Relieving employees

Medical practices

“We receive hundreds of calls a day, and especially during these extraordinary times, the support provided by SUSI is invaluable. She offers us significant added value.” Our digital assistant, SUSI, handles incoming calls at Dr. Eckermann and Bauer’s medical practice. She records the concerns of callers and prepares the information for the staff.

“This AI solution takes some of the load off our staff, and our practice is always available to callers. That gives us a great sense of satisfaction.”

24/7 AI Incident Management

Industrie & Logistik

Because the value-added processes of modern supply chains are synchronized, disruptions to normal logistics operations result in significant costs, lost time, and consequential expenses—often extending throughout the entire supply chain all the way to product delivery. Since disruptions occur time and again despite a zero-defect approach, it is crucial to identify problems quickly and comprehensively in order to generate a targeted solution in the short term and put it into practice.

This is where our AI really shines. With SUSI, issues can be reported 24/7 through natural conversation. Whether by phone or chat, it identifies the problem, conducts a dynamic troubleshooting dialogue, documents the issue in the customer system, and triggers workflows in real time. As a result, delivery delays are transparently and automatically accounted for, the process for handling shipping damage is automatically initiated, and short shipments are reported and reconciled.

Reporting issues is quick and easy, the data is complete, and—because SUSI is always running—it reliably shortens or completely prevents the duration of harmful special processes.

SmartOffice supports intralogistics

MFI-Innovationen

Today, smart intralogistics solutions are indispensable in production and warehousing. Goods must be efficiently integrated into supply chains, and shipments must be processed quickly. Our client, MFI Innovations, offers a wide range of individual and comprehensive solutions for these needs and uses our SmartOffice for its customer service hotline.

If an error occurs among MFI’s industrial customers, it can lead to critical intralogistics downtime at any time of day or night. Such outages can become very costly in the absence of support, which is why MFI Innovations offers its customers tailored service packages to ensure they are fully supported even in the event of a crisis.

When affected companies call MFI’s customer service, they will either be connected directly to a technical support specialist or, if one is not currently available, to our SmartOffice. There, they can immediately report the issue and any relevant error codes so that MFI Innovations can initiate its support process as quickly as possible.

As soon as the line is back up, the technical specialist can use the information already gathered to assess the situation, conduct a preliminary analysis, and, ideally, present a solution to the company during the very first callback.

Minimize processing times

Legal representation

The volume of calls at law firms exceeds the availability of administrative staff. A particular challenge is that call volume is subject to cyclical fluctuations. As a result, many calls go unanswered during peak times. Without the SUSI, the Digital Assistant Secretaries had to take down the callers’ requests during time-consuming conversations and forward them in brief notes to the appropriate legal representative for processing.

Since the partnership began, SUSI has been assisting the secretariat staff. It handles all calls that the secretariat team cannot process. During the call, the caller states the reason for the call, and the AI classifies the issue. Depending on the identified issue, SUSI either asks specific follow-up questions or answers the caller’s question immediately.

It then sends a summary, including the requested case numbers, to the relevant department or directly to the legal representative in question. SUSI also informs the caller which documents can be sent to the law firm in advance. This reduces the number of follow-up calls and minimizes processing time.

Braving seasonal events

Municipal utilities and public utilities

The energy supply business is heavily influenced by seasonal events. Price increases, bill mailings, or new energy rate plans cause many customers to contact the energy supplier within a very short period of time. With a shortage of skilled workers and an already enormous workload, it is not always possible to handle the volume of incoming calls.

The digital assistant SUSI is part of the SmartOffice It has the necessary skills and experience to provide direct support to energy utilities and other public utilities. It handles all incoming calls and routes them based on the nature of the inquiry. In the case of critical issues, such as a gas outage, it forwards the call directly to the emergency dispatch center.

By automating the processing of meter readings, advance payment adjustments, and invoice changes, employees free up time that they can devote to more client-focused conversations with customers.

Focus on the Guest

Hotel and Restaurant Industry

Companies in the hotel and hospitality industry often face the same challenges: staffing shortages, a lack of skilled workers, and a high volume of phone inquiries directed at the service team. This is where our SmartOffice from guest services to follow-up procedures. Our AI takes over phone calls, freeing up the hotel staff so they can focus on SmartOffice 2.0 now devote more time to the guests in the house.

