Internal Chatbots’ Impact on Businesses: Improving Workflow Dynamics

calendar December 15, 2023
Internal Chatbots’ Impact on Businesses: Improving Workflow Dynamics

Welcome to a new era of work dynamics propelled by innovation! Imagine a place where everyday tasks find swift resolution, communication flows effortlessly, and productivity rises. Internal chatbots stand at the forefront of this evolution, shaping company processes.

In this article, we uncover the profound impact of bots on modern job environments. Discover how these digital assistants are raising productivity, and enhancing collaboration and employee experience. Intrigued? Delve deeper into the Deloitte and Unilever examples below to witness their work transformation. Furthermore, read till the end, and you will discover how we at Master of Code Global automated our internal processes.

Internal Chatbot in a Nutshell

An internal chatbot serves as a digital assistant integrated within an organization’s communication systems, like Slack or Microsoft Teams. It functions as an AI-powered tool designed to streamline and enhance workplace routine processes. These models interact with employees, assisting them in performing everyday tasks, accessing information, or navigating internal processes.

These bots offer real-life applications across various organizational functions, from HR procedures like onboarding and offboarding to administrative support. They simplify access management, provide instant FAQ assistance, aid in expense reporting, and even help with referrals. Powered by NLP and ML, such tools continuously learn and adapt to the modern workplace.

Further, we’ll describe how Master of Code Global aided the company in organizing its knowledge base. Read how employees can easily find answers about the firm and its services with the Generative AI Slack Chatbot.

In Terms of Statistics: How Internal Chatbots Benefit Businesses

Stat HR related tasks

Applying internal chatbots revolutionizes how businesses operate in today’s life. An interesting fact is that 58% of B2B companies have employed bots on their websites, while B2C lags slightly behind at 42%. Even more thrilling is the global chatbot market’s current valuation of $5.4 billion, projected to grow to an impressive $15.5 billion by 2028.

These digital assistants, seamlessly integrated into workplace ecosystems, offer multifaceted advantages. From enhancing efficiency to fostering better communication, these tools become indispensable assets. Meanwhile, let’s take a look at some benefits.

  1. Increased Efficiency: Internal chatbots streamline workflows, reducing manual efforts and expediting tasks. For instance, 62% of employees rely on chatbots for their HR-related tasks.
  2. Improved Communication: Facilitating quick access to information, they improve internal communication channels.
  3. Time & Cost Savings: Automation of repetitive tasks saves time and operational resources. According to Chatbots Magazine, bots assist businesses in saving up to 30% of the $1.3 trillion.
  4. Enhanced Productivity: By providing quick assistance, they improve employee efficiency. Those engaging with the chatbot completed tasks 12.2% more, 25.1% faster, and 40% better than non-users.
  5. Data-Driven Insights: Analyzing interactions, bots offer valuable insights for process improvements.

Thus, we see that internal chatbots significantly change modern business operations. Businesses consider adopting these tools to stay ahead of the curve. The proof is the value of the global chatbot market, serving as a testament to their increasing relevance. But how can companies use these models in real life?

7 Proven Use Cases of a Chatbot for Employees

Use Cases of a Chatbot for Employees

In this part, we’ll spotlight the various applications of enterprise chatbots across different business aspects. Their adoption revolutionizes work dynamics, influencing staff onboarding, offboarding, and administrative support. Dive into successful real-world use cases, exemplifying their transformative potential.

Staff Onboarding and Offboarding

When a new employee joins or leaves a company, HR procedures involving account assignment and access rights verification often consume significant time. But, by integrating the HR chatbot, these processes can be streamlined, making them more efficient.

These bots automate account setup for new hires, reducing the administrative burden on personnel. Similarly, during offboarding, the internal chatbot swiftly revokes access rights, ensuring security protocols are followed.

As a result, AI chatbot implementation can reduce manual mistakes, and guarantee smooth onboarding or exit for employees. For sure, this approach significantly enhances operational efficiency and streamlines HR processes within the organization.

Unilever regards chatbots as ‘the future of HR.’ Una, a chatbot accessible through Skype for Business, serves as the company’s communication tool. This digital assistant can offer information and execute transactions through conversation. Its development aimed to streamline HR queries, eliminating the requirement for employees to access a separate system. An essential feature of the chatbot is its multilingual support, spanning 32 languages.

Instant FAQ Assistance

Employees often run across questions requiring immediate resolution. These can range from navigating internal policies to seeking specific information. Here, an automated knowledge base or FAQ chatbot becomes invaluable.

By leveraging natural language processing (NLP), these bots swiftly address staff queries. They achieve this by providing relevant information sourced from the company’s knowledge repository. This reduces dependency on human assistance, empowering personnel to find answers swiftly and independently. Additionally, such increased self-sufficiency among workers gives faster question resolution and reduces the workload on support teams.

Let’s take a look at one of the great AI chatbot examples. MSU Federal Credit Union uses a virtual assistant to aid employees in serving members. The aim was to offer a simple interface for staff to find support-related answers swiftly. Rather than contacting a manager or internal support line, employees could instantly query the bot. This immediate access to reliable and consistent information eliminates the need to put clients on hold for assistance.

MSUFCU estimated that the virtual agent could automate around 2,000 interactions among employees monthly, resulting in time savings. Presently, the virtual agent manages about 15,000 interactions monthly.

Access Management Automation

As organizations evolve, managing access rights and permissions for various applications becomes complex. A dedicated chatbot designed for running entree requests simplifies this process.

