Introduction

A leading technology company is expanding its reach into technology services, encompassing both product development and comprehensive technology solutions. In this pursuit, the company is focused on achieving greater efficiency and enhancing employee experiences while navigating the diverse policies applicable to its two strategic business units (SBUs). To address these challenges, the implementation of a generative AI-enabled HR chatbot emerges as a transformative solution.

Business Challenge

The HR department faced several significant challenges that impacted its effectiveness. First, a high volume of repetitive queries overwhelmed HR personnel, resulting in delays in response times and diminished service quality. Additionally, employees often received inconsistent information; the answers varied depending on which HR representative they consulted, leading to confusion and frustration. Compounding these issues, limited accessibility to HR policy documents made it difficult for employees to find and understand the relevant information, further contributing to misunderstandings and potential non-compliance with company policies.

Solution

• HR BOT Overview: The HR BOT is an AI-powered solution designed to assist employees in accessing information about various company policies. Leveraging advanced Generative AI technology, this platform offers a seamless and intelligent interface for employees to query and receive accurate responses regarding company policies.
• Knowledge Base and Architecture: At its core, the HR BOT is underpinned by a comprehensive knowledge base, where all company policy-related information is meticulously embedded and stored in a vector database. This centralized repository of policy data serves as the foundation for the AI-driven query-answering capabilities of HR BOT, enabling swift and informed responses to employee inquiries. The chatbot operates on a Retrieval-Augmented Generation (RAG) architecture, combining retrieval mechanisms with generative capabilities to ensure that employees receive relevant and contextualized information.
  

Development Process

1. Data Collection: All HR policy documents were compiled and organized into the vector database, ensuring that the information is easily retrievable.
2. Model Training: The generative AI model was trained using the curated data to understand the nuances of company policies and effectively respond to employee queries.
3. User Testing: Pilot testing was conducted with a group of employees to gather feedback on the chatbot’s performance and usability, allowing for refinements based on real user interactions.
   

Impact

The implementation of the HR BOT yielded significant improvements across key performance indicators. The average response time for employee queries dropped from 5 minutes to just 30 seconds, while the query resolution rate soared from 60% to an impressive 90%. Employee satisfaction regarding HR support services increased by 25%, as revealed in post-implementation surveys. Many employees reported feeling more empowered and informed, with numerous positive comments highlighting the chatbot's user-friendly interface. However, the rollout wasn't without challenges. Some employees initially expressed skepticism about trusting a chatbot for important HR inquiries. Additionally, the chatbot required continuous updates to ensure it remained aligned with evolving HR policies, necessitating a commitment to ongoing maintenance and improvement.