Case Study #1: Copilot for Professional Documentation
In this case study, Learning Technologies Specialist Abby Bechtel (Monroe Community College) examined how Microsoft Copilot with Enterprise Data Protection could assist employees with creating Annual Faculty Development Reports (AFDRs), which is a high-stakes documentation process. Using Copilot to analyze Outlook calendars, interpret guidelines, and generate report drafts, the study targeted a specific administrative pain point that affects both individual wellbeing and institutional efficiency. The implementation leveraged the college’s existing Copilot subscription with enterprise-level privacy protections, making it (potentially) a practical, accessible solution without additional technology investments.
The results revealed Copilot’s strengths and limitations for administrative documentation tasks. The tool excelled at extracting and organizing calendar data, correctly interpreting formal guidelines from PDF documents, and rapidly producing initial drafts—reducing an estimated 7.25 hours of work to approximately 1.25 hours. However, the quality of the AI-generated content exposed clear limitations: the writing lacked substance and authenticity, overused buzzwords, and failed to capture the employee’s voice even when provided with examples. Particularly concerning was the tool’s tendency to omit previously included information when asked to make revisions, creating potential accuracy issues in a document tied to employment decisions.
Bechtel’s case study provides practical guidance for using AI in professional documentation contexts. She recommends clearly distinguishing between more technical tasks where Copilot provides genuine value (sorting through large quantities of information, extracting objective data, listing, organizing and formatting material, organizing content according to guidelines, creating initial drafts) and those requiring human judgment (ensuring accuracy, authentic voice, and meaningful reflection). The study’s conclusion—“Copilot was impressive at collating information. But it’s not you, and it wasn’t close”—succinctly captures an essential insight for institutional AI adoption: these tools can effectively reduce administrative burden for routine documentation tasks but cannot replace the human elements of professional reflection and authentic communication. This balanced assessment helps institutions set realistic expectations when implementing AI for administrative purposes.