These programs offer employees a self-service interface to request entry to various applications and systems. The bots automate the verification process, handling permissions, and provisioning access swiftly. This optimization ensures a scalable approach to controlling authorization rights across different roles and departments.

Finally, the chatbot for internal employees strictly enforces compliance and security protocols. This action effectively reduces vulnerabilities linked to manual access supervision. In essence, it not only enhances operational efficiency but also fortifies security measures, aligning with the changing needs of modern workplaces.

An illustration of integrating cutting-edge technology is DARTbot, Deloitte’s internal chatbot powered by Generative AI. It offers intelligent responses and valuable insights to support company daily tasks. Deloitte’s primary goal is to revolutionize how professionals work, enhancing productivity.

This model serves as a virtual assistant, giving real-time guidance and answering queries. But maintaining data security and confidentiality was a top focus during development. The company integrated strong security measures, applying advanced encryption and access controls. The bot functions in a secure environment, not using client input data for training.

Administrative Office Support

Organizing office visits and complying with safety rules are important in hybrid work. A virtual assistant gives a hand in scheduling meetings, sharing documents, and engaging in contact tracing if required. Likewise, such software can send notifications regarding planned maintenance or technical issues.

This way, office managers will better coordinate employees, providing a safe and organized working environment. Accordingly, a company will not only have efficient scheduling but also streamline safety protocols.

Employee Referral Streamlining

Referral systems are a valuable source for hiring top talents, with 45% of referral candidates staying longer than four years, compared to only 25% of job board applicants. However, such processes may be complicated, as employees may need more details or just quick access to requirements. Thus, internal chatbots simplify this procedure, allowing them to refer candidates by providing the necessary information.

This streamlines the recruitment pipeline, encourages staff engagement in talent acquisition, and enhances the quality of hires. As a result, the team will increase candidate sourcing and minimize time for closing vacancies.

For instance, internal bots, like Slack, have the potential to decrease hiring time by 5% to 10%. Furthermore, it increases employee productivity by 24%.

Lever’s integration with Slack simplifies team involvement in the hiring process. Therefore, users can post announcements to work channels using #mention notes on candidate profiles. This feature automatically shares note contents and a candidate summary. This is how coworkers can recommend potential applicants. Additionally, the system prompts interviewers for timely feedback, ensuring a more efficient evaluation process.

Enhanced Device Management

Managing corporate tools efficiently is vital for data security. AI chatbots handle critical device operations such as remote wiping or implementing safety measures. To illustrate this use case, a bot can assist with customer reassignment to ensure smoother transitions between device operations. This integration automates routine equipment management tasks, so the team can focus on strategic initiatives.

Implementing strict measures across handled devices cuts down the chances of data breaches or unauthorized access. This action strengthens the organization’s security. Besides, a chatbot for employees creates a user-friendly interface for interacting with corporate tools.

Cost Management Automation

Now let’s explore how internal chatbots streamline expense reporting for businesses. These AI-driven assistants simplify expense submissions, track reimbursements, and provide quick access to necessary information.

As per research conducted by Webexpenses, workers typically spend around 40 minutes finishing their expense reports. For instance, you can input all the financial data into the final document using the bot. It easily completes the task and may also generate report summaries for you. Additionally, staff can approve or decline documents for signature through automated processes. These methods save time, enabling personnel to focus on what matters the most.

By automating tasks, bots reduce administrative burdens, saving time and effort. They ensure compliance by adhering to expense policies and flagging discrepancies. Additionally, such models offer detailed expense reports, aiding decision-making and boosting productivity.

Ready to streamline your business operations? Embrace innovation with internal chatbots today!

How MOCG Utilizes Internal Chatbots for Employees

In this section, let’s explore how we at Master of Code Global benefit from intelligent automation of internal processes. Being the leader in AI chatbot development services, we implemented the UA CheckIn Bot across the Workplace from Meta. Our internal bot now efficiently gathers employees’ daily status. It asks about masters’ plans, whether they involve working normally, part-time, taking sick leave, or a day off. Such an approach helps the company better organize processes.

Moreover, this bot goes beyond data collection. Thanks to the information it provides, the team keeps statistics on illness rates and attendance. It provides valuable insights for analyzing trends, enabling informed decisions to optimize workflow efficiency and resource allocation. MOCG harnesses this data to enhance operational performance and resource utilization.

At Master of Code Global, we value feedback. Everyone can share thoughts, insights, and ideas via MasterVoice form. This way, we foster an open and reliable environment for employees. Moreover, such a process ensures a collaborative approach and open dialogue, providing a safe space for every Master.

One more case MOCG is proud of is the Generative AI Slack Chatbot. It’s an internal tool for navigating the knowledge base. This bot helps easily get answers to any questions about the company’s products, from HR to technical queries. Around half of the company’s personnel currently use it for various issues and have achieved great results:

  • Reduced the load on customer support
  • Increased product adoption and recognition
  • Minimized human error in product configuration
  • Enhance the efficiency of teams
  • Optimized documentation

Wrapping Up

Summing up our article, it’s clear that internal chatbots are more than just tech support. They’re transforming modern workplaces and reshaping how companies function. The advantages they bring are evident: improved productivity, smoother workflows, better communication, etc.

With a proven experience in delivering innovative solutions, MOCG stands out as the ideal service provider for chatbot development. Our expertise lies not only in crafting cutting-edge technologies, but also in understanding the unique needs of businesses. Choosing MOCG means partnering with a dedicated team who will enhance your workplace dynamics.

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