Training: AI on company documents

For users and those responsible for knowledge

In the exercises, it is beneficial to combine individuals asking about procedures with the employees who maintain them. The user needs to evaluate the answer before performing the task. The document owner must recognize whether the error stems from outdated material, lack of information, or the tool's usage method. These roles work on a common example, yet they receive different tasks.

Before the session, we establish which documents are allowed to be used and who has access to them. For the exercises, you can prepare a fictional user guide. The company does not need to share its entire library or create a new administrative account just to determine the training program. Environment configuration and licenses are arranged separately.

The answer with a reference also needs to be checked

The first part concerns questions that can be resolved based on a single instruction. The participant defines the situation, asks for the correct step, and opens the indicated section. They check whether the source applies to the correct target group and whether it contains all the conditions listed in the answer. A reference to an existing file alone is not sufficient to accept the conclusion.

In the example task, the instruction provides a standard response time, but a separate point excludes cases requiring inspection. AI prepares a short answer for such a report. The participant must indicate whether the exception was considered and improve the message to the client without inventing a new deadline. The instructor discusses both the content of the question and the justification for the participant's decision.

Next, participants receive a question for which the materials do not provide an answer. They practice recognizing the lack of basis and directing the matter to the appropriate person. A good refusal is a correct result in this task. We do not evaluate work by the number of questions the tool answers smoothly.

When the document has been replaced

The second part of the program concerns the old and new versions of the same material. The person asking the question checks the date of validity and the scope of the change. The content owner prepares the information on which version should be withdrawn and where the references still point to it. If the company has not established the current version, we record this as a problem to be resolved by its owner.

We separately discuss access to sources. Participants describe what to report when the answer reveals material inaccessible to the inquirer. This exercise is about reaction and documenting the problem. Technical checks of permissions, revoking access, and memory of previous conversations require the involvement of an administrator and a set test environment.

Our example of company memory with permissions provides material for discussion about such boundaries. It uses synthetic data and has a description of the limitations of searching when questions are formulated in different words. It does not confirm the quality of the answer or control access in the participants' environment.

Feedback and independent task

After the first exercise, the instructor points out the statements without a basis, the omitted conditions, and the places where the participant accepted the source without opening it. The participant corrects the answer and writes a short justification. The next task uses a different document to check whether the participant can apply this method independently.

In the evaluation, we separate the tool's incorrect answer from the person's decision to use it. If AI provided an incorrect deadline, and the employee detected the omitted exception, they performed their part correctly. A list of noticed problems can serve to choose the materials requiring reorganization. The scope of such preparation and work between sessions is defined in the offer.

Training and assistant deployment

The program concerns working with answers and sources. Building connections with the library, user login, and automatic document updates belong to a separate assistant deployment for company knowledge. If the goal is to launch a team tool and its configuration, the starting point is ChatGPT deployment in the company.

On a discussion about the program, prepare a few recurring questions in the team and a description of the documents from which employees currently benefit. We will assign participants' roles, pace, and number of sessions. The daily rate does not automatically include licenses, integrations, or technical audit of permissions.

How much does the training cost and when does it pay off

Training starts at €1,150 net per day. We calculate the return on one process, without assumptions about the entire company.

According to a study published in Science (2023), the time for writing tasks with ChatGPT decreased by 40%. Therefore, the scenario adopts a cautious weekly hour and verifies it through measurement.