What if you could set up an AI assistant for your team in minutes – without any coding? Teams waste hours every week on repetitive tasks like answering common questions, onboarding new hires, or resolving simple IT issues. With tools like Quidget, you can quickly create an AI assistant that integrates with platforms like Slack, automates routine work, and boosts productivity by up to 66%.
Here’s how:
- Identify repetitive tasks: Focus on high-impact areas like HR policies, IT troubleshooting, or onboarding.
- Use pre-built templates: Start with ready-made configurations for faster setup.
- Train the AI: Upload your company’s documents, FAQs, and guides.
- Integrate with tools: Deploy the assistant in Slack, Microsoft Teams, or your intranet.
The result? Faster task resolution, fewer interruptions, and happier employees. Let’s dive into how you can set this up step-by-step.
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Why Your Team Needs an Internal AI Assistant
Every team faces interruptions from repetitive questions and routine tasks. Whether it’s HR fielding endless policy-related inquiries, IT resolving basic software issues, or managers guiding new hires through standard procedures, these tasks eat into time that could be spent on strategic priorities. An internal AI assistant can help cut through this noise and refocus your team’s energy where it matters most. Here’s how it works.
Handling Repetitive Tasks
Did you know HR teams spend 57% of their time on administrative work? And employees lose nearly two hours a day just searching for the information they need. An internal AI assistant can step in to handle these repetitive tasks seamlessly. Imagine AI answering questions about benefits or resetting passwords in seconds – it’s a game-changer.
Take Hitachi, for instance. When they introduced an AI assistant for onboarding in fall 2024, they shaved four days off the process and cut HR’s involvement from 20 hours to just 12 per new hire. Texans Credit Union also made strides by using robotic process automation for onboarding. By September 2024, they reduced the time it took to set up new hires’ system access from 15–20 minutes to under a minute. Jenni Short, their chief people officer, summed it up perfectly:
"The HR department had five people in it, and no one had the skill set to build or necessarily understand all of the things that we could do".
Boosting Team Productivity
The productivity benefits of AI assistants are immediate and measurable. For example, a Fortune 500 company saw customer service agents resolve tickets 14% faster using AI tools, with newer agents seeing a 35% boost in productivity. Another organization reported a 30% drop in HR support tickets after deploying an AI-powered helpdesk, allowing their HR team to focus on strategic goals.
Mike Heap, Co-founder of My AskAI, captures the impact well:
"AI can take on those mundane, repetitive tasks that humans don’t want to spend their time on".
He also pointed out:
"employees can ask questions in plain English, and the AI can go and find the relevant information from across all the company resources".
Looking ahead, AI could increase productivity by 20% by 2035, potentially pushing annual GDP growth to 3% in the 2030s. For your team, this means more time to tackle creative challenges and plan strategically.
Making Employees Happier
When employees spend less time wrestling with inefficient systems, their job satisfaction improves. Right now, 79% of employees are unhappy with their current search tools, and only 33% feel engaged at work, according to a 2024 Gallup survey. An internal AI assistant can change that by delivering quick, accurate answers and freeing employees to focus on meaningful work.
Edie Goldberg, president of E. L. Goldberg & Associates, explains the value clearly:
"Employees work all over the place in different time zones. Something that’s going to answer your question when you need it is really helpful".
She adds:
"it’s not just that it’s administratively easier for HR…It’s really in service of creating a better experience for that new employee".
How to Build an Internal AI Assistant in Minutes
Creating an internal AI assistant doesn’t have to be a drawn-out process. With clear goals and the right no-code tools, you can get one up and running in minutes. Here’s how to do it step by step.
Companies that embrace AI-driven automation report a 22.6% boost in productivity, particularly in IT and HR departments. The key is to focus on specific, high-impact use cases instead of trying to tackle everything at once. Pierre Du Rietz, a digital strategist at Web Service Award, underscores this: "Working with users in focus, having clear goals, and measuring and following up – yields results".
Step 1: Identify Key Use Cases
Start by pinpointing repetitive, high-volume tasks that consume your team’s time. The best AI assistants begin with a narrow focus and gradually expand. Look for tasks that involve predictable patterns, such as answering common questions.