Our technology categorizes the issues raised by callers and routes them to the appropriate team members. This enables us to provide a prompt and professional callback when necessary.

Always available

im Car Dealership

Reaching car dealerships by phone presents a variety of challenges: Customers call outside of business hours, employees are in the middle of conversations with customers that they don’t want to interrupt, or all lines are busy. Yet contact from potential buyers, in particular, is worth its weight in gold. This is where our artificial intelligence comes in—which, at the Renault Retail Group whose name is Zoe –

Zoe handles the overflow of incoming calls and engages with customers to address their concerns. The system’s machine learning AI forwards the information to the appropriate departments. This not only improves the accessibility of the dealerships but also speeds up the processing of customer inquiries and reduces the workload on employees. Furthermore, without requiring additional resources, the customer experience is significantly enhanced and the time to resolution is reduced.

Three months after the official end of the pandemic: Marcel Martini looks back on the time of masks, social distancing, and hygiene guidelines

[Question] Marcel, you joined SUSI&James as managing director in early 2021. What was your daily routine like back then?

Marcel: I know that there was short-time work in 2020. The slump in orders was clearly noticeable, ultimately, of course, due to the extremely difficult situation our customers were facing—for example, because of production stoppages or the breakdown of supply chains. Today, however, it’s clear that the pandemic has very clearly demonstrated the need for a digital transformation of business processes, which has naturally helped us.

In addition, the pandemic has led companies to become more cost-conscious. While this naturally makes investing more challenging in general, when a quick return on investment is expected—as is the case with our solutions—I find our customers to be very receptive. Furthermore, flexible licensing models tailored to specific use cases provide additional flexibility.

[Question] Has the pandemic changed the business model?

Marcel: Generally speaking, no. I believe that customers have become much more receptive and open to topics related to digitalization, process acceleration, efficiency improvements, and so on. And that is exactly what we Leistungsversprechen.

However, as awareness has grown, a certain degree of willingness to take risks has been lost. These days, before actual development can begin, we must at least demonstrate the immediate value of a project through a “proof of concept.” This is understandable, of course, but it can sometimes slow down the process.

[Question] How has the way we interact with companies, prospective clients, and customers changed?

Marcel: Most people are working from home these days. That makes it a bit harder to reach them than before. But a bigger challenge for us is that it’s difficult to build a personal relationship of trust without face-to-face contact. After all, we’re deeply involved in business processes, which requires a high level of trust.

Building trust used to be much easier, since we would often talk face-to-face, have coffee together, or drop by a client’s office on the spur of the moment. These days, meetings tend to take place via Teams, Zoom, or the phone, or we exchange brief messages via email. While this certainly has major advantages, it poses a certain obstacle when it comes to building relationships and networking. This makes networking events, trade shows, and similar formats all the more important.

[Question] Our Smart Office product was developed not too long ago. To what extent did the pandemic and the need for digitalization contribute to its development?

Marcel: While the pandemic and the resulting pressure to digitize have accelerated the development of the smart office, our solution is ultimately the logical answer to common market challenges: poor telephone accessibility, a shortage of skilled workers, inefficient processes, and so on. I can’t say for certain whether the pandemic was the decisive factor, but it certainly played a part.

[Question] Is it harder to sell the product these days?

Marcel: Not necessarily harder, but different. The sales channels have simply changed. The challenge lies in identifying the target audience’s needs and determining the best way to address them. The initial contact is often made via email, LinkedIn, or even cold calling. Before the pandemic, in-person networking played a bigger role.

That makes it all the more enjoyable to meet people at events, get to know one another, and exchange ideas. The last such event we attended was the Partner Networking Event  the Future Workshop 4.0.

[Question] Has end-user acceptance of AI solutions changed?

