Internal knowledge assistant

What happens when someone asks.

1. 1

   A team member asks a question.

   They ask in Slack, Microsoft Teams or a private web page, in their own words.

   Team assistantAskSearching

   1. How do we handle a refund?Team member, 10:14 AM

   Searching

   Your procedures folders, limited to what this person is allowed to see.

   Who's askingSlack

   Role

   Front desk

   Can see

   Procedures, Customer service

   Left out

   Payroll, HR

2. 2

   It finds the passages that answer it.

   It searches the documents you chose, and only the ones this person is allowed to see.

   Team assistantSources2 passages

   • Refund policyPage 2

     Front desk staff can approve refunds under $200.00. Anything larger needs a manager.

   • Returns checklistStep 4

     Refund to the original payment method, then note it on the order.

   Searched10:14 AM

   Folders

   Procedures, Customer service

   Passages used

   2

   No access

   3 files skipped

3. 3

   A short answer comes back with its sources.

   Each answer links to the document and page it came from, so anyone can check it.

   Team assistantAskAnswered

   1. How do we handle a refund?10:14 AM
   2. Refunds under $200.00 can be approved at the front desk. Larger refunds go to a manager. The money goes back to the original payment method.10:14 AM

   Sources

   • Refund policyPage 2
   • Returns checklistStep 4

   Refund policyPage 2

   Front desk staff can approve refunds under $200.00. Anything larger needs a manager.

   Current version, edited Oct 2
4. 4

   Questions it can't answer come to you.

   When the answer isn't in your documents, it says so and adds the question to your list, so you know what to write next.

   Team assistantMissing from your documents3 questions

   • Do we charge for a late cancellation?Asked 3 times, last todayAdd answer
   • Who approves overtime?Asked 2 timesAdd answer
   • What are the holiday hours this year?Asked onceAdd answer

   What the team member was told

   That isn't in your documents yet. The question has gone to the owner.

   Team assistantnowA question isn't in your documents

   Do we charge for a late cancellation? Asked in Microsoft Teams.

What changes for you.

• Fewer interruptions for you.

  Your team asks the assistant first, so you answer the same questions less often.

• New hires find answers on their own.

  They can ask from their first day instead of waiting for someone to be free.

• Answers match your own procedures.

  Every answer comes from your current documents and links to the one it used.

• Gaps in your documents show up.

  Questions it couldn't answer are listed for you, so you know what to write down next.

How we build yours.

1. Explain.

   Tell us where your procedures live today and what your team asks most, by voice or text.

2. Map.

   We map your documents, who should see which ones and where your team will ask.

3. Design.

   We design which documents it answers from, how answers look and what happens when it can't answer.

4. Build.

   Approve the design, and we build it on the tools you already use, such as Google Drive, SharePoint or Notion.