For example, MSU Federal Credit Union implemented a virtual assistant to help employees respond to member inquiries more efficiently. They focused on support-related questions that staff needed quick answers to. The result? Their virtual agent now handles 15,000 interactions monthly and automates around 2,000 employee interactions each month, saving significant time.
Popular starting points include HR policies, IT troubleshooting, and onboarding processes. Deloitte followed this approach with DARTbot, their internal chatbot powered by Generative AI. It was designed to assist professionals with daily tasks and improve productivity across the organization.
The numbers back this approach: 62% of employees turn to chatbots for HR-related tasks, and those who use chatbots complete tasks 12.2% more often, 25.1% faster, and with 40% greater accuracy than those who don’t.
Step 2: Use Pre-Built Templates
Once you’ve defined your use cases, skip the hassle of building from scratch by using ready-made templates. These templates are designed for common internal tasks like HR support, IT helpdesk, and onboarding, and they come pre-configured with typical question-and-answer flows.
For instance, Master of Code Global developed an AI-powered assistant within Slack to help employees quickly access company information. The assistant answers questions about HR, processes, and product documentation, leading to faster onboarding, shorter wait times, and more accurate information sharing.
Templates save you time by handling standard scenarios right out of the box. You can always tweak the responses later to include your company’s specific terminology and details.
Step 3: Train Your AI with Company-Specific Information
Next, train your AI assistant using your organization’s policies, procedures, and frequently referenced documents. Upload materials like employee handbooks, IT guides, FAQs, and process wikis to give your assistant the knowledge it needs.
Morgan Stanley successfully trained OpenAI’s GPT-4 model with 100,000 documents covering investment processes and business knowledge. This system operates securely in a private cloud, accessible only to employees.
Similarly, Morningstar incorporated over 10,000 research documents into their Mo research tool using advanced tuning methods. In its first month, Mo answered 25,000 questions at just $0.002 per query.
It’s crucial to start with clean, up-to-date documents. Remove outdated materials and ensure the content is accurate. The quality of your assistant’s responses will only be as good as the information you provide.
Step 4: Integrate with Your Team’s Tools
To make your AI assistant a part of your team’s daily routine, connect it to the tools they already use, like Slack, Microsoft Teams, or your company intranet.
For example, Quidget’s Slack integration allows you to add the bot to a channel or set it up to respond to direct messages. Unilever took a similar approach with Una, their HR chatbot accessible through Skype for Business. Una handles queries, executes transactions, and supports 32 languages, making it a valuable resource for employees worldwide.
To ensure smooth operations, configure workflows that let the AI hand off complex queries to human agents when necessary.
The goal is to make your assistant as easy to use as messaging a colleague. When employees can ask questions in plain English and get immediate answers, adoption will follow naturally.
Setting Up and Improving Your AI Assistant
Once your AI assistant is up and running, the next step is making sure it keeps getting better. Setting it up is just the beginning – regular updates and tweaks ensure it stays in sync with your team’s workflow and continues to deliver the productivity benefits you’re aiming for.
Adjust How It Talks
The way your AI assistant communicates plays a huge role in how well it’s adopted by your team. Kevin Coleman, Co-Founder at Ravenna, puts it this way:
"Your AI assistant now becomes a genuine extension of your company culture rather than feeling like an external tool. When the AI communicates in a way that resonates with your specific workplace environment, employees are more likely to engage with and trust the system".
To make this happen, define how you want the assistant to sound. For example, a tech startup might prefer a casual tone, while a financial firm might lean toward something more formal. Tools like Quidget let you customize response length, tone (formal, neutral, or informal), and even add context about the assistant’s role. A glossary of company-specific terms and acronyms can also help the assistant feel more aligned with your team’s style. If your organization operates across multiple regions, you might even create distinct AI personalities to reflect local preferences.
Once you’ve dialed in the tone, it’s important to measure how well the assistant is meeting user expectations.
