Helpdesk teams are increasingly overwhelmed by the surge of employee requests. Traditional support is inefficient: resolutions are delayed, ticket backlogs grow, and strategic projects lack resources. As a result, employees struggle to complete their work, express dissatisfaction with IT and helpdesk teams, and find it challenging to access essential information. This situation leads to stressed support teams and unproductive, unhappy employees.
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To tackle this complexity, Gaspar AI offers a streamlined solution with a generative AI helpdesk that provides instant support. This blog will highlight our [integration with Microsoft Teams](https://www.gaspar.ai/blog/using-ms-teams-for-it-support), outlining its benefits, key features, and installation process. 

## What is Gaspar AI’s generative AI helpdesk?

A generative AI helpdesk for employee support allows your teams to complete tasks, find answers, and make informed decisions. This secure, always-available platform is designed for an AI-first world. Using advanced language models, it facilitates dynamic, human-like conversations and integrates seamlessly with various communication channels and IT systems. Employees can act, search, query, and generate content across multiple enterprise applications. Constantly improving generative models, AI-driven performance analytics, and customizable developer tools make it the future of assistance.
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Gaspar AI’s platform connects with various knowledge bases (like [Coda](https://www.gaspar.ai/blog/coda-integration), Notion, [Google Docs](https://www.gaspar.ai/blog/google-workspace-integration), Confluence, SharePoint, and more) and uses [Retrieval Augmented Generation](https://www.gaspar.ai/blog/retrieval-augmented-generation-and-enterprise-helpdesk) to find and provide relevant information. Advanced NLP ensures accurate, helpful, human-like responses tailored to the employee’s needs, with reduced instances of incorrect or misleading answers. Additionally, the platform [integrates with over 30 commonly used apps](https://www.gaspar.ai/integrations) to automate more than 100 tasks. Gaspar AI understands the intent behind queries, executes actions across different platforms, and automates tasks like password resets and software access approvals, freeing support agents from repetitive tasks. 

## Why integrate a generative AI helpdesk within Microsoft Teams?

Integrating a generative AI helpdesk with Microsoft Teams offers numerous benefits for organizations aiming to improve their service desk operations: 

- **Enhanced accessibility**: Employees can access the helpdesk directly within Microsoft Teams, making it convenient to seek help without switching platforms or needing technical knowledge. 

- **Streamlined communication**: Centralizing all helpdesk interactions in one platform simplifies communication and makes tracking and managing support requests easier. 

- **Increased user adoption**: Familiarity with Microsoft Teams increases the likelihood of employees using the AI helpdesk, leading to higher engagement and adoption rates. 

- **Enhanced collaboration**: Integration with Microsoft Teams facilitates better collaboration among employees and support agents, enabling easy sharing of information, documents, and updates within the same platform. 

- **Cost savings**: It reduces costs by consolidating tools and eliminating the need for separate service desk software licenses, maximizing the ROI of current Microsoft Teams investments. 

By embedding service desk capabilities within Microsoft Teams, companies can create a central hub for communication, collaboration, and problem-solving, simplifying workflows and fostering a culture of teamwork and knowledge sharing. 

## Gaspar AI for Microsoft Teams: Key features

When you integrate Microsoft Teams with Gaspar AI, you gain AI-powered features to enhance employee support operations and improve efficiency: 

- **Automated resolution**: Gaspar AI’s generative AI chatbot resolves at least 40% of employee issues automatically and instantly, including common problems like password resets, software provisioning, and access requests. 

- **Automated approvals**: Employees can request time off or access to channels, folders, and groups directly within Microsoft Teams. Both requesters and approvers can track the status on the same platform. 

- **Instant accurate answers**: Employees can instantly find information on HR policies, IT troubleshooting, and more by asking the AI virtual agent on Microsoft Teams, which searches knowledge bases and repositories to provide concise, cited summaries to at least 85% of their questions. 

- **Efficient internal communications**: Reach and engage employees with tailored messages directly through Microsoft Teams, such as software migration announcements, planned maintenance updates, or HR policy changes. 

- **No-code workflow automation**: Reduce manual work by 80% with customizable no-code workflows. 

- **Hassle-Free automated ITSM**: If auto-resolution is not possible, the platform creates a ticket on your ITSM, ensuring smooth handoff to the right agent, with easy ticket creation and status tracking on Microsoft Teams. 

## Setting up Gaspar AI on Microsoft Teams

Setting up Gaspar AI is straightforward. Begin with a free 21-day trial, then log in with your SSO. A member of our team will contact you for onboarding and to help you configure permissions and access controls, ensuring secure access to information based on user roles. The platform is highly customizable, allowing you to select the features and automation levels you need. We prioritize a seamless experience from setup to daily use, reflecting our enthusiasm for great software. 

## Benefits of Gaspar AI in the workplace

Implementing Gaspar AI on Microsoft Teams offers multiple benefits: 

- **More than 40% of issues resolved automatically**: The AI virtual agent resolves issues directly on Microsoft Teams, reducing repetitive requests and ticket volume. 

- **More than 85% of questions instantly answered**: Gaspar AI answers instantly and automatically most of employee queries, with no need for human intervention or search.

- **80% less manual work**: Automating repetitive tasks decreases manual work for end-users and helpdesk teams. 

- **Increased productivity**: Fast and accurate issue resolution minimizes downtime, enhancing workforce productivity. 

- **24/7 access to help**: The generative AI helpdesk is available anytime employees need it. 

- **More time for strategic projects**: Fewer tickets free up IT teams to focus on important projects. 

- **Decreased costs**: Reducing resolution times and inefficiencies lowers related costs, boosting company profitability. 

- **Happier employees**: Streamlined communication and efficient support lead to higher satisfaction, retention, and a positive workplace culture. 

To advance your AI journey, [schedule a call with us](https://www.gaspar.ai/demo-request) to discuss your needs and goals. You’ll also have the opportunity to see our platform in action and experience the power of generative AI firsthand.

Streamline your employee support with Gaspar AI's generative ΑΙ helpdesk for Microsoft Teams. Automate tasks, boost productivity, and enhance satisfaction!

MS Teams generative AI helpdesk: The future of employee support

At Gaspar AI, we’re constantly upgrading our platform to enable you to offer the best-in-class support to your workforce. So, let’s do a new feature roundup and look at all the important features we built in the last few months. 

## New AI-powered automations for increased productivity

Empowering your teams to be more productive is at the core of Gaspar AI and one of our main goals. But this can only happen when employees are not burdened by tedious tasks or stuck looking for information endlessly within your systems. The same goes for your IT and helpdesk teams: how can they be productive when they keep on receiving tickets?
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That’s why we worked to build new automations that will take the friction out of your workforce’s day-to-day activities, and reduce your ticket volume:  

- **Lots of updates on Okta**: now users can reset passwords and MFA settings effortlessly without human intervention, suspend accounts and manage groups.  

- **Automated group management on JumpCloud**: easily create groups, add to and remove people from groups, find all the groups a user belongs to. 

- **Provision hardware – laptops, tablets, phones, etc. – to employees via Slack or MS Teams**: No need for employees to log in to portals or send emails. They simply fill in a form on Slack or MS Teams and accelerate the approval process. 

 

## Power-up internal communications

Finally, you can ensure that internal communications are... communicated! How many times have you been asked about procedures, reminders, notifications, for which you have sent clear, explanatory emails and announcements?
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If you are fed up with sending important email updates that nobody reads, then you’ll love this new feature. Reach and engage employees by sending tailored messages directly through chat — motivating them to act. You can create announcements about anything you like right on Slack and MS Teams: software migrations, planned maintenance, office lunches, team reviews, changes in HR time-off policy, and so much more. Send reminders about expenses submission, or updates about new product launches and campaigns.
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Everything is just a click away, and you can rest assured that your updates won’t stay unread anymore! Since everything happens on Slack and MS Teams where your employees are, everyone will be in the know.  

## More efficient ticket submission

One of the things employees hate when submitting tickets is writing down everything about the issue they face. And yet, for their issue to be resolved faster, it’s important that agents have as much info as possible.
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Make life easier for both end users and agents by attaching visual elements on Freshservice! When employees submit a ticket, they can attach an image or screenshot depicting their issue. When the helpdesk agent steps in to handle the request, they use the visual clues to better understand the problem.
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No more lengthy explanations needed – just snap, attach, and let Gaspar AI work its magic!  

## Targeted feedback for maximum impact

What’s not measured can’t be improved. The quickest and most efficient way to know how your helpdesk team performs is by hearing directly from end users.
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Get direct feedback on Slack and MS Teams by setting-up up 1 to 5-star scale surveys. Whenever a request is resolved via an agent, a 5-star rating scale pops up. Just a click, and the employee rates their experience by sharing their satisfaction level.  

## Further optimize knowledge sharing with our SharePoint integration

Now, you can offer AI-generated answer summaries from your SharePoint sites, on top of other knowledge sources such as Coda, Google docs, Notion, Confluence, Helpjuice, Dropbox.
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Gaspar AI indexes SharePoint sites, ingests knowledge and generates accurate, human-like answers. No need for employees to dig into tons of content and search for hours. Everything is delivered on Slack and MS Teams.
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These updates take us closer to offering a safe, fair and helpful generative AI platform that enables employees and support teams to work more efficiently and intelligently. 

**Want to see Gaspar AI in action? Schedule a demo [here](https://www.gaspar.ai/demo-request)** 

Discover Gaspar AI's latest updates: new automations, enhanced productivity tools, streamlined ticketing, and powerful internal communications.

Gaspar AI Spring 2024 product updates

Helpdesk teams are struggling to keep up with the ever-increasing volume of incoming employee requests. The traditional way of doing support is highly inefficient: resolution is always late, ticket backlogs are only increasing, and strategic projects are left with no human resources. At the same time, end users can’t work on their projects, complain about IT and helpdesk teams and can’t find crucial information. IT and helpdesk teams are overwhelmed and stressed, employees are unproductive and unhappy. That’s a lot of negativity to deal with!
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Recognizing this complexity, Gaspar AI streamlines employee support by offering a generative AI, unified, easy-to-use solution for instant assistance. In this blog, we will focus on our Slack integration and explain why setting up an employee helpdesk there can offer great benefits to your company, what are the main features, and how you can install it. 

 
## What is Gaspar AI’s generative AI helpdesk?

A generative AI helpdesk for employee support empowers your teams to perform tasks, find answers and take informed decisions. It is a secure and always available support platform built for an AI-first world. Thanks to advanced language models, it offers dynamic, human-like conversations, seamlessly integrating with various communication channels and IT systems. It empowers employees to act, search, query, and generate content across a multitude of enterprise applications. Fueled by constantly improving generative models, AI-driven analytics for performance evaluation, and developer tools for customizable use cases, it's the future of assistance.
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Gaspar AI’s genAI helpdesk platform integrates with various knowledge bases (such as Coda, Notion, Google Docs, Confluence and more) and uses [Retrieval Augmented Generation](https://www.gaspar.ai/blog/retrieval-augmented-generation-and-enterprise-helpdesk) (RAG) to search and retrieve relevant information. Thanks to [advanced NLP](https://www.gaspar.ai/blog/gaspar-generative-ai-helpdesk) it generates accurate, helpful, human-like responses, ensuring that the generated answers are contextually appropriate, reliable and tailored to the employee's needs. Our platform is characterized by reduced hallucinations when compared to others: RAG mitigates the risk of generating misleading or incorrect responses that could lead to user frustration or worse, wrong decisions.
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It also offers more than [30 ready-to-use integrations](https://www.gaspar.ai/integrations) with your commonly used apps to automate more than a hundred tasks. Gaspar AI understands queries necessitating actions across different platforms, their intent and user context, and executes them automatically, sparing your agents from manual intervention. Our plugins seamlessly integrate into your workflow, automating mundane employee support tasks such as password resets and software access approvals, empowering your employees to handle essential functions like time-off requests with ease—all without the need for human intervention. 

 

## Why integrate a generative AI helpdesk within Slack?

 

Integrating the generative AI helpdesk with Slack presents multiple benefits for organizations aiming to enhance their service desk operations: 

 

- **Enhanced accessibility**: Employees can access the helpdesk directly within Slack, where they already spend a substantial amount of their time, making it convenient to seek help without switching platforms or knowing technical jargon. 

