making time frame

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and the key points noted in their letter.

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I further specify that the

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e-mail should be personalized,

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rather long and informal.

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All I will have to do is read complete

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manually or solicit copilot as

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here where I specify that the mail

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should be a bit longer and friendly.

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The result is quite convincing.

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I keep the proposal,

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finalize the formatting and

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can then send my response.

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I received feedback and thanks from Julie,

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our candidate, who provided some

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clarifications about her profile.

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Do not overlook essential points.

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During my upcoming decision making,

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I wish to summarize the

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exchanges we have had.

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Let's solicit Microsoft Copilot

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again by clicking in the e-mail on

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the Summarise with Copilot button,

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which will detail the essence

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of our conversation.

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The speed and relevance of what

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the AI offers thus save me time

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and reassure Julie in her choice

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to apply within my company.

Mandarine AI: CE QUI POURRAIT VOUS INTÉRESSER

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