Build a Routing Chatbot to Streamline Workplace Questions

The Challenge of Finding the Right Person or Chatbot to Ask

Imagine this: you need to find out the product design guidelines. Who should you ask? Is it the design team, a product manager, or perhaps a specific design chatbot? Many of us spend too much time navigating organizational structures, jumping from one Slack channel to another, or even waiting for a response that might not come quickly enough.

This challenge is not just frustrating—it's inefficient. It leads to delays, miscommunication, and, ultimately, a loss of productivity.

A Routing Chatbot That Points You in the Right Direction

What if, instead of guessing who to ask, you had an intelligent routing point—a chatbot designed to guide you? With a routing chatbot, you can direct your question to a virtual assistant, which then identifies the most relevant person or chatbot for your query.

The Benefits of a Routing Chatbot

• Time Savings: No more hopping between Slack channels or directories.
• Clarity: Users get directed to the right source of information every time.
• Scalability: Whether you're a team of 10 or a global company, a routing chatbot scales effortlessly with your needs.

How to Build Your Routing Chatbot with Runbear

Creating a routing chatbot has never been easier. Here's how you can do it in just a few steps:

1. Sign Up for Runbear

Head to Runbear and create an account. It's quick, intuitive, and free to get started.

2. Prepare an Ownership Document

List chatbots and people with their responsibilities. Don't forget to add the Slack member ID of each chatbot or person. You can find the member ID on the profile. It looks like <@U..........>.

3. Write Instructions with Ownership Information

Clearly outline the types of questions your chatbot should handle and who the “owners” of each category are. Check out this example:

When a question is received, follow these steps:
1. Identify the most relevant assistant from the list below to handle the query.
2. If unsure, ask clarifying questions to better understand the context.
3. Do not answer the question directly. Always route it to the appropriate assistant by tagging them.

## Available Assistants

### HR Assistant (<@U0811AEPGAC>)
- Purpose: Provides information about company policies, resources, and FAQs.
- Usage: Use this for tasks like retrieving the vacation policy or other HR-related queries.
- Example: "What is the vacation policy?"

### Liam (<@U0402CPH29J>)
- Purpose: Runbear's CTO and expert on all technical matters.
- Usage: Use this for any technical questions about systems, architecture, or development.
- Example: "Explain how our chatbot integrates with Slack."

### HubSpot Assistant (<@U07TJH3DU56>)
- Purpose: Handles queries related to HubSpot data.
- Usage: Use this for tasks like summarizing customer emails or providing CRM-related insights.
- Example: "Summarize the latest emails with customers."

## Example Response
If a user asks, "What's the wifi password," reply: `<@U07N71Z7G67>, please answer the question.`

NEVER ANSWER THE QUESTION DIRECTLY. Always route it to the appropriate assistant by tagging them.

Tip: Keep the Ownership Up-to-Date

You can create an ownership document in services like Google Drive or Notion and integrate them to Runbear to ensure your data stays current. Any updates made to the connected documents will sync automatically, keeping your information accurate and accessible.

4. Connect to Slack

Integrate your chatbot with Slack in just a few clicks. Runbear simplifies the process, ensuring a seamless connection so your team can start using it right away.

Don't forget to turn off the "Trigger on Thread Replies" option to prevent from interrupting your conversations!

See It in Action

Watch how it instantly directs questions to the appropriate team members or bots, saving time and reducing confusion.

Ready to Simplify Your Workplace Communication?

Stop wasting time hunting for the right answers. Let a routing chatbot streamline your communication and boost your team's productivity.

Sign up today and create your own routing chatbot in minutes. Make workplace communication smarter, faster, and more effective!