- **Streamlined communication**: By integrating with Slack, all helpdesk interactions are centralized in one platform, simplifying communication and making it easier to track and manage support requests. 

- **Increased user adoption**: Since employees are already familiar with Slack, they are more likely to use the AI helpdesk, leading to higher engagement and utilization rates. 

- **Enhanced and real-time collaboration**: Integration with Slack facilitates better collaboration among employees and support agents, as they can easily share information, documents, and updates within the same platform. 

- **Cost savings**: Integrating the helpdesk within Slack can lead to cost savings by consolidating tools and eliminating the need for separate service desk software licenses. Additionally, it boosts the ROI of current Slack investments.  


By embedding service desk capabilities within Slack, companies can establish a central hub for communication, collaboration, and problem-solving. This consolidation simplifies workflows and nurtures a culture of teamwork and knowledge sharing among employees. 

 
## Gaspar AI helpdesk Slack integration key features

When you integrate Slack with Gaspar AI, you get extra AI-powered features to optimize your employee support operations and boost efficiency. 

 

### Automated resolution

Gaspar AI’s Generative AI chatbot automatically and instantly resolves at least 40% of employee issues without human intervention, powered by LLMs and 3rd party plugins. Most common problems addressed include [password resets](https://www.gaspar.ai/blog/automated-password-reset), software and hardware provisioning, group and email management, access requests, and more! 

### Automated approvals

Gaspar AI makes it easy for everyone to ask for time-off or access the channels, folders and groups they need but not the ones they don't. The process happens on Slack for both the requester and the approver, and they can track the request’s status on the same platform.  

### Instant, accurate, human-like answers

Your workforce can instantly find information – HR policies, IT troubleshooting and more just by asking our AI Virtual Agent on Slack. It searches articles, documents and data across knowledge bases and repositories, and can ask follow-up questions until employees get the exact answer. Our chatbot serves them concise summaries instead of links to articles, along with citations to enhance trust.  

### Efficient internal communications

If you are fed up with sending important email updates that nobody reads, then you’ll love this feature. With Gaspar AI, you can reach and engage employees by sending tailored messages directly through Slack — motivating them to act. You can create announcements about anything: software migrations, planned maintenance, office lunches, team reviews, changes in HR time-off policy, reminders about expenses submission, or updates about new product launches and campaigns.  

### No-code workflow automation

Reduce manual work by 80% and minimize repetitive tasks such as [onboarding](https://www.gaspar.ai/blog/how-to-complete-employee-onboarding-in-under-one-minute) by creating no-code, customized workflows. You can activate them whenever needed directly from Slack or set up triggers.  

### Hassle-free, automated ITSM

In case of auto-resolution, a ticket is automatically created on your ITSM platform. If the chatbot can't resolve the issue, it facilitates handoff to the right agent with easy ticket creation on Slack and smart routing. End users and agents can follow up the process, receive updates and track the status on Slack at any moment.  

 

## Setting up Gaspar AI on Slack

Setting up Gaspar AI is a straightforward process. You can start with a [free 21-day trial](https://www.gaspar.ai/free-trial-signup). Then, log in with your SSO- e.g. Google, Microsoft 365 – and a member of our team will contact you to onboard you. You can also see detailed steps [here](https://www.gaspar.ai/slack-integration). You will have the opportunity to configure permissions and access controls to ensure that everyone accesses only the information they should, and that sensitive information remains secure. IT admins will define the appropriate level of access for different user roles, including administrators, IT support staff and end-users. The platform is highly customizable, so you can choose the features and level of automation you want.
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We're enthusiasts for great software, both as users and creators. That's why we've prioritized making the entire journey, from setup to everyday use, as effortless as possible. 

 

## Benefits of Gaspar AI in the workplace

Implementing Gaspar AI on Slack has multiple benefits for end users and helpdesk teams: 

 

- **More than 40% of issues automatically resolved**: Gaspar, our AI Virtual Agent, resolves employee issues directly on Slack and automates tasks without human intervention. Your busy teams no longer answer the same questions over and over and have fewer tickets to deal with. 

- **80% less manual work**: By automating the most repetitive tasks, end users and helpdesk teams perform less manual work.  

- **More than 85% of questions instantly answered**: Gaspar AI answers instantly and automatically most of employee queries, with no need for human intervention or search. 

- **Increased productivity**: Fast and accurate issue resolution means less downtime, which empowers your workforce to be more productive.  

- **24/7 access to help**: Our generative AI helpdesk knows no time limit – it's available whenever employees need it.  

- **More time to work on strategic, impactful projects**: With fewer tickets to handle, IT teams are free to focus on bigger and more important projects. 

- **Decreased costs**: With Gaspar AI you decrease resolution time and the cost of inefficient time, thus lowering related costs. Consequently, your company saves money and increases profitability. 

- **Happier employees**: Streamlined communication leads to perfect employee experiences: it frees their time and makes them more productive, leading to higher satisfaction, retention, and a great workplace culture. 

 

If you’d like to take a step forward into your AI journey, [schedule a call](https://www.gaspar.ai/demo-request) with us to discuss your needs and goals. You will also get the chance to see the platform in action and experience our generative AI power first-hand.

Discover how to offer more efficient support with a generative AI helpdesk on Slack. Understand the key features, benefits and capabilities. Read now!

Smarter support: get a generative AI helpdesk on Slack

Chatbots and AI-powered solutions have been around for a while now, but it’s only in recent years that they’ve gained real popularity among users and businesses alike, thanks to the great progress of Generative AI. You might remember Eliza, the first-ever chatbot that acted as a psychotherapist, or maybe you’ve used Clippit and you’re left with a sour taste in your mouth. Clippit (a.k.a. Clippy) was an early conversational assistant in MS Office that spoke at you rather than with you. Clippy greeted and treated repeat users as if they had never used the program before, earning widespread hate. It was less of an assistant and more of a bottleneck.
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Since then, conversational AI assistants have evolved to being an indispensable part of our lives – personal (think Siri and ChatGPT) and work (think Microsoft copilot, Gaspar AI and more). Thankfully, they’ve also become great helpers, earning widespread love thanks to Generative AI advancements. It’s become imperative to deploy Generative AI in every business: it transforms business operations by enabling them to automate tasks, create new products and services and elevate customer experiences – ultimately leading to a better bottom line.
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Gaspar AI is one such Generative AI solution. If you’re unsure about how you can use it and what the platform offers, this blog post is for you. You will discover multiple use cases of Gaspar AI across your company and understand why your employees and support teams will be better-off with our AI helpdesk by their side. 

 

## First, what is Gaspar AI?

Gaspar AI is a secure and always available Generative AI helpdesk platform that uses Generative AI for smarter and more efficient employee support. Thanks to advanced language models, it offers dynamic, human-like conversations, seamlessly integrating with various communication channels such as Slack and MS Teams, commonly used apps and IT systems. It empowers employees to act, search, query, and generate content across a multitude of enterprise applications.  

 

## What are Gaspar AI’s main components?


Our AI helpdesk blends several [advanced technologies](https://www.gaspar.ai/blog/gaspar-generative-ai-helpdesk) to deliver sophisticated automation and support, including: 

- **Conversational Interface**: Using technologies such as large language models (LLMs), natural language processing (NLP), and natural language understanding (NLU), it is possible to interpret and comprehend free-form requests. Processes including semantic analysis, entity extraction, and intent recognition enable smooth and coherent dialogues. 

- **[Retrieval Augmented Generation](https://www.gaspar.ai/blog/retrieval-augmented-generation-and-enterprise-helpdesk) (RAG)**: This involves two processes: retrieving relevant information from an extensive data source and generating a contextually enriched and accurate response which integrates the retrieved information. This step is crucial as it ensures that the output is not just factually accurate but also linguistically coherent and contextually apt.  

- **Plugins**: They are specialized components that execute planned actions. Each plugin is custom-built for specific tasks and system integrations, such as resetting passwords in Okta or adding accounts in Google Workspace. When combined, they automate processes seamlessly across your existing systems, leveraging your current setup. 

- **Generative Summarization**: Our AI model consolidates information and produces clear, accurate, human-like responses in natural language and in a digestible format, customized to each employee inquiry. 

- **Act across systems**: Efficient integration ensures seamless transitions between conversational comprehension, solution strategy, process automation, and summarization. 

- **Trust Mechanisms**: Our AI platform incorporates features such as citations, employee satisfaction review and human oversight to ensure accountability and safety.  

 

## Top 30 Gaspar AI Generative AI helpdesk use cases

The following 30 use cases highlight the extensive capabilities of Gaspar AI’s helpdesk across various enterprise systems – there are more! As you review the list, observe how our solution is uniquely equipped to not only search and retrieve information from numerous sources and repositories, or guide users to perform actions, but also to automate and act.
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We designed Gaspar AI as one unified, user-friendly, easy-to-adopt, out-the-box platform. We recognize though that every business has unique needs, which is why we made our helpdesk platform scalable and offer the flexibility for organizations to extend the platform. With robust ML operations and high customization capabilities, it is easy to build and accommodate new use cases and extend to new languages while preserving critical business logic.  

### IT support and operations AI helpdesk use cases

An AI helpdesk can empower IT operations teams to automate the ITSM process and optimize support operations. 

1. **Hardware provisioning**: Ensure all employees get the hardware – be it laptop, mobile phone or tablet - they need when they need it. 

2. **Automatically reset passwords**: Thanks to Gaspar AI password resets can be automated, saving helpdesk teams up to 50% of their time as they don’t need to get involved in the process anymore. 

3. **Software provisioning**: Enable employees to have access to the right applications and better manage licenses. 

4. **Account management**: Create new accounts, delete old ones, better manage existing ones. 

5. **MFA removal**: Easily remove the MFA from a specific account. 

6. **Provide Generative AI-powered search on the Jira SM support portal**: Allow employees to get summarized answers straight from Confluence on JSM. 

7. **Offer quick and easy ticket creation on Slack or MS Teams**: For issues that need human attention, employees simply fill in a form on Slack or MS Teams to describe their issue (they can even attach screenshots and images), and a ticket is created on your ticketing platform.  

8. **Ticket management on Slack or MS Teams**: IT agents can see their tickets’ status, any pending approval requests, daily statistics and SLAs on Slack and MS Teams at any time. 

9. **Intelligent ticket triage**: Our helpdesk helps you promptly manage tickets. With its NLP capabilities, it analyzes the tickets, categorizes them, and assigns them to the right agent (depending on their expertise and availability). Moreover, it asks follow-up questions and interacts with the user to get more information for prompt resolution and accurate categorization. 

10. **Identify priority automation projects**: With AI-powered insights, IT Operations teams can prioritize projects that will have the highest impact on the business bottom line. 

11. **Enable easy, no-search knowledge access from multiple sources**: Gaspar AI integrates with knowledge bases (such as Confluence, Notion, Coda, Helpjuice and more), internal sources and repositories (e.g. Sharepoint, Dropbox, Google Docs) to ingest and index information, and then answer employee questions without human intervention and with no need to look for it.  

12. **Knowledge base augmentation**: Our AI helpdesk uncovers the most common employee issues and identifies existing knowledge gaps. IT teams can fast-track the relevant content creation to enrich the company’s knowledge base and offer more opportunities for self-service. 

13. **Track key IT metrics**: On Gaspar AI’s Admin Hub, IT managers can track their chatbot’s and platform’s performance. They also monitor which features, capabilities, and resources employees find valuable, compare performance over time and take data-driven action. 

14. **Customize field values on Jira**: IT teams can add a new value to a configured custom field in Jira. 

15. **Enable Generative AI capabilities on Atlassian Data Center**: The only GenAI solution that works for Atlassian Data Center customers. 

 

### HR AI helpdesk use cases

Our Generative AI helpdesk tackles routine HR tasks and offers immediate support: 

16. **Request time off**: Streamline the time-off approval process and allow for quicker approvals. 

17. **Offer access to health insurance information**: Offer employees a straightforward way to retrieve critical information regarding their health insurance benefits. 

18. **Review retirement plan balance**: Enable employees to promptly check their retirement account balance and access important information regarding their retirement plan. 

