From 12 Hours to 2: How a Workforce Agency Transformed Monthly Reporting for 50+ Employees with Microsoft Copilot Agents 

We recently interviewed our client, Dena Dove, Learning and Development Specialist at EmployU. 

Here’s what Dena had to say about the challenges that caused her team to pursue Microsoft 365 Consulting, our approach, and the results. 

The Challenge: Inefficient Workflows 

EmployU is a nonprofit workforce development agency. We run both adult and youth programs, helping people with disabilities achieve long-term employment and access work-based learning opportunities.  

Having previously worked as a field agent in our organization, I had my finger on the pulse of a few areas where we could make our field agents’ lives easier. Before working with CTC Productivity, several of our workflows felt redundant and time-consuming, and we knew that adopting AI would solve that. 

At the time of this case study, we are working on our 8th and 9th Copilot agents with CTC Productivity. They have all been very successful for us, but for the purpose of brevity, we’ll focus on one specific agent in this case study. 

This is where we got started: 

Our field staff—employment specialists, youth employment specialists, and job coaches— keep detailed case notes and progress documentation for every client. Each month, we compile those notes into comprehensive Monthly Progress Reports (MPRs) for our vocational rehabilitation partners. 

Before Copilot, that meant that each of our field staff had to manually review a month’s worth of notes and turn them into structured summaries—work that took between 5–12 hours per person per month (depending on caseload). That administrative load pulled time away from direct client services, face-to-face coaching, and job development—all of which are the heart of our mission. 

We needed a practical way to reduce that time waste without sacrificing the quality of our MPRs. That’s when we contacted CTC Productivity about their Microsoft 365 Consulting service.

BEFORE: Monthly Administrative Time Investment 

The Solution: Custom Copilot Agents 

CTC Productivity worked closely with us to build custom Copilot agents to fit our workflows. Our goal was to simplify and automate as much as possible without completely disrupting the processes our field agents were already familiar with. The goal was to save time with minimal confusion or adoption fatigue. 

The flagship tool CTC Productivity built for us is our monthly summary agent. It compiles our field agents’ case notes and produces thorough and well-structured summaries that we can present to our vocational rehabilitation partners. Incredibly, what used to take our field agents between 5-12 hours a month, Copilot can do in a matter of minutes. And it does it well!  

This new process allows our field agents to simply process the AI-created summaries appropriately and move on to the work they are most passionate about. Instead of spending hours at a computer sifting through a month’s worth of notes and compiling summaries, our field agents have the time back in their day to engage in meaningful, client-centered work—the work they came here to do.

CTC Productivity also used Power Automate to publish all of our Copilot agents into our SharePoint environment, so everyone has a single, familiar place to access them. This helps with consistent availability, licensing management, and troubleshooting when something comes up. It’s been a gamechanger. 

Time Savings and ROI 

Our team felt the positive impact from this Copilot agent almost immediately.  

• For our staff with larger caseloads, the monthly summary work dropped from 10–12 hours to under 2 hours (an 83–92% reduction).

• For our staff with average caseloads, we saw the process move from 5–7 hours down to 1–2 hours per month (a 71–86% reduction).

We have roughly 50–60 staff members across our organization who are using this Copilot agent. That means that, depending on caseload, we have saved between 240 – 600 hours every month with the help of this Copilot agent alone. 

AFTER: Time Savings by Staff Caseload 

The time we have saved has certainly added up to real value for our team. It means less time spent on paperwork and more time spent directly helping our clients in a way that speaks to our core mission as an organization.  

And honestly, the time savings aren’t the only benefit we’ve seen. The Copilot agent also makes the work feel easier and less overwhelming day to day for our team members, which is directly affecting overall job satisfaction.  

Admittedly, some of our field agents were hesitant about AI at first—especially those who prefer the pen-and-paper approach. But once they saw the positive results their peers were achieving, they got excited about the possibilities and dove in.

In addition to the time savings, our team members have also shared that the Copilot agent improves the quality of their MRPs. One person said the agent makes their writing “sound smart,” because it helps polish their writing and keep the tone professional. The agent also does a great job pulling the right details from case notes—like the challenges a client faced and the specific ways our job coaches helped address them.

Key Takeaways 

The CTC Productivity team brought a deep knowledge of Microsoft 365. Copilot adoption has worked for us because CTC Productivity helped us focus on genuine pain points and deliver an agent that felt like the right solution for us. 

As mentioned above, we’ve seen such positive results from this Copilot agent that we are currently working on our 8th and 9th Copilot agent with CTC Productivity. We’re excited to expand our continuous improvement efforts and look forward to many more wins with Copilot in the future! We have appreciated CTC Productivity’s responsiveness, technical expertise, and willingness to tackle every challenge head-on, and we look forward to what’s to come. 

ROI Summary

Time Savings:  

240 – 600 hours of staff hours per month 

(50-60 employees each save 4-10 hours per month depending on case load) 

Job Satisfaction:  

Employees are reporting increased job satisfaction due to: 

• Time saved 

• Quality of Copilot’s reporting 

• Ability to focus on the work they were hired for 

Ongoing Costs: 

$0 (Excluding Microsoft 365 Copilot license) 

Links: 

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