Virtual Assistants for Internal Documentation Management

CHALLENGES

The company’s efforts to expand its sales market and product range resulted in an increased workload on its supply, sales, and personnel management departments. As a solution, the company decided to integrate a virtual assistant to create and review internal documentation, thereby reducing the workload on these departments.

FUNCTIONAL DESCRIPTION

Our virtual assistant system had different configurations across departments to provide authentication and access to various types of documentation.

The main function of the virtual assistant was to act as a chatbot, gathering information from employees to create document templates.

The assistant also checked for inconsistencies and offered to correct them as per predefined requirements. We implemented version control mechanisms to maintain an audit trail of document changes.

RESULTS WE ACHIEVED

• 60% Reduction in Documentation Processing Time: Streamlined document creation and revision.
• 85% Reduction in Human Errors: Improved accuracy and consistency in documentation.
• 95% Employee Satisfaction Rate: Significantly enhanced workplace morale and productivity.
• Robust Security and Compliance: Ensured data protection and compliance with data privacy regulations.
• Streamlined Document Workflow: Implemented version control and audit trails for better transparency and accountability.
• Scalable Solution: Ready to accommodate company growth, additional users, departments, and document types.