19. **Find out PTO balance**: Offer employees quick and easy access to information tailored specifically to their needs and employment situation. 

20. **Speed-up onboarding**: Make the process swift and delightful for new hires, ensuring no crucial steps are missed. 

21. **Facilitate offboarding**: Allow for a smooth offboarding process that keeps company data secure by automating the process. 

22. **Automate reminders for performance reviews**: Ensure that all employees complete their performance reviews on time by sending reminders on Slack and MS Teams.  

23. **Update the organizational structure**: When employees move across the company, easily change the organizational unit of an account. 

24. **Send announcements for company news**: Make sure that your company updates are not staying hidden and unread in the employees’ inboxes by sending automated updates on Slack and MS Teams. 

 

### Sales AI helpdesk use cases

Offer your Sales reps quick and easy access to information tailored specifically to their needs: 

25. **Access their sales contracts**: Sales reps ask our Generative AI Virtual Agent any contract-related question and it answers with information tailored specifically to them.  

26. **Find out payment and credit policies**: Empower your Sales team to quickly respond to prospects’ questions by giving them instant access to the information they are looking for. 

27. **Know their projects’ deadlines**: Sales reps ask our AI chatbot to give them an update and they instantly know what’s urgent and what’s not. 

 

### Collaboration AI helpdesk use cases

Collaboration platforms such as [Microsoft Teams](https://www.gaspar.ai/blog/using-ms-teams-for-it-support) and [Slack](https://www.gaspar.ai/blog/employee-helpdesk-on-slack) provide ideal environments for our AI helpdesk to deliver added value through: 

28. **Request access to shared folders**: Employees effortlessly locate and ask our AI helpdesk chatbot for access to specific folders.  

29. **Get how-to instructions**: Empower your workforce to instantly find the information they are looking for: IT troubleshooting, VPN and network access, security FAQs, and much more.  

30. **Task notifications**: Send proactive reminders to employees about upcoming tasks and deadlines to boost productivity and minimize missed assignments. 

31. **Create new groups and email lists**: Allow employees to easily create a new group or email list by asking for information such as name, purpose, members, and any necessary permissions. 

32. **Add people to and remove them from groups and email lists**: Effortlessly add employees to groups and distribution lists, or remove them. 

33. **Access shared calendars**: Enable employees to access shared calendars such as vacation calendars in seconds, adhering to existing permissions. 

34. **Manage people in Slack channels**: Make it easy to add or remove people from Slack channels. 

 

**If you’re curious to learn more about our use cases or see Gaspar AI in action, please [book a free meeting](https://www.gaspar.ai/demo-request)!**  

Explore how you can use Gaspar AI's helpdesk, designed to enhance employee support and streamline issue resolution across various enterprise systems.

30+ GenAI helpdesk use cases for your business

Discover why CEOs and CIOs prioritize Gaspar AI in 2024. Learn how this AI helpdesk tackles their challenges, from AI scalability to cybersecurity, driving efficiency.

Why CEOs and CIOs can't afford to ignore Gaspar AI

Generative AI has sparked extensive interest in the employee support sector, but companies often don’t consider the risks until AI models or applications are already in use.
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As we analyzed in our [previous blog post](https://www.gaspar.ai/blog/ai-employee-helpdesk-for-shadow-it-risks), there is no guaranteed way to keep employees from using Generative AI to work more efficiently – and this comes with security risks. Therefore, the most effective way to address Shadow AI is to provide an approved AI helpdesk platform. An AI employee helpdesk is a secure and always available support platform built for an AI-first world. Thanks to advanced language models, it offers dynamic, human-like conversations, seamlessly integrating with various communication channels and IT systems. It automates tasks and support resolution, and empowers employees to act, search, query, and generate content across a multitude of enterprise applications. Fueled by constantly improving generative models, AI-driven analytics for performance evaluation, and developer tools for customizable use cases, it's the future of assistance.
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But how secure exactly are AI employee helpdesks?
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AI employee helpdesks can be very secure if proper measures are implemented. In this article we will explore some considerations that should be in place for ensuring security. 

## 8 steps to ensure AI employee helpdesks’ security
 

1. **Data encryption**: Encrypting data at rest and in transit is a fundamental practice to protect sensitive information. Ensure that your chosen AI helpdesk encrypts all data transmitted between the user and the platform, and when data is transferred from your internal knowledge bases and repositories, to prevent interception by unauthorized parties.  

2. **Secure access control**: Implement robust access controls to restrict access to the AI helpdesk system only to authorized personnel. With Gaspar AI for instance, IT managers and Admins have complete control over who interacts with the platform and how much autonomy they have – they can configure security measures and access privileges on the Admin Hub. At the same time, Gaspar AI’s helpdesk honors all existing user permissions and access rights. This means that employees can view or access only information they are allowed to – they can’t access sensitive and confidential data if they are not supposed to.  

3. **Data privacy**: Make sure your AI employee helpdesk provider adheres to data privacy regulations such as GDPR (General Data Protection Regulation) or CCPA (California Consumer Privacy Act) to protect the personal information of employees using the helpdesk. It’s also crucial that your provider does not use your company’s. With Gaspar AI you can rest assured that your company’s data and sensitive information will remain private. Any information collected from our customers is strictly confidential and will never be shared with other customers or utilized to train our generic AI model. The sole purpose of collecting these data is to enhance and personalize your individual model for an improved and tailored experience. 

4. **Regular audits and updates**: Regularly audit the security measures in place, validate the compliance audits of vendor and review their operational security practices. When needed, update them to address any vulnerabilities that may arise.  

5. **Training and awareness**: Educate employees about security best practices when interacting with the AI helpdesk, such as avoiding sharing sensitive information unless necessary and being cautious of phishing attempts. Communicate transparently about how AI models operate, ensuring that employees comprehend the technology's role in the IT helpdesk ecosystem. You should prioritize educating users on data privacy, the ethical use of AI, and the steps taken to maintain a secure environment.  

6. **Secure integration**: If the AI helpdesk integrates with other systems or databases, ensure that these integrations are secure and follow best practices for data exchange. Conduct thorough security assessments to ensure that the integration doesn’t compromise data security. Choose a platform that seamlessly integrates with your existing IT infrastructure. Evaluate the platform's compatibility with your current systems, applications, and databases. Ask for API support for custom integrations with CRM, project management, or other relevant applications.  

7. **Vendor security**: When using a third-party AI helpdesk provider, you should ensure that they have robust security measures in place and conduct due diligence on their security practices. 

8. **Monitoring and incident response**: Implement monitoring tools to detect any suspicious activities or breaches in real-time. Have a well-defined incident response plan in place that ensures that any security incidents are addressed swiftly and effectively, reinforcing both trust and the overall resilience of the AI employee helpdesk infrastructure. Once more, vendors that have added specialized controls and practices for testing, validating and improving the robustness of AI workflows will have an advantage.  


Security is a top priority. By selecting an AI employee helpdesk that is designed with robust cybersecurity measures to safeguard sensitive data and by following these measures, you can rest assured that you minimize risks and ensure a secure digital environment for all users. However, it's essential to remember that security is an ongoing process that requires regular assessment and adaptation to evolving threats.
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If you have questions or are interested in our AI helpdesk and want to discuss security, please [contact us](https://www.gaspar.ai/contact-us).  

Discover 8 steps to ensure security in AI employee helpdesks. Explore data encryption, access control, privacy, audits, vendor security, and monitoring.

Are AI employee helpdesks secure?

IT operations and helpdesk support teams face a constant influx of inquiries and issues, often struggling to keep pace with the volume of requests. It's indicative that ticket volume has increased +35% in the last 2 years. This high workload can lead to delays in response times and challenges in providing timely assistance to employees (resolution time has increased by +57%), impacting overall support efficiency and employee satisfaction. At the same time, continuously answering the same questions and performing repetitive tasks that add zero value prevents IT operations and helpdesk teams from working on high-impact, strategic products that can positively change company processes and boost the bottom line.
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With Gaspar AI’s IT helpdesk platform, you can offer automated IT support solutions that improve your IT operations' efficiency, supercharge your teams’ productivity and free them up.
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An AI IT helpdesk is a system that uses artificial intelligence technologies to provide support and assistance for IT-related issues and queries. Instead of relying solely on human agents, AI-powered helpdesks are trained with LLMs and leverage natural language processing (NLP), machine learning, and other AI techniques to understand and respond to user inquiries automatically. These systems can handle a variety of tasks, including troubleshooting technical problems, providing guidance on software or hardware issues, offering self-service options for common queries, and escalating complex issues to human agents when necessary.
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AI IT helpdesks can improve efficiency by providing instant responses and resolving issues without human intervention, reducing the workload on human support staff and offering round-the-clock assistance. They can also analyze data to identify trends, optimize workflows, and improve the overall quality of IT support services.
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In this blog post, we will present some of the most common uses of Gaspar AI by IT operations and helpdesk teams.  

## Smart IT helpdesk automation and workload optimization

Automate repetitive tasks and offer instant, no-humans-involved solutions, while ensuring friendly, human-like interactions that enhance user experience.

1. **Automatically reset passwords**: 20% to 50% of all IT helpdesk tickets each year are for password resets according to the Gartner Group, and password tickets consume 31% to 40% of the help desk's time. Thanks to Gaspar AI they can be [automated](https://www.gaspar.ai/blog/how-to-get-rid-of-password-reset-requests-in-ten-seconds), saving helpdesk teams valuable time as they don’t need to get involved in the process anymore.

2. **Give access to folders and calendars**: It often happens that an employee might not have access to some folders or calendars they need. They can ask Gaspar, our AI chatbot, to give them access, and it will forward the request on Slack or MS Teams to the right person. They will approve or reject the request, and the employee will receive an update. No need for IT teams to intervene!  

3. **Provision hardware**: Ensure all employees get the hardware they need when they need it. Employees easily request it on Slack or MS Teams, and your IT team can then handle it. 

4. **Provision software in seconds**: Employees change roles, departments, projects – this means that they might need new licenses for apps they did not use before. Your helpdesk team can enable them to access them effortlessly. Again, everything is just a question away, and the whole approval process happens on Slack and MS Teams. 

5. **Email list, group and channel management**: With our AI-powered IT helpdesk, giving access to groups and email lists or removing users from channels is as easy and quick as sending a message.   

6. **Account management**: IT helpdesk teams can create new accounts, delete old ones and better manage existing ones in minutes by automating the process. 

7. **Offer instant IT info summaries to employees without getting involved**: Often, useful IT information is buried deep within files and systems and is hard to access, so employees keep contacting your helpdesk team about it. Gaspar AI empowers your workforce to instantly find it: IT troubleshooting, how-to questions, privacy policy, security FAQs and much more. Everything employees need is right at their fingertips, just a question away from our AI chatbot on Slack or MS Teams!  

8. **Know their projects’ deadlines**: Keeping up with project deadlines is crucial. With Gaspar AI it’s also super easy. IT operations and helpdesk employees ask our AI chatbot to give them an update and they instantly know what’s urgent and what’s not.  

9. **Automate onboarding and offboarding**: IT operations and helpdesk teams can use our no-code templates to craft custom workflows that automate these processes. Whenever there is a new hire or an employee leaves the company, they can deploy these custom workflows and make the procedure easier and more secure.  

## ITSM made easy

With traditional IT support or ITSM systems, users must contact IT operations and helpdesk teams via email or call, or log into the ITSM portal, raise a ticket and accurately describe their issue. Agents must manually review the tickets to prioritize and address incoming requests, ensure additional information is added to the ticket and continuously update its status. With our AI-powered IT helpdesk, your teams can now effortlessly create and manage tickets while information is automatically synced with your ITSM.  

1. **Offer quick and easy ticket creation on Slack or MS Teams**: For issues that need human attention, employees simply fill in a form on Slack or MS Teams to describe their issue (they can even attach screenshots and images), and a ticket is created on your ticketing platform. Your agents don’t need to go through emails or different systems, or even do any manual work: they automatically have the info they need on their ITSM and on their Slack or MS Teams interface. 

2. **Ticket management on Slack or MS Teams**: IT agents can see their tickets’ status, any pending approval requests, daily statistics and SLAs on Slack and MS Teams at any time. And while they are working on resolving tickets, their status is updated and notifications are sent automatically to employees on Slack and MS teams. 

