A virtual assistant powered by generative AI

With the growth of our company, some departments, including HR, IT, and Personnel, faced an increasing amount of inquiries from employees. Moreover, the internal knowledge base grew, making it problematic to find the necessary information quickly. These issues led to operational inefficiency, increasing the time for query processing and delaying the completion of the primary tasks by employees. To solve the challenge, we decided to create a 24/7 service that would support and assist company employees by answering their questions and providing queried information while also reducing the load from HR, IT, and other departments.

Our team designed a virtual assistant for internal company use. The chatbot is powered by a generative AI model to enable interactive, human-like conversation. The solution is implemented using RAG architecture and an LLM model that is hosted within the company’s infrastructure. The chatbot uses the internal knowledge base, reporting system, HR platform, and other company resources to generate responses. To enable instant access for employees, we integrated the assistant into the internal messaging system.

Using the assistant, the company employees can:

• Quickly and easily access information that is stored in the internal knowledge base. So, the employees can ask the assistant how to book a meeting room or how to request a day off and receive a detailed instruction or a link to the queried page in the knowledge base.
• Request information about the company and employees, including the number of employees, sick leaves, and birthdays.
• Get notifications about their work logs. Having access to the internal reporting system, the assistant reminds employees to report their working hours.
• Receive important company announcements and reminders about holidays, celebrations, and reduced working hours.
• Get information about their leave balances and make leave requests.

The solution we created is an easy-to-use and always-available service for the company employees. The virtual assistant improves employees’ productivity and streamlines processes by automating tasks and reducing the time necessary to find information. It also lessens the load from HR, IT, and other departments since the most commonly queried information comes their way. We continue to improve the chatbot and extend its functionality.