Creation and implementation of an AI assistant – flow and processes



Our AI chatbot assistant uses advanced natural language processing (NLP) to deliver coherent and accurate answers. This guide describes the structured process from needs analysis to continuous optimization to ensure that the chatbot is tailored exactly to your needs.

Step 1: Preparation and needs analysis

1.1 Customer advice

  • Aim: Introduction to the possibilities and limitations of a ChatGPT assistant.
  • Details: Explanation of the different possible uses and platforms.

1.2 Needs analysis

  • Goal: Clarification of the customer’s requirements and goals.
  • Details: Discussion of the desired functions and contents of the assistant.

1.3 Questionnaire for determining needs

The questionnaire helps to understand the specific requirements and needs of the customer.

General information:

  1. Company name and industry: Name of the company and area of ​​activity.
  2. Contact person: Main contact person (name, position, contact information).
  3. Goal of the chatbot: Main goal (e.g. customer service, sales, information).

Contents and functions:

  1. Main functions: Expected main functions (e.g. answer FAQs, recommend products)
  2. Scope of knowledge: Specific areas of knowledge that the chatbot should cover
  3. Sources of content: Existing documentation or databases as sources of information.

Technical requirements:

  1. Platform: Available platforms (e.g. website, mobile app).
  2. Integration: Necessary system or tool integrations (e.g. CRM systems).
  3. Data protection and security: Requirements regarding data protection and security.

Interaction and Personality:

  1. Tone and style: – Desired tone and style (e.g. formal, friendly).
  2.  Language support: – Supported languages. 12.
  3. User interaction: – Type of interaction (e.g. text, speech).

Maintenance and further development:

  1. Update of content: – Frequency and responsible for content updates.
  2. Feedback mechanisms: – Methods for collecting and using user feedback.

Step 2: Concept development and feedback loop

2.1 Analysis of the answers: Evaluation of the questionnaire to identify the main requirements
2.2 Design of a solution concept: Creation of an initial concept for the chatbot based on the information collected.
2.3 Feedback loop: Presentation of the concept to the customer and collection of feedback

Step 3: Implementation

3.1 Development: Technical implementation of the chatbot based on the developed concept
3.2 Testing: Conducting tests to ensure functionality and quality

Step 4: Rollout and training

4.1 Introduction: Deployment of the chatbot on the desired platforms
4.2 Training: Training the customer and relevant personnel on the use and maintenance of the chatbot

Step 5: Maintenance and further development

5.1 Monitoring: Continuous monitoring of chatbot performance
5.2 Optimization: Optimization and adjustment based on feedback and new requirements



The structured process and detailed questionnaire ensure that your chatbot meets specific needs and can be operated sustainably. Through continuous maintenance and optimization, the chatbot always remains up-to-date and efficient.

Please feel free to contact us and we will discuss together how we can best achieve your goals with AI assistants can support!