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4 Ways Chatbots Make Your Office Life Easier

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4 Ways Chatbots Make Your Office Life Easier

Explore four ways chatbots can make your work life easier.

· AI Zone ·
Free Resource

Routine tasks kill productivity and creativity. It’s an obvious fact, but if you need proof, there are stats showing that people spend up to 80 percent of their average workday on activities of little to zero value. How can organizations solve the problem? Incorporating chatbots is one of the most innovative and effective answers.

When Merge Queue, or MQ for short, joined one of our projects, we all felt relieved. This guy has taken on the arduous task of managing access to the GitHub repository. How does it work? Well, MQ lets only one developer at a time use the central file storage, preventing hang-ups. Others who want to push changes receive a notification: "Hold your horses, you are in the queue!" After the repository is free, MQ pings the next contributor in a waiting line.

Merge Queue is not a guy in the full sense of the world. He (or rather, it) is a custom Slack bot "hired" to help with one particular project. The results have exceeded our expectations, with MQ ensuring smoother workflow and saving us much time.

Now our team is planning to build a couple of extra digital assistants for internal needs and is actively consulting our partners from different domains on the matter. Below, we’ve reviewed the most popular use cases of the technology in the workplace.Image title

1. Meeting/Event Management

Key tasks a chatbot can help you with:

  • meeting scheduling
  • meeting preps
  • sending alerts to attendees
  • collecting post-event feedback
  • meeting recapping

Organizing meetings includes many minor, yet time-consuming steps like syncing schedules of busy coworkers, checking the availability of rooms, and sending notifications to attendees. This is a range of tasks chatbots can precisely help with.

For example, Meekan and Meeting Bot living in Slack are smart enough to analyze Google calendars and find time slots suitable for all team members. Once the meeting is booked, Meekan goes back to standby mode while Meeting Bot continues to work. It sends attendees invitations and keeps everybody on track with reminders.

Slack bots like GeekBot, DailyBot or Standup Alice are created for asynchronous standups and can be especially useful for distributed teams working across time zones. These simple yet effective tools reach every team member with a set of standard or custom questions and then forward answers to a company-wide channel or send standup summaries via e-mail. The result is that everybody knows their coworkers’ tasks and updates with no time wasted on taking meeting notes.

When it comes to managing large-scale meetings with many locations, event bots like Eventumbot come in handy. Integrated with Facebook Messenger and Slack, this AI-powered digital assistant informs attendees about schedules, basic events, and last-minute changes, and furthermore, it lets participants instantly get in touch with organizers on any issue. Overall, bots of this type help run big events in a more seamless way and allow coordinators to focus on more complex tasks rather than provide basic information.

2. Work Tracking

Key tasks a chatbot can help you with:

  • task management
  • shift planning
  • time tracking
  • absence/leave management
  • work reporting

Chatbots can’t replace project managers, but they are ready to reduce PM workload and boost productivity for a relatively low fee. For instance, the Slack Teamline bot focuses on creating tasks, assigning them to team members, building checklists, and sending alerts before the task due time. This smart digital PM offers a minimum service package to small companies for free, while the enterprise version costs $1999 per month.

"I’m no longer always requesting my colleagues’ timesheets and asking the same questions.” “We save $6000 monthly on overhead hours associated with time tracking alone.” “She delivers periodic reports to let all team members know what everyone else is working on — especially useful for remote teams.”

All these praiseful words refer to Nikabot, another representative of the Slack bot family. All in all, Nika helps managers to understand where employees are spending their time. Nikabot’s peer, AttendanceBot also specializes in time tracking and additionally assists with shift planning and attendance management.

3. HR Administration

Key tasks a chatbot can help you with:

  • recruiting
  • onboarding
  • measuring team satisfaction
  • query management

In 2018, French cosmetic giant L’Oreal introduced its new recruiter, an AI-powered Mya chatbot. The digital employee had to improve the experience of job candidates and enhance the productivity of 145 recruiters already working for the enterprise. About 2 million people submit their applications to L’Oreal each year, while the brand makes no more than 5,000 hires on average. Now, Mya takes care of candidates at early stages, answering their questions and assessing their CVs against the company’s requirements. Thanks to initial vetting, recruiters can focus on a short list of right candidates for a position. Also, Mya has improved candidate satisfaction: this reached almost 100% after the first 10,000 job interviews.

HR chatbots are useful not only for the recruitment process. Their ability to handle repetitive questions is just priceless considering that HR departments spend 30 to 50 percent of their time answering FAQs about company policy, vacation, or sick pay. This fact induced Coca-Cola, Axis Bank, and other large companies to try Leena AI, which instantly responds to employee queries via Slack, Facebook, or Skype.

By contrast, some HR bots are designed to ask questions and thus, evaluate employee happiness. Picture this: each week the Slack bot named Leo reaches team members with a series of questions, collects feedback, and posts it for managers in private channels. As a result, HRs are able to spot possible tensions and eliminate them.

In addition, there are multi-functional chatbots lending a helping hand with various HR issues. Enterprise AI solutions like Moon and Bash are good examples of one-stop bots for everything. Their functions include pre-boarding, on-boarding, training, engagement, and answering queries. These restless HR managers work as 24/7 assistants for each employee and carry out most of the repeatable tasks with minimal resources.

4. Personal Assistance

Key tasks a chatbot can help you with:

  • searching for valuable information
  • managing internal requests
  • answering repetitive questions

Employees may need assistance with many workplace issues, not necessarily related to the HR area. The larger the company, the more difficult it becomes to find the right person or necessary data. It’s hard to believe, but the average enterprise uses about 700 applications and software systems while its average worker wastes 1.8 hours per day (or over 9 hours per week) searching for information. Essentially, it means that employees bring value to the company only four out of five business days a week.

One of the possible solutions is utilizing a chatbot that would sift through the information from all connected data sources and suggest answers. This digital assistant should come with machine learning capabilities to increase the accuracy of responses and polish up communicative skills over time.

Let’s examine the case of USA Mortgage, an industry leader with 70+ offices that has deployed the Jane.ai chatbot to increase staff efficiency and stay competitive in the saturated market. Previously, it took brokers minutes or even hours to find critical information. Now they can send Jane a question via Slack at any hour and the chatbot will look for data across all the company’s platforms, documents, emails, and apps, providing instant answers. Thanks to innovations, the company expects to save thousands of human labor hours per month.

Chatbots are also able to handle dozens of daily routine requests such as ‘What’s the guest wifi password?’ or ‘How can I connect a printer to my computer?’ Spoke, an AI-powered assistant for teams, promises to resolve up to 50 percent of such repetitive issues on its own while sending the rest of the requests to the right department or person in charge. The outcome? Better employee experience and higher productivity of managers who are no longer distracted by trivial questions multiple times per day.

The Best Is Yet to Come

The best thing about chatbots is that you can customize them for the particular needs of your company as well as for the communication platform your team already uses. Digital assistants have already proven to be efficient at searching, filtering and recording information, analyzing and planning schedules, sending alerts, managing routine activities, answering simple questions, keeping everybody informed, and tracking dozens of processes — from task progress to harassment at work. In the years ahead, chatbots will only improve their current skills and master new ones.

There are fears that chatbots will take over some human jobs thus increasing the unemployment rate. But we believe in a more optimistic scenario: automation of routine tasks will lead to lower prices, higher wages, and more new jobs that will emerge. Isn’t that exciting?

Topics:
chatbot app development ,office chat software ,hr chatbot benefits ,artificial intelligence ,chatbots in business ,ai chatbots

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