Internal Knowledge Assistant
Ask it instead of interrupting the owner. A private assistant trained on your handbook, policies, price book and procedures, answering staff only from those documents, citing the page, and saying so when the answer is not there. For businesses across metro Detroit and Michigan.
Talk to usIn short
A private assistant for your Michigan business that answers staff from your own documents, names the page, routes what it cannot answer to the right person, and never guesses.
- Your documents only, nothing from the internet
- Every answer cites the page
- Says so when the answer is not there
- Access by role, kept current the day a policy changes
Why the owner is the handbook
The answer is in a binder. The binder is in the owner's head.
A new hire asks the cancellation policy. A veteran asks what the referral procedure is this year. A crew lead asks which form the customer signs. Each question takes the owner two minutes and there are thirty of them a day. The binder exists; nobody opens it, because asking is faster and the binder might be wrong.
We build the assistant that is faster than asking and cannot be wrong in a way the binder is not, because it answers only from your documents and shows the page. When the answer is not there, it says so and sends the question to the right person. The questions it could not answer become the next page of the handbook, which is the first time most businesses have kept one current.
Illustrative. It answers only from the documents you gave it, shows the page, and says so when the answer is not there.
In the work
Your documents, cited, current, by role
Trained on your documents only
The handbook, the policies, the price book, the procedures, the vendor list, the pre-op instructions. It answers from those and nothing else. Not the internet, not a general model's opinion, not another client's documents.
Cites the page
Every answer names the document and the section it came from, so a staff member can check it and a manager can fix it at the source when it is wrong.
Says when it does not know
A question the documents do not cover gets “that is not in the handbook” and a route to the person who can answer, with the question attached. It never fills the gap with a guess.
Where the team already is
In the chat tool, by text, on a page on the intranet. Nobody has to open a new thing to ask, which is the difference between an assistant that is used and one that is demonstrated.
Kept current
A policy changes, the document changes, the assistant answers from the new one the same day. The old answer is gone, which no printed binder can say.
Access by role
A new hire sees the procedures; a manager sees the commission plan; the owner sees the lot. What each person can ask about is a rule you set, not a document you hope nobody finds.
Getting there
Gather, decide who sees what, test, run beside the team, keep current
- 01
Gather the documents
Everything staff are supposed to know, in whatever state it is in. Half of the value is discovering the handbook has two versions and the procedure everyone follows was never written down.
- 02
Decide who sees what
Roles and the documents each can ask about. Written once, enforced every time.
- 03
Build and test with real questions
The fifty questions your staff actually ask, put to the assistant, with the answers and citations checked by someone who knows. Wrong answers are fixed in the document, not in the assistant.
- 04
Run it beside the team
Two weeks in the chat tool with the manager watching. What people ask that it cannot answer becomes the next page of the handbook.
- 05
Keep it current
Documents re-indexed the day they change, a monthly report of what was asked and what was not in the documents, and the handbook grows from it.
Fitted work
What comes up here, specifically
The brokerage handbook
For a Michigan brokerage: commission plans, the referral procedure, the vendor list, what to do at a closing when the wire is late. Agents ask the assistant instead of interrupting the broker, and the answer cites the page.
The practice's policies
For a dental or medical practice: the cancellation policy, pre-op and post-op instructions, the insurance list, the phone script for a prescription refill request. It answers procedure; it never answers a clinical question, and it says so.
The seasonal crew
A landscaping or snow removal company in metro Detroit rebuilds its crews every spring and every November. The safety procedures, the route sheets and the equipment checks are in the assistant on the first day, in the crew's language.
The new hire in week one
The questions a new person asks in their first week are the same ones the last three asked. The assistant answers them the first time, citing the page, and the manager gets the week back.
Right time when
When this is worth doing
A good fit
- The owner or the manager answers the same questions all day
- There is a handbook, and nobody opens it
- Staff turn over each season and week one is always the same week
- Different roles need different answers to the same question
Not a fit
- Three people, one room, and everyone already knows everything
- Nothing is written down yet, in which case writing it down comes first
- You want it to answer from the internet, which it will not
Scope
What we do not build
Answer from the internet
It answers from your documents. A general model's answer to a question about your commission plan is a guess with confidence, and that is the one thing a staff member must never receive.
Answer a clinical, legal or financial question
It can tell a nurse the practice's procedure for a refill request. It will not tell her whether to grant one. Those questions are routed to the person whose licence covers them.
Train on your customers
It is trained on your policies and procedures, not on customer or patient records. Nothing about a customer is used to teach it anything, and nothing leaves the accounts you own.
Reasonable to ask
Before you commission it
What documents does it use?
Whatever you give it and nothing else: the handbook, policies, procedures, price lists, vendor lists, scripts, checklists. Every answer cites the document and section it came from, so you can check it and fix it at the source.
Can it answer customer questions too?
The same engine can, with a separate set of documents and a separate set of rules, and that is the customer support page. This page is the internal one, for staff, where the answers can include things a customer should not see.
Does it learn from the conversations?
No. It answers from the documents, and the documents change only when you change them. What it is asked and could not answer is reported to you monthly, and that is how the handbook grows, on purpose, by you.
What if the handbook is out of date?
Then the assistant is out of date in exactly the same way, which is the point: it is honest to the source. Update the document and it answers from the new version the same day. Most clients find the assistant is the first thing that ever made them keep the handbook current.
Who can see what?
Access is by role, set once. A new hire can ask about procedures; a manager can ask about the commission plan; the owner can ask about everything. The rule is enforced on every question, not left to the document's location.
Send us the handbook.
Whatever state it is in. We will tell you what an assistant built from it could answer today, what it would have to route, and which ten questions your staff ask that it does not cover yet.
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