Track How Well It Works
Keeping an eye on your assistant’s performance ensures it stays effective. Pay attention to key metrics like:
– Conversation completion rates (aim for above 85%)
– Context retention accuracy (over 90%)
– Response times (under one second)
– Resolution rates
– Customer satisfaction scores (CSAT at or above 85%)
For instance, a banking company that focused on systematic improvements boosted its conversation automation rates from 40% to 65%.
Dive into user feedback and chat histories to spot areas for improvement. A/B testing different response styles can help you figure out what works best. Many successful implementations see user return rates exceeding 60%, which is a strong indicator of trust and engagement.
Keep Adding New Features
As your team’s needs grow, your AI assistant should grow with them. Regular updates can expand the range of tasks it handles.
Take Merck, for example. They developed an AI assistant for R&D that analyzes chemical mentions in articles, links them to their database, fetches additional chemical properties, and even assigns naming conventions for new molecules. This reduced their chemical identification process from six months to just six hours.
Feedback is key to these updates. Experiment with new tools, features, and workflows to find what works best for your team. Keep an eye on new integration opportunities, like linking the assistant to project management tools, document repositories, or communication platforms. If there are recurring questions the AI struggles to answer, focus on expanding its training data in those areas. This ensures your assistant keeps evolving alongside your team’s projects and goals.
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Key Takeaways
Building an internal AI assistant doesn’t have to be a drawn-out or overly technical process. With the right tools, you can have one up and running in just minutes.
– Define clear use cases. Whether it’s automating HR tasks, simplifying IT support, or assisting with onboarding, knowing the assistant’s primary role helps you stay focused during setup.
– Choose no-code tools like Quidget. With its simple three-step process – customize the look, upload your knowledge base, and deploy – you don’t need any coding expertise.
– Train it with your company’s resources. Use internal FAQs, handbooks, and knowledge bases to ensure the assistant understands your company’s specific language, policies, and workflows from day one.
– Commit to regular updates. Employees using chatbots complete 12.2% more tasks. Monitor metrics like response accuracy and resolution rates, then refine the assistant’s knowledge base to keep improving.
– Match your company’s tone. Whether your workplace leans formal or casual, ensure the assistant’s communication style aligns with your culture.
The results speak for themselves. Companies using AI automation resolve tickets 52% faster, and 62% of employees prefer chatbots for HR-related tasks. With Quidget’s Free Beta providing full access to test the platform, now’s the perfect time to see how AI can help your team work smarter.
FAQs
How can I make sure my AI assistant reflects my company’s tone and culture?
Shaping Your AI Assistant to Match Your Brand Voice
To make your AI assistant feel like an authentic extension of your brand, start by defining how it should communicate. Should the tone be formal, casual, or somewhere in between? Think about specifics like how long responses should be, whether emojis should be used, or if there are particular phrases that reflect your brand’s personality.
Bring your team into the process by collecting their feedback on tone and any nuances that reflect your company’s identity. This collaborative effort helps the assistant feel more aligned with your team, which can boost both user engagement and trust. Tailoring these elements ensures the AI mirrors your company’s values and voice seamlessly.
How can I keep my AI assistant updated and performing at its best?
To keep your AI assistant performing at its best, prioritize regular updates and ongoing adjustments. Feed it with new data, real-world scenarios, and user feedback to refine its understanding and keep pace with evolving needs.
Dig into interaction trends and integrate updated, relevant information to improve accuracy and tailor responses. This doesn’t just make for happier users – it also helps your team work smarter. Frequent performance reviews and tweaks will ensure your AI assistant stays a valuable asset for your team.
How can I evaluate the performance of my team’s AI assistant after deployment?
Evaluating Your AI Assistant’s Performance
To assess how well your AI assistant is working, focus on a few important metrics: response time, user satisfaction, and task completion rates. Here’s how you can track each:
– Response time: Check how quickly the assistant responds to team questions or requests.
– User satisfaction: Collect feedback through surveys or forms to gauge how your team feels about its performance.
– Task completion rates: Monitor how often the assistant successfully handles the tasks it’s assigned.
Keeping an eye on these metrics regularly will give you a clear picture of how the assistant is impacting your team’s productivity. Plus, this data can highlight areas where improvements are needed, helping you fine-tune the assistant to better meet your team’s demands.
