Run your internal Microsoft 365 change meeting

Applies to: Dataverse-based ChangePilot Enterprise with Change Call Agenda available in your installed release.

Who this is for: the change process owner and service owners. Include communications, service desk, security and other stakeholders when relevant.

Agree the meeting’s purpose and cadence

Use the meeting for decisions across services, blocked work, significant risks and communications coordination. Individual owners should assess routine items before the meeting. A fortnightly cadence is a useful starting point; adapt it to your organisation’s change process.

Use your organisation’s current Microsoft 365 change process to agree who chairs the meeting, which decisions it makes and how actions are followed up.

Before the meeting

1. Ask service owners to complete their weekly review.
2. Set items needing a shared decision to To Discuss. Record what needs deciding, the relevant deadline and the recommended next step.
3. Open Dashboards & Reports > Change Call Agenda and select Refresh. The agenda lists items marked To Discuss, grouped by service category.
4. Check the category service owners and invite the people needed for the decisions.
5. Review What’s Changed and approaching deadlines for anything that needs adding.

During the meeting

Work through the agenda by category. Open the MCID to review the underlying item. For each discussion, establish:

• Does this apply to our organisation, and what is the impact?
• What decision is needed, including any dependency on another service?
• Who owns the response, and what work or communication is required?
• When must the work be complete, taking the rollout window into account?

Record the decision in the item’s notes and create or update actions. Agree one accountable owner for each action. Where your organisation uses an ITSM integration, follow the agreed process and record the reference.

After the decision

Move the item to the appropriate next status. An item remains on the agenda while it is To Discuss. Once discussed, changing its status removes it when the agenda is refreshed. Use Closed when the response is complete or the assessment establishes no further work is needed; record the reason.

If a decision is blocked, leave a note explaining the dependency and the next step. Keep it To Discuss when it still needs the group’s attention. Tag agreed user communications for the communications lead.

Check the outcome

Refresh the agenda and reopen a sample of discussed items. Confirm decisions, owners, actions and statuses are saved. Use Actions Report to follow up outstanding work before the next meeting.

If a Microsoft post changes after the meeting, reassess any affected decision. Closing an item does not prevent Microsoft from updating the underlying announcement.

See Change Call Agenda for counters and page behaviour, and the communications guide for the adoption handover.

Documentation reviewed: 12 November 2026.