3. **Intelligent ticket triage**: Whenever a ticket is raised, agents must manually categorize, prioritize, and assign the right resources. Gaspar AI’s IT helpdesk helps you promptly manage tickets. With its NLP capabilities, it analyzes the tickets, categorizes them, and assigns them to the right agent (depending on their expertise and availability). Moreover, it asks follow-up questions and interacts with the user to get more information for prompt resolution and accurate categorization. 

## Enhanced knowledge management
 
Gaspar AI integrates with your knowledge base and internal repositories to automatically index and ingest information, to then match employees' requests with concise solutions.  

1. **Enable easy, no-search knowledge access from multiple sources**: Gaspar AI integrates with knowledge bases (such as Confluence, Notion, Coda, Helpjuice and more), internal sources and repositories (e.g. Sharepoint, Dropbox, Google Docs) to ingest and index information, and then answer employee questions without human intervention and with no need to look for it.  

2. **Identify knowledge gaps**: Your helpdesk team gets information on their Admin Hub about the most frequent issues and questions. They can thus identify whether there are gaps in the company’s knowledge base which make it impossible for employees to self-serve their requests and solve their problems.  

3. **Knowledge base augmentation**: Based on these gaps, IT teams can fast-track the relevant content creation to enrich the company’s knowledge base and offer more opportunities for self-service. 

## Impactful business insights

With Gaspar AI, your IT helpdesk teams can discover high-impact automation use cases and get clear performance metrics. 

1. **Identify priority automation projects**: Gaspar AI’s IT helpdesk platform uncovers the most common employee issues, what’s hurting their productivity, which automations or content will unblock them. It uses large language models to break down ticket data and present the areas of service that need the most improvement. Thus, IT support teams can identify which automation opportunities and process improvements will have the biggest business impact and prioritize them.  

2. **Track key IT metrics**: On Gaspar AI’s Admin Hub, IT helpdesk managers can track their chatbot’s and platform’s performance. They also monitor which features, capabilities, and resources employees find valuable, compare performance over time and take data-driven action.  

## What are the benefits of Gaspar AI for IT helpdesk teams?

The importance of IT support teams cannot be overstated. They have multiple tasks to perform, ranging from tactical to strategic, all of which play an important role in the continuation of business and employee satisfaction. In the hybrid work world of nowadays, the IT helpdesk’s role is indispensable even in ensuring day-to-day productivity. However, IT support’s importance is often underestimated, and these teams are frequently understaffed. As requests and projects get multiplied by the minute, it is extremely important to find ways to enhance IT support.
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Gaspar AI does exactly this: by automating the mundane tasks and offering instant resolution to more than 40% of employee issues, it frees up IT teams’ time and empowers them to be more productive. Gaspar, our AI Virtual Agent, resolves employee issues directly on Slack, MS Teams and JSM support portal, and automates tasks without human intervention. Your busy teams no longer answer the same questions over and over and have fewer tickets to deal with.
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This leads to faster and low-cost resolution for all issues: Gaspar solves employee requests instantly and accurately, in natural language, deflecting a high number of tickets. Fewer tickets to be handled means faster resolution time even for requests that need to be addressed by human agents. It also means that IT operations’ costs decrease, as our platform minimizes the resources needed for each issue and the downtime costs. An employee helpdesk ticket costs just $1 when you deploy Gaspar AI, as opposed to $26.51 on average when you don’t.
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Finally, with Gaspar AI you can improve the perception of IT company-wide: 1/5 of employees claim tech issues and resolution times are the biggest challenges. With Gaspar AI, you can offer fast and accurate solutions to their most frequent problems, so that IT becomes their best partner. And with our Business Insights and Performance Metrics you can fill in knowledge gaps and prioritize automation opportunities, greatly impacting employee satisfaction with your department’s services. 

## How do I set up Gaspar AI?

Just start a free 21-day trial by filling in the form here. Then, log in with your SSO- e.g. Google, Microsoft 365. A member of our team will contact you to onboard you. Yes, it’s that simple!
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If you are curious to learn more about Gaspar AI, you can **schedule a free, personalized demo [here](https://www.gaspar.ai/demo-request)**. During the meeting, we can discuss your needs and you can see exactly how your helpdesk/IT team and employees can use the platform. 

Struggling with overwhelming IT support demands? Gaspar AI’s IT helpdesk automates most routine tasks and streamlines processes. Discover all the ways it helps!

Why your IT helpdesk team needs Gaspar AI

Frustrating for both users and administrators, password management can be a challenge to manage in any organization. One lost or stolen password may be the crack in your organization's foundation, allowing an attacker to slip in.
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Resetting user passwords is a routine yet essential task for IT service and help desks. However, while it may seem straightforward, it is tedious for the IT staff, unproductive for everyone and very costly for companies. Given that passwords are still the primary authentication method for many businesses, addressing this issue is extremely important.

## Why are account lockouts and password resets so common?

From the user's perspective, creating passwords may seem simple, but remembering them is a different story. With strict character requirements, many users resort to reusing passwords, leading to forgetfulness. This often results in either getting locked out of their accounts or requesting frequent resets.
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From a business standpoint, despite updated guidelines from [NIST](https://pages.nist.gov/800-63-3/), periodic password resets remain common practice. Password age limitations in Active Directory enforce these resets, yet they often lead to weaker passwords and account lockouts due to procrastination.
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Additionally, most users have about [100 individual passwords to manage](https://tech.co/password-managers/how-many-passwords-average-person#:~:text=How%20many%20passwords%20does%20the,repeat%20passwords%20or%20password%20elements.), which increases the likelihood of forgetfulness and errors, even with password managers. This highlights the need for a more efficient approach to password management. 

## How password resets hurt the bottom line

Password resets may seem like an easy problem to solve, but they are not, and if you add on top the volume of requests, it makes them an extremely time-consuming, repetitive, boring task.
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20% to 50% of all IT help desk tickets each year are for password resets according to the Gartner Group, and password tickets consume 31% to 40% of the help desk's time. Each reset ticket incurs substantial costs: [Forrester Research](https://conduitstreet.mdcounties.org/2020/03/24/the-true-costs-of-password-management/) estimates that one password reset can cost $70. These expenses encompass IT staff time, resources (using the necessary backend infrastructure) and lost employee productivity, so yearly costs for these common requests seem unreasonable. For instance, for a 1,000-employee company, this leads to a $70,000 yearly cost, assuming that every employee will need at least one password reset (most probably, they will need more).
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Regarding lost productivity, each time a user undergoes the password reset process— which involves pausing work on a project, contacting the help desk, waiting on hold, waiting for the reset, selecting a new password, and then logging back in—they are essentially costing the company productive time. In a study conducted by Forrester, researchers discovered that employees spend an average of eleven hours annually grappling with password issues. When extrapolated across a company with hundreds or thousands of employees, these lost hours translate into millions of dollars in lost revenue.
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Plus, when a user is locked out, the password reset takes priority over other vital tasks since that user can no longer work. Any organization's priority would be to get that individual productive once again. Thus, a password reset necessarily diverts a helpdesk's attention from the strategic and impactful tasks they would be working on. 

## Automated password reset with Gaspar AI helpdesk

Timewise and cost-wise, password resets are bad. Thankfully, with Gaspar AI you can kiss your password reset tickets goodbye! When you install Gaspar AI, you can integrate with password management applications, including SSO and MFA apps, and enable the related automation. Employees who forget a password will ask Gaspar (our AI chatbot) for a password reset. In seconds, Gaspar will identify the employee thanks to the relevant plugins and provide the necessary temporary password to the employee to reset it. Then, the employee will choose a new password, and that’s all! Their password is changed across all places that use it without any human intervention.
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**If you get a ton of these questions every month, [schedule a demo](https://www.gaspar.ai/demo-request) with us and give your employees the gift of time.** Imagine the things your helpdesk team could do when they get all this password reset tickets time back. :) 

automated password reset with Gaspar AI to save money

Struggling with password resets? Discover how Gaspar AI automates them, saving you time and money and boosting productivity.

Password resets are costing you $70k/year. Automate them.

Welcome to the future of employee support! Whether it's AI-powered responses or instant assistance for your employees, our cutting-edge AI helpdesk has everything you need.
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We frequently hear questions from IT admins regarding the benefits of transitioning from their current service desk setup to Gaspar AI. The reasons they’re hesitant vary. Some express uncertainty about the longevity of AI solutions, viewing them as mere trends (they’re not!). Others question the tangible value AI brings beyond enhanced searches. Many are concerned about the security and ethical implications of AI implementation, or they don’t have much information about all the capabilities of AI helpdesks.
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Ultimately, the decision rests with each IT manager and CIO. To assist in this decision-making process, we've compiled a comprehensive list highlighting why Gaspar AI is better for your employee support needs, and why you should seriously consider switching from your traditional service desk setup.
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From instant, AI-powered resolution for employee requests to a simple, unified user experience centered around Microsoft Teams and Slack, our platform offers many features aligned with modern employee support help desks' needs. 

## 1. Slack and Microsoft Teams first, over portals, email or phone

Our customers have consistently voiced their dissatisfaction with traditional ITSM portals as the primary means of contacting helpdesk teams. Employees often struggle to recall portal URLs and to navigate disparate systems, making it hard to find the support they need and adding unnecessary complexity to seeking assistance.
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Recognizing this complexity, Gaspar AI streamlines employee support by offering a unified, easy-to-use solution that eliminates the need for multiple tools. The rise of platforms like Slack and Microsoft Teams as central hubs for workplace communication offers the best place to seek help. Our friendly, intuitive interface on [Slack](https://www.gaspar.ai/blog/employee-helpdesk-on-slack) and [MS Teams](https://www.gaspar.ai/blog/using-ms-teams-for-it-support) empowers employees to just talk with our chatbot through direct messages (DMs) or public channels and immediately get solutions. By leveraging Gaspar AI's capabilities, employees can receive timely assistance without navigating away from their preferred collaboration tools. Whether they're in the office or on the go, employees can access forms, receive answers, and submit requests with ease using Slack and MS Teams mobile apps.
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This streamlined approach eliminates the need to remember portal URLs, different log-in details or grapple with desktop interfaces, making support more accessible and efficient for all employees and encouraging widespread adoption. 

## 2. AI capabilities to resolve employee issues with no human intervention

We’ve learned from our initial research and our early customers that a significant portion of IT queries revolve around requests for new software access, finding reports and policies, and the never-ending stream of asks for password resets.
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Each of these queries prompts agents to navigate through various tools, typically requiring four to ten clicks per task. Multiply that by just ten queries, and you're looking at hundreds of clicks and several hours consumed by repetitive tasks. In the meantime, end users stay inactive, getting more frustrated by the minute.
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That’s why we built our AI capabilities. Gaspar AI understands queries necessitating actions across different platforms, their intent and user context, and executes them automatically, sparing your agents from manual intervention.
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Unlike traditional software solutions that demand meticulous manual setup and configuration, Gaspar AI is ready to use: its plugins are easy to enable with just one click. They require no implementation specialists or additional setup expenses. They seamlessly integrate into your workflow, automating mundane employee support tasks such as [password resets](https://www.gaspar.ai/blog/how-to-get-rid-of-password-reset-requests-in-ten-seconds) and software access approvals, empowering your employees to handle essential functions like [time-off requests](https://www.gaspar.ai/blog/streamlining-hr-processes-with-gaspar-ai-and-hibob) with ease—all without the need for human intervention. 
 

## 3. Keep it simple: no tech talk, just everyday language

Gaspar AI makes it easy to access support without the need to know technical or IT terms: thanks to LLM training, NLP and NLU, employees just talk to our chatbot in everyday language and are instantly understood, engage in interactive conversations and get human-like answers.
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Gaspar AI has been built on advanced LLMs, and trained with high-quality data sets specific to the employee support sector, ensuring instant understanding of issues and human-like, accurate answers. Our Natural Language Processing (NLP) and Natural Language Understanding (NLU) [technology](https://www.gaspar.ai/blog/gaspar-generative-ai-helpdesk) outperforms the competition and can be trained within weeks for a new language. Thanks to our dialog management capabilities, our Virtual Agent can ask follow-up questions and clarifications until the employee’s issue is resolved. 

