Boosting Support Operations with AI: Handle Interdepartmental Queries

Providing exceptional customer support is a significant challenge for many businesses. The task often demands specialized expertise, requiring support teams to seek assistance from various departments. Unfortunately, these departments are frequently preoccupied with more urgent tasks, leading to inefficiencies in workflow and resulting in customer dissatisfaction.

This is where AI can make a transformative impact. Instead of diverting attention from more pressing tasks, let AI act as your intermediary.

By training your AI with departmental knowledge, businesses can delegate routine support inquiries to AI, minimizing the need for human intervention and allowing other departments to focus on their core responsibilities. This approach not only enhances customer service but also improves overall organizational efficiency.

Benefits of AI Integration

• Faster Issue Resolution: AI can assist customer support teams in resolving issues more quickly by providing instant access to specialized knowledge.
• Optimized Department Time: As a result, departments can concentrate on more pressing tasks, thus increasing their productivity and efficiency.
• Cost Efficiency: By reducing the need for human intervention, AI lowers customer support costs, increases customer satisfaction, and boosts revenue.

With Runbear, this solution can be implemented without any coding or engineering support from your end, and the entire process takes just 20 minutes. Here’s a step-by-step guide on how to achieve this.

1. Create a Specialized AI for Each Department

The first step is to build an AI tailored to the needs of each department. For instance, you can create an AI specifically for your compliance team. You can do this directly with Runbear, without having to navigate to OpenAI to do this.

Prompt Example:

This GPT is designed to review documents for compliance with the laws of each US state. It should be knowledgeable about the legal requirements of each state and provide feedback on whether a document meets these requirements. The GPT should be thorough, detail-oriented, and precise in its analysis, ensuring that every aspect of the document is scrutinized for compliance. Emphasize checking the laws of each state individually and avoid any assumptions or generalizations about compliance across multiple states. Follow the given compliance guide for each review to ensure accuracy and consistency. If something is unclear, ask the user for clarification before proceeding. Communicate in a formal tone, maintaining professionalism in all interactions.

2. Train Your AI

Now, it’s time to connect any relevant documents, data, or images to train your AI. In this example, this AI will be trained with all relevant compliance knowledge, allowing it to handle inquiries that would typically require human expertise.

With Runbear, you connect documents stored in your Google Drive or Confluence. You can also upload files such as PDFs, Docs, and more.

3. Integrate the AI into the Channels Where Support Teams Ask Questions

Once your AI is trained, your next step is to integrate it into the communication channels used by your support teams. With Runbear, you can integrate it into channels such as Slack, Microsoft Teams, Discord, and more. The goal is to ensure that support teams can easily access the AI to get immediate answers to their questions.

4. Set Triggers

a) Mention @Runbear to get answers.

By default, support team members can ask questions to your AI by mentioning @Runbear, or your app’s name if you’ve already customized it.

b) Make your AI answer all the messages in the channel.

You can choose to have your AI respond to all the messages in a specific channel. This is useful when you have dedicated channels for questions.

5. Design Workflow

It's time to discuss the optimal workflow for your teams.

For instance, many companies begin by adding emojis to confirm answers before sharing them with customers. Over time, they transition to full automation, where responses are delivered directly to customers.

Get Started Now

All Set! Now, it's time to monitor your AI's performance.

Embrace AI integration with Runbear and experience the transformative benefits firsthand.