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Use case · Operations

Answers to your team’s everyday questions, drawn from your own documents

In most businesses there are two or three people on whom everyone relies. How do I book annual leave? Which version of the expenses policy is current? What is the procedure for a returned order? Each question takes only a few minutes, but together they account for a significant part of someone’s week. New starters often do not ask at all; they guess.

Team Agentic’s build answers those questions from documents you have approved, with the source shown, and states clearly when a matter is not covered in your documents. Before that, however, each document needs an owner and a review date, and that is where the work begins.

Discuss whether this would suit your business
See how it works

At a glance

The problem

Questions that interrupt your experts

The build

Company Knowledge Assistant

How long

Typically 4–8 weeks

You would measure

Minutes per question, for staff and experts

It answers only from documents you have approved, and you decide what it can access.

Why the same people are always asked

The constant interruption

Your most experienced people answer the same questions every day, and lose their concentration each time.

Documents that cannot be found

Policies and procedures are spread across several folders, and two versions of the same document may contradict one another.

New starters who stop asking

After the third interruption, people begin to guess, and those guesses are not always correct.

Correcting the documents, then answering from them

We first map how questions are answered in your business, often by means of a simple two-week log of who was asked what.

Today

  • Ask the person who is always asked
  • Search shared drives and old emails
  • Find two versions that contradict each other
  • Guess, and hope the answer is correct

Redesigned

  • A register of approved documents, each with an owner and a review date
  • Conflicts and gaps listed, and resolved by each document’s owner
  • Questions answered from approved documents only, with the source shown
  • “It is not in our documents” when the answer is not available, with the person to ask instead
  • Owners review their documents on a schedule, and the check is repeated

Responsibilities

The agent

  • Answers from approved documents and shows the source
  • States when the answer is not available
  • Identifies conflicts, gaps and out-of-date documents
  • Lists the corrections each owner needs to make

Your people

  • Decide which documents may be used, and by whom
  • Own and update each document
  • Make every decision and approval
  • Answer questions the documents do not cover

Measuring the results

Time saved

minutes per question for the person asking and the person who was previously asked.

Capacity created

questions that no longer reach your experts.

Better quality

answers that are consistent with the current documents.

Faster delivery

the time a new starter takes to become fully effective.

The build behind it: Company Knowledge Assistant

A quick-win build that captures what your business knows and keeps it accessible, even when people move on. The sensible starting point is the widest audience and the documents everyone may see, with separate access for managers or particular teams added if required. The pilot runs for four weeks, with a group of your staff asking real questions.

How long

Typically 4–8 weeks

Investment

from £5,000 + VAT

Licences

Purchased directly by you

After handover

Your named owner operates it, with the Managed service if required

Enquire about this build

Questions about a company knowledge assistant

If your question is not answered here, please email hello@teamagentic.co.uk and we will reply promptly.

Can it invent answers?

It answers only from approved documents and shows the source, so anyone can verify the answer. If the answer is not available, it says so.

Who decides what it can access?

You do. The knowledge register records what may be used, what may not, and topics it must never address, such as individual pay or disciplinary matters.

Will it give HR or legal advice?

No. It quotes the relevant policy and tells the person whom to ask. Decisions and approvals remain with your people.

What about out-of-date documents?

Each document has an owner and a review date, and the check for conflicts and gaps is repeated at every review.

Will it rewrite our policies?

No. It identifies what is out of date, conflicting or missing. The owners correct their own documents, or the Process & SOP Writer can draft new procedures.

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Platforms we work with

The right AI platform for each build, licensed to you

We recommend the AI platform that suits each build, or use one you already have if it meets our minimum standards. Either way, you hold the licence, so the account and the data stay yours. The results arrive in your own email, files, CRM and finance systems, where your team can check them.

AI platforms

Business software

See the full list by category

Workplace Microsoft 365, Microsoft Teams, Google Workspace, Slack, Zoom, Notion, Miro

Files SharePoint & OneDrive, Google Drive, Dropbox, Box

CRM and sales HubSpot, Salesforce, Zoho, monday.com

Finance Xero, QuickBooks, Sage, Stripe, Power BI

Projects Asana, Trello, ClickUp, Jira, Confluence, Airtable

Customers and marketing Zendesk, Intercom, Mailchimp, Shopify, WooCommerce

Automation Zapier, Make, n8n

Product names and logos belong to their owners. We show them because we can work with these tools. It doesn’t mean we’re partners with, or endorsed by, any of them.

Next step

Begin with a free 20-minute call

Tell us which task is costing your team the most time, and we will discuss it with you, free of charge. You will receive a clear answer on whether we can help, and a sensible next step in either case. If you would like a more thorough assessment before deciding, the AI Quick Scan provides a 90-minute conversation about your business and a two-page summary of up to five opportunities.

  • One of us will reply personally to arrange the call
  • No obligation and no subsequent sales sequence
  • We use your details only to arrange the call (privacy notice)