An assistant that knows how your business works.
A general assistant knows everything except your business. One set up properly knows your prices, your policies and your past jobs, which is the difference between a novelty and something the team actually opens.
The work it takes on first.
The same six questions from customers, several times a day.
Staff asking where a document is, or what the policy was.
Routine replies that need writing but not thinking about.
Long documents somebody has to read and summarise.
Notes from a call that need turning into a proper record.
Sorting what has come in and deciding what matters.
How we set one up.
The work is not the assistant itself. It is giving it your business to work from, and deciding where it should stop.
Decide what it is for
One or two jobs it genuinely handles, rather than a general assistant that does everything slightly badly.
Give it your material
Your documents, policies, prices and past work, so its answers come from your business instead of the open internet.
Set the edges
What it answers on its own, and what it always hands to a person. Getting that line right is most of the job.
Test it on real questions
We run it against the questions you actually get, and correct it until the answers are ones you would sign.
Put it where the work is
In the inbox, on the site, or wherever the questions already arrive, rather than as one more thing to log into.
Keep it current
It gets updated when your prices, policies or people change, so it does not quietly start giving last year’s answers.
What it answers, and what it hands over.
Every assistant needs a boundary. This is where we draw it to begin with, and you move it once you have watched it work for a few weeks.
It answers on its own
- Hours, locations, and what you do and do not cover.
- Where a document lives and what the current version says.
- Where a job has got to, read back from your own records.
- A first draft of a routine reply, for a person to check and send.
- A long document reduced to the few lines that matter.
It fetches a person
- Anything to do with money, including what a job would come to.
- A complaint, or anyone who sounds unhappy.
- Anything it cannot support from your own material.
- Legal, medical and safety questions, without exception.
- Anything that would commit the business to something.
Questions owners usually ask.
Will it make things up?
Do our documents get handed over for training?
Is this going to sound like a robot to our customers?
What if it gets something wrong?
Do we need to be technical to run it?
Tell us what your team keeps answering.
Describe the questions that come up again and again. We will come back with whether an assistant would handle them well.