## 4. Summarized knowledge at your fingertips - no need to read a hundred resources

Employees are losing valuable time and productivity as they navigate disparate systems searching for the insights necessary to fuel informed decisions and foster innovation. A McKinsey report reveals that employees dedicate a staggering 19% of their workday just searching for information. They know that a treasure trove of tribal knowledge lies buried within knowledge articles, slide decks, and reports —if only they could find it!
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With Gaspar AI, you can now fill in the knowledge void: employees can access hard-to-find resources seamlessly on Slack, MS Teams and the ITSM portal thanks to our AI-generated summaries. Our AI helpdesk platform integrates with your knowledge base and internal repositories to automatically index and ingest information, and then match employees' requests with concise solutions. It instantly consolidates information from different sources, staying grounded in your company’s data, and delivers responses in a human-like way. All AI-generated answer summaries adhere to access permissions and users can instantly verify them through citations and links to source content, boosting their trust to our AI platform. 
 

## 5. Faster approvals for better results

A significant bottleneck in organizational processes often arises from delays in obtaining necessary approvals. It can be a delay in getting the necessary raw materials, a very delayed payment to a supplier, or an employee having trouble getting their well-deserved time off.
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Traditional systems rely on email notifications to alert managers of pending approvals. However, in the age of overflowing inboxes, these notifications frequently go unnoticed. Moreover, even when they don’t, the approval process can be time-consuming, with many steps until it’s done. That’s why with Gaspar AI approvals are directly handled in a few minutes on Slack and MS Teams. The requester submits their request through our chatbot on Slack and MS Teams and the approver instantly receives an alert to approve or decline. Both parties receive status updates and notifications once the request is approved. 

## 6. Instant assistance over hours of waiting

The Mean Time to Resolve (MTTR) an employee issue is about 26 hours. We know that time is money: long hours of unresolved issues, inaccessible accounts, system downtime and more, can cause business disruptions, leading to loss of revenue and customer dissatisfaction. Let alone employee frustration for being uncapable to do their job and feeling unproductive. Thus, the shorter the time it takes to address an issue, the better.
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With Gaspar AI you can [address most routine issues](https://gaspar-www.sfo3.cdn.digitaloceanspaces.com/abe34235b163f1ec5d008388da9cecd1.pdf) immediately: we’re talking about account issues, password resets, HR and IT troubleshooting questions, time-off requests, software and hardware provisioning, finding information about company policies, VPN access, group and email list issues, and more. Employees just engage in a conversation with our virtual Agent on Slack or MS Teams and instantly get their issue resolved. And we do this for more than 40% of your helpdesk issues!
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Even for complex issues, with Gaspar AI you can speed-up resolution: by facilitating handoff to the right agent with easy ticket creation on Slack and MS Teams, smart categorization and routing, you can resolve them more easily and quickly. 

## 7. Faster than ever setup: no coding, just a few clicks

We're enthusiasts for great software, both as users and creators. That's why we've prioritized making the entire journey, from setup to everyday use, as effortless as possible.
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Installing Gaspar AI into your [Slack workspace](https://www.gaspar.ai/slack-integration)? Just a few clicks to log in with and enable your SSO, configure your ITSM and your preferred channel settings, and integrate with your internal resources and apps, and you are up and running. It’s a similar process when you use Microsoft Teams. Our customers often find themselves diving into Gaspar AI’s features within just one day, often with minimal guidance. There's no need to dedicate engineering resources or train for days to understand how the platform works. There’s no need to manually create rules to automate processes: our Generative AI chatbot is ready-to-use and our workflow templates allow you to craft customized workflows for the processes you want to automate. 

## 8. 24/7 help vs 9 to 5

When it comes to getting support, there shouldn’t be a schedule: tech issues can happen at any time, and multiple time zones can’t be accommodated in a specific timeframe.
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Gaspar AI offers round-the-clock assistance, unlike traditional support limited to standard working hours. With our AI chatbot offering in-app instant support on 3 applications - Slack, MS Teams and JSM support portal, users can access help and guidance at any time, ensuring immediate resolution of issues and uninterrupted workflow. Moreover, our AI-powered support can handle a vast volume of inquiries simultaneously, minimizing wait times and optimizing efficiency, a feat unattainable with traditional support models constrained by human availability. 

## 9. Purpose-built for employee experience, not customer support

You might be thinking about using your customer support platform for internal support as well. Feedback from customers utilizing customer support helpdesks for employee support reveals that while these tools excel with external customers, they often lack functionality tailored to internal support needs. Adapting customer-service features to fit internal use cases, rather than utilizing purpose-built internal helpdesk features such as service catalogs or approvals, can be time-consuming and inconvenient.
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Gaspar AI is designed specifically for IT and internal helpdesk teams that provide day-to-day support to employees, with product development prioritizing features aimed at enhancing their workflow efficiency. With native support for commonly used apps, service catalogs, approval policies, company resources, and notifications through Slack and Microsoft Teams, Gaspar AI streamlines internal support processes without the need for extensive customization.
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Additionally, upcoming features like hardware management and proactive alerts further underscore Gaspar AI’s commitment to empowering employee support teams and maximizing productivity without excessive software customization. 


## Accelerate employee support efficiency with Gaspar AI

Gaspar AI emerges as a transformative solution for addressing your most common employee support pain points and the problems you have with your current service desk setup. It offers unparalleled value through its advanced Generative AI capabilities and its native built-for internal support. We're deeply engaged with our current customers to pinpoint areas of concern, enhancing our ability to learn while we improve our features and add new capabilities.
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If you seek more than just an AI vendor — but rather a collaborative partner who understands your requirements and goals, and actively assists you in transitioning away from old software stacks — then you should [try Gaspar AI out](https://www.gaspar.ai/demo-request).

Why switch to Gaspar AI for employee support

Discover why it’s time to ditch your old support setup for Gaspar AI. From AI-powered help to streamlined workflows, we have everything you need for efficient employee support.

Switch to Gaspar AI: 9 reasons to upgrade your old employee support

From Sales and Marketing to IT and beyond, AI helpdesks offer a plethora of benefits, streamlining operations, enhancing productivity, and elevating customer experiences across all departments within the enterprise. Let's explore how various departments can leverage AI helpdesks to drive innovation and efficiency. 

## IT Operations AI helpdesk use cases

An AI helpdesk can empower IT teams to better manage and respond to incidents, automate the ITSM process and optimize support operations. 

1. **Hardware provisioning**: Ensure all employees get the hardware they need when they need it. 
2. **Identity access management**: With an AI helpdesk, resetting passwords, giving access to groups and email lists or removing users from channels is as easy and quick as sending a message.  
3. **Retrieve network access details**: Allow employees to easily search for and retrieve details about their network access and permissions, simplifying IT operations. 
4. **Software provisioning**: Enable employees to have access to the right applications. 
5. **Account management**: Create new accounts, delete old ones, better manage existing ones. 
6. **Incident management and resolution**: AI helpdesks automate incident triage, diagnosis, and resolution processes by analyzing ticket data, system logs, and knowledge base articles. By leveraging machine learning algorithms, IT departments can categorize and prioritize incidents, suggest relevant solutions, and even automate resolution for common issues, thereby minimizing downtime. 
7. **ITSM automation**: AI helpdesks streamline operational workflows by automating routine tasks, assigning tickets, and managing resources efficiently. By intelligently routing requests, prioritizing tasks, and orchestrating workflows, operations teams can minimize manual intervention and reduce response times. 
8. **Planned maintenance notifications**: Keep employees informed about scheduled maintenance for IT systems and applications to reduce disturbance and downtime to a minimum. 
9. **System outage alerts**: Provide immediate alerts to IT teams and impacted employees whenever a critical system or application experiences downtime, facilitating rapid response and resolution. 
10. **Identify priority automation projects**: With AI-powered insights, IT Operations teams can prioritize projects that will have the highest impact on the business bottom line.  

## Sales AI helpdesk use cases

An AI helpdesk can offer multiple benefits to Sales teams, and be used across several cases:  

11. **Payment and credit policies lookup**: Instant access to the information salespeople are looking for. 
12. **Request contract approval**: Speed up decision-making from days to minutes with a streamlined approval process on one platform. 
13. **Ask about data retention policy**: With an AI helpdesk, sales employees can just ask a chatbot and instantly have a summary of all data retention policies. 
14. **Customer data lookup**: quickly find customer information, such as contact details and order history, to provide better customer service. 
15. **Find info about deadlines and goals**: Sales reps can ask a virtual agent about their personal sales deadlines and goals. 
16. **Find their contracts’ value**: Offer your Sales reps quick and easy access to information tailored specifically to their needs and sales contracts, such as deadlines, contract value, and more. 
17. **Deal milestone alerts**: Alert sales representatives upon reaching pivotal milestones in deals, such as contract signings or receipt of payments. 
18. **Meeting reminders**: Automated reminders to employees ahead of client meetings. 

## Marketing AI helpdesk use cases

By integrating with marketing platforms, an AI helpdesk can be used to better manage campaigns, analyze customer feedback, find marketing materials, and much more:  

19. **Find marketing materials**: Employees can just ask the AI helpdesk chatbot where to find the right marketing materials (e.g. launch presentation, flyer, product video, ad) for their campaign. It will direct them to the appropriate resources.  
20. **Marketing assets approval requests**: Facilitate and speed up the process of approving campaign materials – notify approvers on the chat platform when a new request needs their review and simplify the approval process.  
21. **Notify about campaign launch**: Send notifications to employees upon the launch of a new marketing campaign. 
22. **Customer feedback analysis**: AI helpdesks utilize natural language processing (NLP) algorithms to analyze customer feedback from various sources such as surveys, social media, and customer support tickets. By extracting insights, sentiment trends, and actionable feedback, marketers can refine messaging, improve campaign targeting, and enhance overall customer satisfaction. 
23. **Ask for event attendee list**: Help event coordinators retrieve a comprehensive list of attendees for specific events and their contact details. 
24. **Marketing assets’ inventory lookup**: Empower employees to efficiently search for marketing assets, such as brochures, banners or promotional items, and view their inventory level. 

## HR AI helpdesk use cases

An AI helpdesk can tackle routine tasks, while your team empowers your people to thrive.  

25. **Employee onboarding**: AI helpdesks streamline the employee onboarding process by automating all related processes and tasks, therefore freeing up the HR teams to engage with employees and offer them excellent experience. 
26. **Performance management**: An AI helpdesk facilitates performance reviews. It enables HR teams to collect feedback from managers, peers, and subordinates through automated workflows and surveys. It can then provide valuable insights, identify development areas, and support ongoing performance improvement initiatives within the organization. 
27. **Performance review notifications**: Automatically prompt employees and managers when performance reviews are due. 
28. **New hire orientation checklist**: Send a daily email to new employees featuring a checklist of tasks necessary to complete onboarding, ensuring all steps are completed promptly. 
29. **Benefits enrollment alerts**: Inform employees when the benefits enrollment period starts, directing them to relevant forms and resources to select their preferred benefits. 
30. **Approve time-off requests**: Make it easy for HR teams to approve employee requests for time off.  
31. **Handle HR policies and payroll inquiries**: An AI helpdesk automates answering for HR policy and payroll related questions, reducing HR teams’ manual workload. 

## Finance AI helpdesk use cases
 
Optimize your financial operations with an AI helpdesk, making tasks like budget management, purchase approval, and expense tracking effortless: 

32. **Approve purchase requests**: Facilitate the swift review and approval of purchase requests, thereby optimizing the procurement workflow and guaranteeing prompt delivery of essential goods and services. 
33. **Check payments’ status**: AI helpdesks enable Finance teams to easily check the status of any upcoming or pending payments. 
34. **Deadline alert for budget submissions**: Automate reminders to department heads regarding budget submission deadlines. 
35. **Payment deadline notification**: Notify Finance employees when a payment deadline approaches, facilitating timely payments and preventing late fees.  
36. **Financial information lookup**: An AI helpdesk can enable employees to easily find reports, files, balance sheets and more, without having to spend hours searching. 
37. **Invoice approval prompt**: Notify Finance managers when an invoice awaits their approval, averting delays in payment processing.  
38. **Expense tracking**: Better track expense reports’ status and send automated reminders to employees to submit their reports before the deadline, streamlining the reimbursement process.  

