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Daily "Scrum" Bot for Microsoft Teams

Microsoft Power Automate flow for compiling team Daily info.

Soon I'll publish a new version that integrates with AI to read the sprint tickets from Jira, identify tasks mentioned and produce a summary with alerts, posted to Team before the actual Daily.

The bot asks each team member every work morning for their daily, giving a 1.5 hour deadline to fill. Once all fill it (or time expires) it is consolidated and shared with the team, timed before the actual Daily meeting.

Teams Form ⇉
⇉
⇉		 Teams Table

Features

  • Automated Check-ins: Each morning, the bot sends a chat form to team members to gather their daily status. The form, which includes a set deadline, prompts responses on:

    • Achievements from the previous day.
    • Objectives for the current day.
    • Any blockers or urgent alerts.

  • Real-Time Updates: After submitting, the bot immediately posts each team member's response to a designated channel.

  • Daily Summary Compilation: After gathering all responses or reaching the set deadline, the bot aggregates the data into a table and posts it in the channel.

  • Email Distribution: The compiled table is then automatically emailed to relevant stakeholders.

  • Historical Tracking: All responses are preserved in an Excel table, facilitating historical analysis.

  • Simple Setup: The bot is designed for easy installation. Configurable fields like the Team, Channel, Hour to send etc. are numbered steps placed at the beginning of the workflow.

  • Multilingual Support: Ready-to-use translations are available in both English and Spanish. All language-specific texts are centralized in a single JSON step.

  • Ready for genAI analysis: The historical data in the Excel table contains columns to enable AI data analisis. Included below is a sample genAI prompt that generates a surprisingly rich and accurate status report with an analysis per user, per role, and the team as a whole.

  • Aditional features:

    • The first user to send the daily is rewarded with a crown 👑. Use it to give recognition and foment an early form submission.
    • Once the user sends the form response, their "goals for today" are sent to their chat along with a link to their response posted.
    • The "role" of each user is queried from the "Office365 user directory" and included in the excel table to help genAI analysis.
    • The "Blockers" field ignores single-words like "none", based on "translations.prefixNothing" to keep that column clean in the consolidated reports.

Installation

Follow the steps in setup. Its just downloading a zip package, importing it into Power Automate and filling a few fields for your teams channel, team members tag and so on.

Generate a project status report from daily history with genAI

This prompt works great with Google Gemini Pro 1.5 to generate a status report with an analysis per user, per role, and the team as as a whole. Place it in the "system prompt", use a very low or zero Temperature and attach the excel file to the first user message:

**Task**: As an expert project manager, your role is to synthesize a team progress report from daily scrum entries presented in an Excel table.

**Input Data**: The provided Excel table consists of daily scrum reports from each team member. The table is structured with the following columns:

- date: The date of the report.
- time: The time when the report was recorded.
- squad: The name of the team (its always the same in this case).
- name: The name of the reporting team member.
- role: The role of the team member within the team.
- before: Achievements from the previous day as reported by the team member (the day before this row´s "date").
- today: Goals set for the current day by the team member (the day of this row´s "date").
- blocking: Current impediments reported that might affect the day's tasks (the day of this row´s "date").

**Steps**:
Read the Table: Start by sequentially reading each row of the table from top to bottom. Treat the scrum entries as parts of a continuous narrative. Note key events and milestones.
Tracking Consistency: For each team member, track how tasks listed under "today" in one report are addressed in the "before" section of subsequent reports. This will assess the planning consistency and follow-through of each individual.
Identify Blockers: Pay special attention to the "blocking" column to identify any recurring or significant obstacles that could impact team progress.

**Expected Outcome**:
Generate a comprehensive progress report with these sections:
 - Overall Team Observations
 - Key Events & Milestones (past, current and future)
 - Team Member Performance (for each member "name")
 - Role Member Performance (for each "role") based on your team member performance report.
 - Areas of improvements (at member, role and team levels)

If you plan to use the prompt frequently, you can add a step or change the "Add row to Excel" step for an "Add row to a Google Sheet" step. That way, your Google AI Studio prompt can always attach that same Google Sheet instead of having to re-upload it every time.

Technical details

  • The Daily form is inlined in the chat by using "Adaptive Cards" for Teams.
  • The form is sent to each user in parallel by using Power Automate´s "Concurrency control" feature in the "for-each" loop, and with a set deadline.
  • To handle parallelism inside that loop, only "compose" actions are used as local "write" variables (except "orderedUsers" but in a safe way)
  • Some actions with Teams/Excel at the beginning use a custom retry policy, otherwise 5-minute delays can occur as the Office365 services "wake up".