Marcel: Es gibt Studien, die zeigen, dass immer mehr Menschen offener gegenüber neuen Technologien sind. Ob das der Pandemie zuzuschreiben ist, wage ich zu bezweifeln. Generell steigt die Akzeptanz gegenüber neuen Technologien stetig, auch durch die derzeitige starke mediale Präsenz. Gleichzeitig gibt es natürlich auch eine gewisse Skepsis bzgl. Kundenzufriedenheit, Nutzerfreudlichkeit, Datensicherheit, etc.  Wir legen jedoch extrem viel Wert auf diese Themen, eine positive User-Experience zu erzeugen ist Kern unserer DNA. Das spiegeln uns auch unsere Kunden wider, was uns sehr freut. Die Endkunden kommen mit der Geschwindigkeit, in der SUSI speaks , they get along very well. This is especially important when older people call.

[Question] What is the current pace of project and product implementation?

Marcel: My impression is that decision-making processes on certain issues have slowed down again, which is understandable, however, because the pressure to implement changes has eased. During the pandemic, for example, companies had no choice but to offer their employees the option to work remotely and to put the necessary infrastructure in place.

There is a fundamental need for and understanding of the necessity of ongoing digital transformation, though not at the same pace as three years ago. At the same time, this gives us the opportunity to work with our customers to identify their requirements in detail and tailor our products and solutions accordingly.

Smart Office 2.0

On May 31, 2023, the project manager Florian introduced Smart Office 2.0, along with its enhancements, new features, and more intuitive user interface. Florian kicked off the presentation by making an outgoing call from Teams. The digital assistant SUSI immediately answered the phone and warmly greeted us. In a sample dialogue that new team member Emma and Florian had prepared beforehand, the first question asked was what the matter was.

SUSI realized that Florian wanted to make a table reservation and then asked for his name, the number of people, and other relevant information. She then forwarded this information in an email to the appropriate staff member, since we had called “outside of business hours.”

But behind this seemingly simple dialogue, which lasts only a few minutes, lies a powerful system: Smart Office 2.0. Even the previous version was quite impressive. It featured decision trees that could be customized to meet individual customer needs, personalized greetings, questions, and much more.

In Smart Office 2.0, internal phone numbers can be assigned names. Any number of phone numbers can be entered into the system, and each can be assigned a custom dialog. Phrases and actions are intuitively integrated into the dialog builder, allowing users to specify when a statement is made, an email is sent, an API call is executed, or a question is asked.

As soon as a question is created in the dialog tree, a field for user input appears automatically, which greatly simplifies the dialog creation process. Such automations help fill in logical gaps without hindering the user’s ability to customize the dialog.

Furthermore, Smart Office 2.0 now allows you to set custom endings for all possible call routes. This enables SUSI to say goodbye to the caller in different ways depending on the dialogue branch. These new features improve the organization of multi-number capabilities in Smart Office 2.0 and increase the level of customization for dialogue branches.

Leipzig Energy Forums 2022

Customer Care Center management is where the decision is made whether a customer stays or leaves. This is where the key touchpoints occur. The Energy Forums in Leipzig established a platform for energy suppliers where executives from customer service, customer management, and customer care centers can discuss current industry issues and challenges on an equal footing.

In 2022, Project Manager Florian, along with Christian Demmer from Stadtwerke Saarlouis and Dieter Hoffmann from ENCOMlab, attended the Energy Forums in Leipzig and presented the exciting use case of our Smart Office at Stadtwerke Saarlouis.

The energy supply business is heavily influenced by seasonal events. Price increases, bill mailings, or new energy rate plans cause many customers to contact the energy supplier within a very short period of time. With a shortage of skilled workers and an already enormous workload, it is not always possible to handle the volume of incoming calls.

Our AI solution, the digital assistant SUSI, brings the necessary skills and experience to the Smart Office environment to directly support energy utilities and other public utilities. She handles the entire call overflow and ensures that calls are routed based on the nature of the inquiry. For critical issues, such as a gas outage, our AI solution forwards the call directly to the emergency response center.

The Smart Office is known as E-Louisa at the municipal utility company. In a pilot project for meter reading, SUSI&James demonstrated the solution’s effectiveness: the processing time for customer inquiries dropped from 2–3 weeks to one day, service quality improved noticeably, and the workload on employees was reduced. E-Louisa was well-received by callers, leading to the solution being expanded to include additional services.

By automating the processing of meter readings, advance payment adjustments, and invoice changes, employees free up time that they can devote to more client-focused conversations with customers.