## Legal AI helpdesk use cases

AI makes research and document review easier. Legal teams can use it to streamline workflows, mitigate legal exposure, and ensure adherence to regulatory requirements. 

39. **E-discovery**: AI helpdesks enable legal teams to sift through large volumes of electronic data to find relevant documents quickly and efficiently. 
40. **Lookup legal information**: Provide Legal employees with a convenient way to find relevant legal and previous cases’ info. 

## Supply Chain Management AI helpdesk use cases

AI helpdesks streamline procurement processes and facilitate supply chain optimization through intelligent automation and predictive analytics.  

41. **Purchase order approval requests**: Speed-up PO approval process by informing managers promptly when a new purchase order needs their approval. 
42. **Find vendor details**: An AI helpdesk can empower employees to easily access vendor information, including contact details, payment terms, and purchase history. 
43. **Procurement policies lookup**: Easily find and understand all policies related to procurement, ensuring compliance. 
44. **View supplier contracts**: AI helpdesks enable employees to easily access procurement contracts, such as supplier agreements, service-level agreements, and nondisclosure agreements, along with their respective terms and conditions. 

## AI helpdesk use cases for all employees

I just described 44 AI helpdesk use cases across different departments, and there are so many more. Expect new use cases as AI is progressing, but to finish I will describe some more that are relevant to all employees no matter their function: 

45. **Request time off**: AI helpdesks streamline the time-off approval process and allow for quicker approvals. 
46. **Access health insurance information**: Offer employees a straightforward way to retrieve critical information regarding their health insurance benefits. 
47. **Review retirement plan balance**: Enable employees to promptly check their retirement account balance and access important information regarding their retirement plan.  
48. **Request access to folders**: Employees just ask the AI helpdesk chatbot for access to specific folders.  
49. **Get how-to instructions**: Empower your workforce to instantly find the information they are looking for: IT troubleshooting, VPN and network access, security FAQs, and much more.  
50. **Find out PTO balance**: Offer employees quick and easy access to information tailored specifically to their needs and employment situation. 


The potential of AI helpdesks for the enterprise is huge – the use cases are essentially limitless. Now is the moment to strategically assess where integrating helpdesk capabilities can make a significant impact. Which teams stand to benefit most? What workflows require conversational enhancements?
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At Gaspar AI, we're spearheading the AI-driven workforce revolution. Our advanced Generative AI helpdesk streamlines tasks, automates workflows and fosters seamless interactions across your systems. **Let's explore tailored use cases for your business needs. [Schedule a live product tour](https://www.gaspar.ai/demo-request) of Gaspar AI and experience everything it can offer you in action.**  

AI helpdesk use cases across the enterprise

Unlock enterprise efficiency with an AI helpdesk. Discover how you can use it across all departments to increase productivity and streamline workflows.

50 AI helpdesk use cases across the enterprise 

Employee engagement is a hot topic right now. And rightfully so. It has taken a hard hit during the last years with worldwide resignations, mass layoffs, and quiet quitting. Based on [this Gallup report](https://www.gallup.com/workplace/468233/employee-engagement-needs-rebound-2023.aspx), we’re experiencing the lowest ratio of engaged to actively disengaged U.S. employees since 2013. Why? Starting in early 2020, employees faced a rollercoaster of changes — from sudden office closures to navigating the challenges of remote work in isolation, to a gradual return to an office environment very different from what they once knew. Stress, uneasiness and loneliness are just a few of the emotions employees are experiencing.
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As a result, employees began to “check out” at an alarming rate: out of the organizations [surveyed by WorkTango and HR.com](https://www.worktango.com/resources/reports/the-future-of-employee-engagement-2023-research-report), only 11% say that the majority (81% to 100%) of their workforce is well engaged. And two-fifths admit that employee engagement has been lower over the last year. While employees continue to fulfill their job responsibilities, they are not going above and beyond like engaged individuals. Simply put, they were clocking in their hours, but not investing their energy or passion. And that’s not laziness as one might say. Rather, it is a response to the pervasive feelings of undervaluation and unappreciation in the workplace.
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And this response costs a lot: [employee disengagement costs the U.S. economy $450-550 billion every year](https://www.conference-board.org/topics/dna-of-engagement/dna-of-engagement-2017-engagement-ecosystem). That’s partly because employees’ lack of motivation and lower sense of responsibility results in lower productivity, errors in work, missed deadlines, poor customer service, and lower profits. A single disengaged employee can cost a company about $3,400 in lost productivity for every $10,000 in salary. It’s also because many disengaged employees quit their jobs at some point, leaving the employer to reinvest in hiring, onboarding, and training. Many of them even spread negativity through word of mouth, harming an organization’s chances of attracting quality hires.
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As companies strive to create an environment that fosters employee engagement and fulfillment, the integration of Artificial Intelligence can be a game-changer. In this blog post, we'll delve into how AI technologies can be used by HR to create and adopt practices that positively impact employee engagement, ultimately enhancing overall workplace satisfaction. 

## What is employee engagement and why it’s important?

Employee engagement embodies the commitment, extra effort, passion, and zeal that employees have for their work and their company. It reflects a deep connection that motivates them. Engaged employees show a drive to excel, derive satisfaction from their contributions, and foster a deep sense of loyalty towards their employer. They are wholeheartedly dedicated to their job, actively contribute to company success, and are willing to go above and beyond what is expected of them. They don’t just show up for work and perform their job, they invest personally in it and genuinely care about performing well within the organization.
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Employee engagement is crucial for creating a positive and productive work environment, leading to good organizational performance. It significantly impacts business success, including increased productivity, higher retention rates, lower turnover, decreased burnout and higher profitability. According to a [study conducted by Harvard Business Review](https://hbr.org/resources/pdfs/comm/achievers/hbr_achievers_report_sep13.pdf), 71% of executives verify that employee engagement is a huge contributor to organizational success: 

- **Increased productivity**: Engaged workers are more likely to be motivated, productive, and committed to their work. They also collaborate better, share ideas and knowledge, and take ownership of their work, resulting in higher quality work. 
- **Higher retention rates**: According to the Oxford Handbook of Positive Psychology at Work, an engaged employee is 87% less likely to leave the company. This reduces employee turnover costs.  
- **Increased revenue**: [Research by Gallup](https://news.gallup.com/poll/241649/employee-engagement-rise.aspx) concluded that highly engaged employees contribute to 21% higher profitability (think about increased productivity and lower turnover). This is also in part due to higher customer loyalty: Gallup also found that improving employee engagement also leads to a 10% rise in customer ratings and a 20% rise in sales. Engaged employees are more likely to provide exceptional customer service and create a positive customer experience. 
- **Reduced absenteeism**: Engaged employees are more likely to feel connected to their job and their company, resulting in stronger commitment to attendance and higher accountability. [Research by Gallup](https://news.gallup.com/poll/241649/employee-engagement-rise.aspx) shows that when employee engagement is high, companies experience a 41% reduction in absenteeism. 
- **Decreased burnout**: Employees who exhibit lower levels of engagement are more prone to experiencing heightened levels of stress. This stress, in turn, harms their engagement, establishing a self-perpetuating cycle that can be challenging to disrupt. 

However, fostering employee engagement requires more than just financial incentives or perks. It involves creating a culture that values and respects individuals, provides meaningful work, encourages open communication, and supports professional development. By investing in employee engagement, companies can unlock the full potential of their workforce and achieve long-term success.  

## What drives employee engagement?

Employees need more than a fleeting warm-fuzzy feeling and a decent salary (even if it helps them respond positively to employee engagement survey questions) to truly engage and excel in their roles.
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People want purpose and meaning from their work. They want to be known for what makes them unique. This is what drives employee engagement: meaningful work. This involves aligning an individual's skills and passions with their job responsibilities, enabling them to see the direct impact of their contributions on the organization's goals. Recognizing talented and high-performing employees, and their big and small accomplishments, is also essential for employee engagement.
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And they want relationships, particularly with a manager who can coach them to the next level. This is who drives employee engagement: a manager who gives them autonomy, empowers them, has a solid plan to help them develop professionally and provides them with a robust feedback loop.
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So how can AI be used by HR to positively affect these employee engagement drivers? 

## Using AI to boost employee engagement

The first step to enhancing employee engagement is for leaders to understand the current status. AI tools can delve into employee data to discern individual needs and preferences. AI algorithms analyze sentiments and behavior patterns, unveiling the factors that drive engagement and those that hinder it. With this newfound insight, HR professionals can tailor employee experiences, creating a workplace where individuals feel valued and heard.
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Let’s see how they can use AI to reshape their practices in the main areas that drive and boost employee engagement.  

### Meaningful work

- **Aligning skills and passions to job responsibilities**: This starts at the recruiting stage and sets the right tone from the start. AI algorithms can analyze job requirements, candidate profiles and interests, and conduct personality evaluation based on various data points such as resumes, social media activity, and online assessments. They can then suggest candidates whose skills, preferences and passions closely align with the job responsibilities, increasing the probability of high employee engagement. While on the job, the same AI tools can be used to suggest the right fit when thinking about promotions and cross-company moves, ensuring better alignment between employee “wants” and company needs.  
- **Removing unnecessary tasks with automation**: Unnecessary tasks not only impede efficiency and profit but are also frustrating for employees. Mundane routine tasks and extra steps prompt employees to switch on cruise control, which essentially means they’re not engaging with their work. For example, if an IT helpdesk agent must log every minor change made to a ticket, they’ll probably spend twice as long on resolving it while being half as invested – and wasting precious time that could be dedicated to the actual issue resolution. Automating the process — in this case, with an [AI helpdesk](https://www.gaspar.ai/) that offers smart ticketing, automated tracking and status updates — allows the helpdesk agent to focus on what has a real impact: resolving the request. 

### Recognition

- **Performance analytics**: AI can analyze performance data to identify trends, patterns, and areas of excellence within the company. This insight can inform strategic recognition initiatives and help leaders identify high-performing teams or individuals deserving of special recognition.  
- **Regular recognition and achievements celebration**: AI can automate the administration of recognition programs by tracking and analyzing employee achievements, milestones, or positive contributions. This automation empowers leaders to acknowledge achievements regularly rather than quarterly or yearly. Regular celebrations demonstrate that employee contributions are pivotal, nurturing a positive and engaged workforce.  
- **Offering personalized rewards**: AI can help tailor benefits and recognition initiatives to match employees’ preferences, communication styles, and cultural backgrounds. This ensures that recognition efforts resonate with each employee, increasing their effectiveness. The result is a workforce that feels cherished and inspired, igniting a blaze of enthusiasm that fuels productivity.  

### Autonomy

- **Effortless and autonomous issue resolution**: Chatbots integrated in the company’s chat platform can offer [automated resolution to common employee issues](https://www.gaspar.ai/blog/ai-employee-helpdesk-on-slack-msteams-jira), such as password resets, and instant approvals for access requests, time-off and much more. By having their issues instantly and autonomously resolved, employees can get back to work immediately and be more productive. They also feel less stressed and frustrated, increasing their satisfaction and desire to remain in the company. 
- **Easy access to company resources**: AI helpdesks serve as knowledge hubs offering instant responses to employee queries regarding things that matter to them: how-to info, IT troubleshooting, HR policies, benefits, and procedures. This enables them to perform their work autonomously without having to constantly rely on others for answers. 
- **Flexible work arrangements**: AI can optimize scheduling and resource allocation to accommodate flexible work arrangements such as remote work, flexible hours, or job sharing. By leveraging AI-powered scheduling tools, employees have more autonomy to manage their work schedules and achieve a better work-life balance. 

### Professional growth

- **Curated learning plans**: AI helpdesks can offer personalized recommendations for employee development and learning opportunities based on individual skillsets, career aspirations, and performance evaluations. AI curates relevant content and training resources, ensuring that employees are equipped to conquer any challenge that comes their way. This promotes continuous learning and growth within the company and makes employees happier and more engaged. 
- **Crafting personalized employee journeys**: AI-powered platforms analyze the employees’ skills, interests and performance, and match them with the most suitable career paths, roles, or opportunities within the company, greatly enhancing their engagement. AI-driven career development can also use data visualization, gamification, or storytelling to help employees explore and visualize their career options, scenarios, and outcomes.  

