7 steps to Implementing an Effective Gen AI Solution

Feeling overwhelmed by the possibilities of generative AI (Gen AI)? Don't worry, we're here to help.

Whether you want to optimize field service operations, drive conversions, or increase equipment uptime, Gen AI can transform the way you work. But success starts with the right approach.

From defining your use case to harnessing the knowledge of your experts, we’ll cover the essential steps you should take to have an effective AI solution that meets your every need.

Know your use case

Knowing your use case is the first step to having an effective Gen AI solution. Identify where AI can deliver the most value to your business. Are you looking to reduce truck rolls in field service, streamline warranty processing, or improve customer satisfaction in contact centers? What are your key goals, and what challenges do you face?

Think about your industry and department—AI's effectiveness can vary depending on where it's applied. Most importantly, define the expected outcomes so you have a clear picture of success.

It's also important to manage expectations. AI isn’t a cure-all to all your business problems, but what it does today, it does very well. There's no need to wait for a hypothetical future AI that can do everything. Today’s AI can already solve specific, high-impact problems effectively, offering quick wins for your business. By focusing your expectations and applying AI where it fits best, you can implement an AI solution that delivers real results now.

Lastly, consider your long-term goals. AI solutions should only solve immediate problems and grow with your business. Make sure the solution you choose is scalable and aligns with your future plans.

Do your research

Next, it’s time to do your research on available options. Think about the features you need, whether it’s voice integration, multilingual support, or lots of integration options. Are you looking for an off-the-shelf solution or want to build your own?

For many companies, especially in manufacturing, building an AI system from scratch can be a daunting challenge. The complex architecture requires specialized knowledge, and keeping up with the rapid advancements can be overwhelming without a dedicated team.

Buying an off-the-shelf solution often makes more sense since it gives you immediate time to value and bypasses the complexities of designing, maintaining, and updating an AI system.

If you choose to work with us, you will also get access to a POV program that lets you test AI in real-world applications before fully committing. This way, you can see how our AI performs and whether it fits your needs.

Collect your knowledge

The foundation of an effective gen AI solution is the data it’s trained on. Once you’ve settled on an AI solution, you’ll need to collect your knowledge. For a Gen AI solution to be truly effective, it needs to be trained on the right data, whether that’s manuals, internal processes, or customer data specific to your business.

Remember, AI is only as good as the data it’s trained on. In industries like manufacturing, where products and documentation are constantly evolving, keeping your knowledge sources current and up to date is essential.

If you’re working with us, you can use our Zapier integration, which makes it a breeze to automatically sync files from apps like Dropbox or Google Drive to our platform.

Get your experts involved

Gen AI is a powerful tool on its own; with the support and feedback of your staff, it becomes even better. While you can train your AI on all the processes your company has and upload every single manual in your database, you might be missing all the undocumented knowledge that lives in the minds of your expert staff.

To make your new AI solution to be truly effective, human feedback is key. This is where your expert staff comes in. They can contribute their experience and insights, which enhances the AI’s responses beyond what’s written in documents. By tapping into your team’s knowledge, you add depth to the AI, making it more reliable and effective as it continues to learn.

If you’re using our solution, we offer features that make it easy to capture tribal knowledge. With our Expert Answers feature, your experienced staff can directly add their knowledge, and our AI will learn from it, using it as a source for similar questions.

Test your solution

Now that your knowledge is uploaded and your experts have provided input, you can begin the testing phase. Testing isn’t just about seeing if the AI can give correct answers—it’s about understanding how well it handles the variety of prompts and questions it will face in day-to-day use. Make sure to test it across different situations, from the simple and routine queries to the more complex, nuanced questions that require deeper insights.

Potential issues can be identified and addressed during this phase, ensuring the AI performs as expected.

It’s also important to involve a broad range of users in the testing phase. Have different team members—those with various experience levels—use the AI. This will help you gauge how intuitive the system is for experts and less-experienced users. Collect feedback from all testers, especially regarding how easy it is to interact with the AI and whether it delivers responses quickly and accurately.

Share it with your users

Now that your AI is ready, it’s time to share it with your users. Whether you’re using the AI internally or externally, make sure it’s available and easy for your users to access.

If you’re using our solution, we offer several convenient implementation options, including access through SMS, mobile apps, or web browsers. We even provide QR codes for easy access, allowing users to scan and immediately engage with the AI.

It’s important that your AI solution is available and easy to find. If it’s hard to access, your users might not take full advantage of it. The more your team or customers engage with the AI, the more valuable insights you’ll gather—and over time, the AI will become even more effective as it learns from these interactions.

Keep an eye on your solution

After everything is up and running, it’s important to monitor your AI solution. Regularly checking in on its performance helps you understand how it’s being used and whether it’s meeting the goals you defined in the first step.

Beyond tracking performance, regular monitoring gives you insights into how your customers or teams interact with the AI. This data helps you spot trends, identify areas for improvement, and make informed, data-driven decisions across your business.

It also helps to add new data whenever you receive it. For example, if you’re a warranty company and get a new set of service bulletins, adding that information ensures the AI has the latest data.

If you’re working with us, we’re happy to review your results and provide insights on areas where you can improve. Additionally, we are constantly optimizing our AI models with the latest advancements so you can be sure your solution is always at the cutting edge. Contact us today and to start a POV to show the value of AI using your data and specific use case.