General information and arguments for ai agents

AI Assistants & Agents: Maximum Efficiency for Your Business

Time-consuming routine tasks and complex business processes are just two of many factors that unintentionally create inefficiency in countless companies. The modern solution: AI assistants and/or AI agents. They revolutionize how companies work, automate and optimize processes, and enable employees to focus on the core business. We help you find the right AI assistant for your specific needs.

In Short: What Are AI Assistants / AI Agents?

Imagine this: your employees can finally concentrate on what they do best—while intelligent AI assistants take over time-consuming routine tasks. AI assistants and AI agents aren’t just the future of work; they’re already a reality today, transforming companies of all sizes and creating decisive competitive advantages. Best of all, these “digital colleagues” work around the clock and get smarter with every interaction. But how do they differ? Here’s a simple example:

AI Assistant (reactive)

“Ask me, I’ll help you!”

An AI assistant is like a very smart librarian. It waits for you to ask a question and then gives you the perfect answer. You ask, “What’s the status of order XY?” and receive all the key details within seconds. An AI assistant reacts to your requests, helps you find information, and answers questions—but acts only when you ask it to.

Use cases (examples): internal knowledge management, onboarding, documentation, or meeting notes via speech and text processing.

AI Agent (proactive)

“I detect problems & solve them!”

An AI agent, by contrast, is like a personal manager working for you. It doesn’t wait for instructions; it recognizes what needs to be done and acts accordingly. When a customer complaint comes in, it automatically checks the order history, contacts logistics, prepares a solution, and informs all stakeholders. It works proactively and independently executes complex, multi-step tasks.

Use cases (examples): returns, status inquiries, or bookings.

Both types leverage modern technologies such as LLMs (Large Language Models), Natural Language Processing, and machine learning to enable human-like communication and problem-solving. AI agents and assistants understand not only what you say—but also what you mean—and they learn from every interaction.

AI Assistants in Detail

Internally used AI assistants transform how your employees access information and collaborate. This AI solution helps you especially with:

Knowledge Management & Documentation

• Fast access to company policies and process descriptions
• Automatic summarization of important documents
• Intelligent search across internal knowledge bases
• Creation and updating of documentation

Onboarding & Training

• Personalized onboarding programs for new employees
• Interactive training modules with instant feedback
• Answers to frequently asked questions about company processes
• Learning-progress tracking and automatic reminders

Meeting Management & Communication

• Automatic creation of meeting notes via speech and text processing
• Scheduling and calendar coordination
• Translation and summarization of emails
• Prioritization and categorization of messages

AI Agents in Detail

Self-service agents enable your customers to carry out transactions and solve problems on their own, without relying on human support. These AI-driven systems can especially handle:

Automated Transaction Processing

• Independently process returns and exchanges
• Answer order and delivery status inquiries
• Make bookings and schedule appointments
• Resolve billing questions and handle payment processes

Intelligent Problem Solving

• Automatically answer common customer inquiries
• Provide product recommendations based on customer preferences
• Resolve technical support requests through step-by-step guidance
• Escalate to human staff only for complex cases

Benefits of AI Assistants and Agents for Businesses

• Cost savings
  • Reduce personnel costs through automation
  • Increase efficiency in recurring tasks
  • Minimize human error
  • 24/7 availability at no extra cost
• Improved customer experience
  • Instant answers and problem resolution
  • Consistent service quality
  • Personalized interactions
  • Multilingual support
• Employee relief
  • Focus on strategic and creative tasks
  • Reduction of routine activities
  • Better work–life balance
  • Higher job satisfaction

How It Works: Your Personal AI Agent

Building AI agents is more accessible than ever. Modern no-code and low-code platforms enable even non-technical users to develop powerful AI assistants. In simple terms, the development process has five steps:

1. Needs assessment: Start with a simple question: “Which processes would I like to automate?”
2. Use-case definition: Define concrete scenarios to make abstract ideas tangible: “If a customer asks about the status of their order, the agent should…”—as specific and clear as possible.
3. Training and configuration: Train the AI model with your own data and domain expertise. The agent learns not only what to do, but how it’s done in your company.
4. Integration: Connect the AI agent to existing systems and workflows so it fits seamlessly into your working environment. Standardized APIs link it to your CRM, ERP, and other business systems.
5. Testing and optimization: Continuous improvement is particularly powerful. The agent learns from every interaction, refines its responses, and evolves into an experienced specialist that understands your business perfectly.

Specialized providers offer comprehensive consulting and support to develop and integrate the right solution for you—for example by running use-case workshops and building prototypes. Well-known service providers include Zive, Lise, Operaide, and Andersen.

Technical Requirements

• Cloud-based or on-premise deployment options
• GDPR-compliant data processing, end-to-end encryption, granular access controls
• Enterprise-grade security standards
• Scalable architecture for growing needs