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Chatbot as a tool for internal company processes

Do you think of chatbots only as a tool for communication happening between a customer and the company and sales promotion? Wrong! A Chatbot is also a great tool for imrpoving and developing internal processes.

Chatbots are often seen primarily as a tool to promote sales or customer experience, and for good reason. A customer-focused chatbot tracks the actions of a visitor to a company's website in real time, identifies their needs and suggests a conversation with a sales or customer service representative if necessary.

This allows a potential customer to start a conversation directly with a customer service representative who is familiar with their wishes and objectives.This greatly improves the customer experience and boosts sales.

How to use chatbots in your internal processes?

Chatbots can be used in a variety of ways within a company, as they are always tailored to the customer's needs. At the same time, the line of business and objectives of the company are taken into account. This means that chatbots can also be used to improve the efficiency and development of a company's own internal processes. Below are some examples.

Improving the efficiency of HR services

How to archive an expense report and what to do when you forget your password? The answer might be found on the intranet or you may have to contact the company's HR department. However, it can take time to get an answer, and in this case, time is wasted for both the enquirer and the support provider. A quicker and easier option is to turn to a chatbot, which will give you a precise and tailored answer to your question in seconds.

Chatbots can also be used, for example, to manage shifts especially in companies with a lot of part-time and shift work. This makes shift organisation and management clearer and faster. It also reduces manual work and the need to send messages back and forth.

 Orientation of new employees

When a new employee starts in the company, there is a lot of manual work: HR forms, data entry, tool sharing and a myriad of different interfaces. In many cases, manual work is not the most efficient way of working. Fortunately, the above activities can be delegated to a chatbot that registers and "on-boards" a new employee. 

The chatbot can also be used to create checklists to remind the new employee of things to remember.

Daily tasks and activities

Employees have a huge number of daily tasks that are not complicated but are time-consuming. These tasks include scheduling meetings, booking meeting rooms, and requesting shifts and days off.

Not only are the previously mentioned activities time-consuming, they also interrupt a good work flow and, as a result, reduce productivity. That's why using chatbots for everyday tasks will make work more efficient, save time and improve concentration.

Well-being at work

Do you sit at your laptop for eight hours straight without breaks? Did you forget to take your lunch break because you’re too busy? Neglecting well-being at work is costly for individuals, companies and society. That is why it is important to pay attention to it. 

Chatbots can be used to support the wellbeing of company staff. For example, a chatbot can be programmed to remind you to have lunch, have a coffee break with colleagues, or simply to take a break during the working day.

Change processes

Chatbots are handy tools for product development, administrative changes and update management. Let's take the GDPR as an example. The new data protection regulation certainly caused new internal processes, confusion, questions and a shortage of timely answers for staff at many companies.

 In a change situation like GDPR, a chatbot could have been used as an information broker and knowledge bank, as well as a tool for internal communication during the change process. A chatbot could have provided people with up-to-date information about the data protection reform and the issues affecting the business, easing people's uncertainty and helping them to navigate through the changes.

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