An AI assistant provides on-demand company-specific knowledge by automatically pulling from data sources and preparing it for use. This speeds up decision-making and boosts productivity by making knowledge discovery more efficient.
In a dynamic business environment defined by globally distributed teams, cross-departmental projects, and constant change, three publicly listed companies—a car manufacturer, an automotive supplier, and an international consumer goods group—faced a central challenge: knowledge transfer within the organization was inefficient and fragmented.
Relevant know-how was often not digitized and existed in unstructured documents, decentralized tools, or solely in the minds of individual employees. Staff frequently spent time repeating tasks that had already been completed because the necessary knowledge was not accessible to them. This led to increased effort and reduced employee motivation. The key question was therefore: How can existing knowledge be made efficiently accessible to avoid redundant work and at the same time increase employee satisfaction?
The goal was to develop an enterprise-wide solution that intelligently organizes knowledge, promotes collaborative work, and integrates seamlessly into existing processes.
Through an ideation process, a AI-based knowledge management solution was developed: the proactive AI Coach. This digital companion provides targeted support to employees—regardless of department, experience level, or location. It combines company-specific best practices, structured knowledge, and smart analytics in a single system.
What made the approach particularly innovative was its ability to not only respond on demand but also proactively deliver relevant information. When recurring problems were detected or typical questions arose, the coach responded with concrete suggestions—in real time and individually tailored.
The solution also included an intelligent reward system that motivates employees to contribute knowledge and actively participate. This fosters a knowledge-driven culture in which sharing is not only encouraged but also recognized.
The internal chatbot was seamlessly integrated into commonly used tools such as Microsoft Office, Slack, and company-specific platforms, eliminating the need for additional software. Behind the scenes, the chatbot analyzed user behavior and task contexts to provide proactive assistance.
Implementation began with a fully functional prototype. For broad acceptance, it was critical that the prototype was integrated into the existing IT landscape. Employees did not have to learn a new system; they could use the coach directly within their familiar work environment.
The first test phase was conducted with selected pilot groups, focusing on two key KPIs: perceived efficiency gains and improvement in knowledge transfer. User interviews confirmed that the proactive support—especially during meetings, onboarding of new employees, and day-to-day problem solving—was seen as a major benefit. Reducing repeated work and lowering communication overhead between teams were also frequently highlighted.
Based on the positive feedback, the coach was further developed. The user interface was simplified, interactions were more clearly structured, and personalization options were significantly expanded. Content is now tailored to specific roles and responsibilities—for example, sales receives different suggestions than marketing or HR.
Planned scaling includes additional use cases and a broader user base. Beyond process optimization, the main objective is to increase employee satisfaction over the long term by providing better access to knowledge, enabling faster decisions, and creating more transparency in collaboration.
The introduction of the AI Coach had a direct impact on daily operations. The average time spent searching for information was significantly reduced. At the same time, the number of duplicate tasks decreased as employees were able to leverage existing resources more effectively.
Employee satisfaction with company workflows also rose. Staff reported feeling better informed, better supported, and more engaged. The AI Coach thus functioned not only as a technical tool but also as a catalyst for a new, open, and technology-enabled culture of collaboration and knowledge sharing.
Wissen ist der Treibstoff moderner Organisationen – doch zu oft bleibt er in Silos gefangen. Das ada Future Lab zeigt, wie Sie in nur zwölf Wochen eine KI-Lösung entwickeln, die Wissen intelligent verknüpft, den Austausch beschleunigt und die Effizienz messbar steigert. Erfahren Sie, wie Unternehmen mit KI Wissensinseln auflösen, Zusammenarbeit fördern und Entscheidungswege verkürzen.