### Feedback

- **Real-time feedback and assessment**: AI-powered assessment tools can provide real-time feedback on employee performance, giving them timely insights and constructive critiques. They can identify strengths, weaknesses, and areas for improvement. This feedback can be used to personalize learning experiences, target skill development efforts, and track progress over time. This fosters a sense of ownership and accountability, empowering individuals to take control of their development and reach new heights of excellence. 

## The transformative power of AI

Mastering employee engagement nowadays is paramount. Employees who feel that their work is purposeful and that they are appreciated will be more engaged than those who don't, driving business success. Companies and HR teams that understand that AI can have a huge, positive effect on employee engagement, and adopt AI-powered technologies will have a great advantage. By better matching employee interests and passions to roles, responsibilities and projects, automating boring, non-impactful tasks, regularly recognizing good performers and crafting personalized employee journeys and rewards, AI transforms employee engagement. The possibilities for an engaged and inspired workforce are infinite!
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_Citations_

- _https://industrytechinsights.com/ai-takes-charge-how-hr-tech-is-redefining-employee-engagement/_
- _https://www.gartner.com/doc/reprints?id=1-2GF5ZESL&ct=240131&st=sb_ 
- _https://www.gallup.com/workplace/468233/employee-engagement-needs-rebound-2023.aspx_
- _https://www.worktango.com/resources/reports/the-future-of-employee-engagement-2023-research-report_ 
- _https://www.researchgate.net/publication/374327540_Employee_engagement_and_organizational_performance_
- _https://www.shiftbase.com/glossary/employee-engagement_

AI HR technologies for employee engagement

Learn how to use AI technologies for HR to reignite post-pandemic employee engagement! Discover game-changing strategies in this insightful guide.

The future of HR: how AI redefines employee engagement

If you are an Atlassian customer, you are likely considering their virtual agent to boost your helpdesk team’s and employees’ productivity, accelerate work and streamline your support operations. At the same time, you are not sure about the exact features and automation you will get; or you might be a Standard or Data Center customer so not eligible to deploy it.
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In this blog post, we delve into Atlassian’s features and explore how Gaspar AI can be a meaningful AI helpdesk alternative or a complementary platform. We have also created a useful [infographic](https://gaspar-www.sfo3.cdn.digitaloceanspaces.com/488983947edec9cd6d6f49f3d1561120.pdf) that compares the two virtual agents to help you quickly navigate your options. 

## What is Gaspar AI?

Gaspar AI is your AI helpdesk partner that empowers your team and employees to perform better and be more productive by getting instant support and ultimately driving your company's success. Gaspar AI automates repetitive tasks and workflows, answers questions in seconds, optimizes knowledge management and automatically resolves more than 40% of employee issues – all within your company's chat platform.
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Our helpdesk offers a [Generative AI Virtual Agent on Slack, MS Teams and Jira SM](https://www.gaspar.ai/blog/ai-employee-helpdesk-on-slack-msteams-jira) support portal trained with best-in-class LLMs to understand employee questions' context and intent and provide instant resolution. Gaspar, our AI chatbot, can dynamically ask follow-up questions and combine multiple plugins until users get accurate solutions.
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It also offers no-code Workflow Automation to streamline repetitive processes, and an Admin Hub where IT managers can review performance, get business insights and AI recommendations about high-impact automation and content that’s missing from your knowledge base. 

### Main AI helpdesk features

- Generative AI chatbot on Slack, MS Teams and [Jira SM support portal](https://www.gaspar.ai/xence-ai) for quick employee support 
- Instant resolution of more than 40% of issues 
- GenAI-enabled Knowledge Management 
- Slack and MS Teams accessible approvals and automation 
- Interactive notifications via Slack and MS Teams 
- No-code automation hub 
- Ticket automation and smart routing 
- Automated employee onboarding and offboarding 
- Multi-channel support  
- 30+ out-the-box [integrations](https://www.gaspar.ai/integrations) with most used apps 
- Admin Hub to customize the platform and review everything support-related 
- Powerful analytics with useful dashboards and KPIs 
- AI-powered insights to optimize your knowledge base and automations 

#### Pros

- Available to all customers, with unlimited capabilities and usage 
- Increased flexibility and multiple options for our chatbot: deployment on Slack, Teams or [JSM](https://www.gaspar.ai/xence-ai) 
- Out-the-box automations – no need for manual work 
- Integration with multiple Knowledge Management systems e.g. Confluence, Coda, SharePoint, Google docs, Notion, etc.
- Intuitive and customizable interface and platform 
- Super fast deployment 
- AI-powered for smart diagnosis and problem-solving 
- Integration with various enterprise software enhances service management functionalities 
- Implementation on Cloud, Data Center or other infrastructure 

#### Cons

- Lack of an online community 
- Workflow automation capabilities can be further enriched 
- No AI-powered new content generation e.g. for new knowledge articles 

## What is Atlassian’s Virtual Agent?

The Atlassian virtual agent with Atlassian Intelligence automates support interactions to free up agent time and deliver service at scale. With a built-in AI engine that leverages Natural Language Processing, it offers fast, conversational support, automating Tier 1 support issues. 

### Main features

- AI-powered answers on Slack and JSM help center (beta)
- Creation of custom intents  
- Automated web requests for basic support issues 
- Low/no code flow builder 
- Insights about the virtual agent’s effectiveness that help identify ways to optimize your intents and knowledge base 
- Ticket routing to the right team with pre-gathered context for complex issues  

#### Pros

- Online community for help 
- Easy to use with the rest of Atlassian products 
- Automated issue creation on Jira SM when no request resolution is possible via the virtual agent 

#### Cons

- Available only for Premium and Enterprise customers
- Available only on Cloud 
- Works only on Slack for now - JSM help center is in beta – so limited flexibility
- Offers AI summaries (in beta) for Smart Links from Confluence, Jira and Google docs only.
- Need to manually create intents and conversation flows 
- No workflow automation 
- No approvals automation across different apps
- Few integrations – works in the Atlassian environment 
- Integrates with Confluence only and no other knowledge management systems  
- Mix of paid and free capabilities 

## Complement your Atlassian tools with Gaspar AI’s helpdesk platform

Gaspar AI is a more holistic solution that comes with added features - including out-the-box automations - on top of the virtual agent. Our AI helpdesk unveils exclusive functionalities that can be tailored to your company and maximize the use of your Atlassian products with no need to switch any apps or transition to new tools. You can discover all the extra capabilities you get in our informative [infographic](https://gaspar-www.sfo3.cdn.digitaloceanspaces.com/488983947edec9cd6d6f49f3d1561120.pdf).
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You can thus improve your employee support efficiency and effectiveness. Noteworthy features include: 

- **Generative AI**: Unveiling a cutting-edge AI assistant that swiftly resolves employee issues with no human intervention.  
- **Jira SM, Slack and MS Teams chatbot integration**: user-friendly interface that facilitates real-time problem-solving. 
- **Agile Knowledge Management**: Empower your team with a dynamic knowledge base that evolves thanks to AI-powered recommendations. 
- **No code automation**: Unleash the power of automated workflows with ease. 
- **Available to all Atlassian customers, Cloud and Data Center**: no usage limits, no exclusivity, no price premiums. 

**If you'd like to learn more about how Gaspar AI can transform your support operations and be a great asset to your company, [schedule a free, personalized demo](https://www.gaspar.ai/demo-request).**  

### [Atlassian virtual agent and Gaspar AI](https://gaspar-www.sfo3.cdn.digitaloceanspaces.com/488983947edec9cd6d6f49f3d1561120.pdf)

Wondering whether to go for Atlassian chatbot? Read our blog to understand all the features and what chatbot and helpdesk alternatives you have.

Gaspar AI and Atlassian virtual agent: everything you need to know

The enterprise helpdesk responsible for employee support is undergoing a huge transformation. The goal? To end the slow issue resolution (Mean Time To Resolve is almost 27hrs!), the increasing ticket volume and the growing costs. The incorporation of Generative AI in internal employee support across the enterprise yields tangible benefits. By adopting an AI enterprise helpdesk, companies can automate repetitive process, offer instant answers and resolve routine issues in seconds, significantly reducing ticket volume and costs.
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While generative AI tools gain popularity, the persistent issue of hallucinations - plausible sounding but incorrect responses to users’ queries - hinders their enterprise adoption. These misleading responses pose significant risks in critical business interactions. Enter retrieval-augmented generation (RAG), a technique that can reduce hallucinations, thus revolutionizing enterprise AI integration. It is favored in enterprise chatbots for its ability to integrate company-specific data, enhancing AI grounding. This approach has transformative potential across various sectors including workplace support, offering a competitive edge. 

## Understanding retrieval-augmented generation (RAG)

RAG is a sophisticated AI mechanism that enhances the functionality of LLMs by integrating a dynamic retrieval system. This system allows LLMs to access and utilize external, up-to-date data sources under specific instructions, thereby helping them generate more accurate and contextually aware responses.
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RAG combines two processes: retrieving relevant information from an extensive data source and generating a contextually enriched response based on this retrieved data. This is done thanks to two components:  

1. **Information Retrieval**: The first step is to conduct a semantic search within a data source. When RAG receives a query, it utilizes advanced algorithms to navigate this source, identifying the most relevant data in relation to the query. The retrieval mechanism is designed to understand the semantic relationships between the query and the data source contents, ensuring that the data selected is contextually aligned with the query's intent.  
2. **Natural Language Generation (NLG)**: The second phase involves NLG, where the LLM processes the retrieved data and generates an accurate response which integrates the retrieved information as well. This step is crucial as it ensures that the output is not just factually accurate but also linguistically coherent and contextually apt. 

Through these components, retrieval augmented generation significantly amplifies the capabilities of LLMs, especially for tasks requiring them to retrieve relevant information. By incorporating this retrieved information, RAG can produce more informed and contextually relevant outputs, reducing the likelihood of generating hallucinations or incorrect responses. This makes them invaluable tools in various enterprise applications where prompt and precise information is key.  

## Why is RAG better for the AI-powered enterprise helpdesk?

RAG blends text generation with information retrieval to enhance the accuracy and relevance of AI-generated content. This is particularly enticing for enterprise applications where up-to-date factual knowledge is crucial. Businesses can choose enterprise helpdesks that use RAG with foundation models to create more efficient and informative chatbots and virtual assistants.
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RAG is recommended for data that change periodically in small periods of time (dynamic data), and this is what makes it the most appropriate solution for the enterprise helpdesk. Using RAG, an AI helpdesk vendor can gather a ton of structured and unstructured company information, documents, etc., and feed it into a model without having to fine-tune or custom train it. A RAG-based AI helpdesk can generate company-specific answers from almost any external data source, without making any adjustment.  

### Enhancing response accuracy and relevance

Since company data continuously change, integrating RAG into the AI helpdesk ensures that responses to employee queries will never be outdated, generic or irrelevant. By incorporating contextual, real-time, company-specific information from a knowledge base, RAG mitigates the risk of generating misleading or incorrect responses, thus increasing reliability and improving employee support efficiency. RAG ensures LLMs use the most current data, vital for tasks requiring the latest information for decision-making.  

### Scaling beyond fixed context windows

RAG allows LLMs to access vast data pools beyond their fixed context windows, crucial for enterprises with large-scale, dynamic data. This enhances information processing and model scalability. 

### Increased speed and reduced costs

Bypassing the need to store all knowledge directly in the LLM also reduces model size, which increases speed and lowers costs. This means that RAG-based solutions can be more cost-efficient alternatives that also drive higher productivity. 

## Challenges and considerations when implementing RAG in the enterprise helpdesk

While retrieval-augmented generation offers significant benefits for the enterprise helpdesk, several challenges may arise when using this technique: 

- **Data quality**: RAG heavily relies on the quality and relevance of the data in the knowledge base. Inaccurate or outdated information can lead to incorrect responses, undermining the model’s effectiveness. Maintaining an updated knowledge base with high-quality content is crucial.  
- **Knowledge base size and coverage**: RAG's effectiveness depends on the knowledge base's size and coverage. Limited or incomplete knowledge bases may restrict the system's ability to retrieve relevant information, leading to suboptimal performance. 
- **Handling ambiguity and contextual understanding**: RAG may struggle with ambiguous queries or nuanced contextual understanding. Resolving ambiguity and accurately interpreting context remains a challenge, especially in complex or specialized domains. 
- **Ethical and privacy concerns**: Retrieving information from large datasets raises concerns regarding data privacy, security, and ethical considerations, especially when dealing with sensitive or proprietary information. 

## Integrating RAG in the enterprise helpdesk for elevated functionality

Integrating RAG in the AI-powered enterprise helpdesk significantly elevates its functionality, making it the most effective solution for employee support. It offers more accurate responses and allows for better-informed decision-making. Gaspar AI is such a solution.
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Our AI helpdesk platform integrates with various knowledge bases (such as Coda, Notion, Google Docs, Confluence and more) and uses RAG to search and retrieve relevant information. Thanks to advanced NLP it generates accurate, helpful, human-like responses, ensuring that the generated answers are contextually appropriate, reliable and tailored to the employee's needs. Our platform is characterized by reduced hallucinations when compared to others: RAG mitigates the risk of generating misleading or incorrect responses that could lead to user frustration or worse, wrong decisions.
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Using Gaspar AI improves the quality, reliability, and efficiency of employee support interactions, leading to higher user satisfaction and improved productivity for both employees and support staff. If you’d like to learn more, you can [book a free demo](https://www.gaspar.ai/demo-request).  

Retrieval-augmented generation and the enterprise helpdesk

Discover how retrieval-augmented generation (RAG) is increasing enterprise AI adoption and positively impacting workplace support. Learn everything here!

Employee support is getting tougher: multiple systems that are hard to use, different time zones and locations, unavailability of helpdesk teams when needed, slow responses. What’s the best thing you can do so that your employees get the help they need exactly when they need it? Offer them Gaspar AI, our best-in-class Generative AI helpdesk solution! It automatically solves at least 40% of helpdesk issues, automates repetitive processes, is available 24/7 and offers accurate answers to more than 85% of their questions instantly.  

## First, what is Gaspar AI?

Gaspar AI is a secure and always available Generative AI helpdesk platform that uses AI for smarter and more efficient employee support. Thanks to advanced language models, it offers dynamic, human-like conversations, seamlessly integrating with various communication channels such as Slack and MS Teams, commonly used apps and IT systems. It empowers employees to act, search, query, and generate content across a multitude of enterprise applications. Fueled by constantly improving generative models, AI-driven analytics for performance evaluation, and developer tools for customizable use cases, it's the future of assistance.
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It features a Generative AI Virtual Agent, no-code workflows to automate repetitive processes and an Admin Hub for your IT and helpdesk admins to review everything support-related.
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Gaspar, our AI chatbot, is available on Slack, MS Teams and the Jira SM support portal. It makes it smooth and easy for employees to solve their issues in seconds by simply having a conversation. It is trained with best-in-class LLMs and uses Natural Language Processing to understand employee questions' context and intent. Our advanced dialog management capabilities ensure that employees have natural, human-like, interactive conversations. Gaspar can dynamically ask follow-up questions and combine multiple plugins until users get accurate solutions. 


## Using Gaspar AI for employee support

Gaspar AI seamlessly integrates with your favorite tools to empower your teams with 100+ automations across different departments and systems. Gaspar AI is the simplest way for your employees to get support: one unified, easy-to-use solution, with no need to switch apps, learn coding or use complicated systems. They simply talk to our AI chatbot on Slack or MS Teams and have their issue addressed promptly. Employees can thus perform their tasks better; find information they need faster; and be more productive.
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Here are some of the most common uses of Gaspar AI by employees: 

### 1. Instantly unblock access to their account
It happens very often – an employee wants to do their job only to find out they are locked out of some systems. With Gaspar AI it is extremely easy to reset their password without the IT and helpdesk team getting involved. The process is very streamlined: employees ask Gaspar to reset their password for said system or application. Our AI chatbot identifies the user and provides a temporary password which the employee can then replace with their chosen one. Instead of having to stay idle for hours, they get back to work immediately.  

### 2. Find out their PTO balance in a sec
Employees can ask Gaspar a simple question about their remaining paid time off (as simple as “what’s my PTO balance?”) and get an answer instantly. They can then go on and organize their holidays! 

### 3. Easily request time off
Requesting time off with Gaspar AI is as smooth as a summer breeze! Employees send their request to our AI chatbot on Slack or MS Teams e.g. “I want to take time off May 2-7". It then asks their manager to approve or decline it – again on Slack or MS Teams. Once the request is handled, the employee is updated – and in the meantime they can track its status.  

### 4. Access the folders they need effortlessly
It often happens that an employee might not have access to some folders they need. They can ask Gaspar to give them access to the specific folders, and our AI chatbot will forward the request on Slack or MS Teams to the right person. They will again approve or reject the request, and the employee will receive an update.   

### 5. Instantly find information they need to do their work
Often, useful information is buried deep within files and systems and is hard to access - Gaspar AI empowers your workforce to instantly find it: HR policies, how-to questions, relocation policy, travel policies, company holiday schedules, benefits updates, payroll inquiries and much more. Everything employees need is right at their fingertips, just a question away on Slack or MS Teams!  

### 6. Know their projects’ deadlines
Keeping up with project deadlines is crucial. With Gaspar AI it’s also super easy. Employees ask our AI chatbot to give them an update and they instantly know what’s urgent and what’s not.  

### 7. Request a new laptop
When in need to change laptops, employees easily request a new one on Slack or MS Teams, and your IT team can then handle it. 

### 8. Access required software applications in seconds
Employees change roles, departments, projects – this means that they might need new licenses for apps they did not use before. Again, everything is just a question away, and the whole approval process happens on Slack and MS Teams.  

### 9. Open a ticket on Slack or MS Teams with no need to switch apps
It happens - some issues are far too complex to solve without human intervention. But fear not: Gaspar AI facilitates ticket creation and handoff to the right agent. Employees simply fill in a form on Slack or MS Teams to describe their issue (they can even attach screenshots and images), and a ticket is created on your ticketing platform. It is then routed to the right human agent to be taken care of. 

### 10. Send automated reminders and updates
Lots of emails stay unread in our inboxes, so Gaspar AI ensures that the important ones are not. Employees can create announcements about anything they like right on Slack and MS Teams: office lunches, team reviews, reminders about expenses submission, updates about new product launches and campaigns, and so much more.   

### 11. Rate the IT support experience
What’s not measured can’t be improved. Whenever a request is resolved via an agent, a 5-star rating scale pops up on Slack and MS Teams. Just a click, and the employee rates their experience by sharing their satisfaction level. Thus, IT teams know how they perform and can focus on the areas that need improvement.  

### 12. Create groups and email lists
With Gaspar AI, employees easily create a new group or email list by providing information such as name, purpose, members, and any necessary permissions to our chatbot. 

### 13. Manage people in Slack channels
It’s super easy to add or remove people from Slack channels just by talking to our chatbot. 

### 14. Access shared calendars
Employees effortlessly access shared calendars such as vacation calendars in seconds. They just submit their question to our virtual agent who fulfills their request promptly, adhering to existing permissions.  

### 15. Access their sales contracts
Sales reps ask our Generative AI Virtual Agent any contract-related question and it answers with information tailored specifically to them. 


## What are the benefits of using Gaspar AI for employee support?

Employees are the heart and soul of a company. Outstanding business results happen because of them, so making them happy and keeping them satisfied and loyal is crucial. The first and probably most important benefit of Gaspar AI is the happy employees! With Gaspar AI, employees get instant, user-friendly assistance, which minimizes their frustration and unproductive time, and maximizes their satisfaction and loyalty. By adopting Gaspar AI, employees get immediate answers from our AI Virtual Agent directly on Slack, MS Teams or Jira SM. This streamlined communication leads to perfect employee experiences: it frees their time and makes them more productive, leading to higher satisfaction, retention, and a great workplace culture.
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With Gaspar AI, employees also get 100x faster issue resolution. Routine issues are resolved in seconds, allowing employees to return to work and freeing up your helpdesk team to focus on the complex ones and solve them promptly. As a result, employees and your helpdesk team alike enjoy higher productivity.
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Gaspar AI is extremely easy-to-use. This means that it can help employees from Day 1: no coding or special skills needed – Gaspar AI works autonomously to address employee support issues across the enterprise instantly. Employees will love using it: finally, they don’t need to know any technical jargon but can speak in their everyday language and get instant support! Gaspar AI has been built on advanced LLMs, and trained with high-quality data sets specific to the employee support sector, ensuring instant understanding of issues and human-like, accurate answers. Our Natural Language Processing (NLP) and Natural Language Understanding (NLU) technology outperforms competition and can be trained within weeks in a new language. Thanks to our dialog management capabilities, our Virtual Agent can ask follow-up questions and clarifications until the employee’s issue is resolved. Gaspar AI will be your employees’ perfect partner!
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What’s also great with Gaspar AI is that it’s the only platform with an AI chatbot offering in-app instant support on 3 applications - Slack, MS Teams and JSM support portal. With continuously evolving integrations, Gaspar AI provides a sophisticated chat experience, featuring in-bot form completion when in need to raise a ticket, and precise solutions.
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Finally, thanks to Gaspar AI’s Business Insights and Performance Metrics you get actionable recommendations for your support team and business operations. You can easily review your platform’s performance, get guidance about how to further optimize processes, fill in knowledge gaps and prioritize automation opportunities, greatly impacting employee satisfaction with your department’s services. 

 
## How do I set up Gaspar AI?

Just start a free 21-day trial by filling in the form [here](https://www.gaspar.ai/free-trial-signup). Then, log in with your SSO- e.g. Google, Microsoft 365. A member of our team will contact you to onboard you. Yes, it’s that simple!
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If you are curious to learn more about Gaspar AI, you can schedule a free, personalized demo [here](https://www.gaspar.ai/demo-request). During the meeting, we can discuss your needs and you can see exactly how your helpdesk/IT team and employees can use the platform. 

Are your employees struggling with support? Discover why Gaspar AI is what they need: 24/7 availability, automation, instant responses are just a few of the benefits.

Why your employees need Gaspar AI

By seamlessly integrating our AI employee helpdesk with Dropbox, you enjoy powerful AI capabilities that enhance productivity and collaboration for both helpdesk teams and end users. With automated Dropbox account management and improved knowledge management, your support team gains valuable time for impactful initiatives and your employees work better. Let’s explore how you can make your business operations more efficient and enhance employee knowledge access and sharing by connecting Gaspar AI and Dropbox. 

## Automate and streamline approvals

Gaspar AI makes accessing the right groups and folders within Dropbox effortless while maintaining security. It operates seamlessly within Microsoft Teams or Slack, where both the requester and the approver receive real-time updates and notifications. The requester just needs to ask our Generative AI chatbot for access, and the approver will receive the request to either approve or reject it on Slack or Teams. 

- Group Management: Gaspar AI streamlines group management by automating user additions in and removals from Dropbox groups, guaranteeing accurate access rights at any time.  
- Folder Management: By automating folder access approvals, Gaspar AI ensures that authorized individuals have the required permissions and that shared files are only accessed by those they should.  

 
## Automate account management

Gaspar AI's Workflow Automation streamlines team operations by automating repetitive tasks. It simplifies user account management in Dropbox, empowering administrators to seamlessly add or remove accounts, ensuring organizational needs are met with precision and consistency. 


## Create and enrich your company’s knowledge

If you use Dropbox to store your company’s knowledge articles, Gaspar AI detects gaps in your files by analyzing actual employee inquiries and recommends creating relevant content to fill these voids. Additionally, it assesses the quality and depth of your internal information, providing insights into areas that require enhancement. This proactive approach ensures that organizational knowledge stays updated and thorough, promoting ongoing refinement and progress. 

 
## Offer instant answers based on your Dropbox knowledge

Gaspar AI seamlessly integrates with Dropbox, accesses files stored there and ingests knowledge content to generate precise, human-like responses. From IT troubleshooting to HR policies, users receive timely and accurate answers. Each response is backed by thorough source citations, ensuring reliability.  

 
## Gaspar AI’s employee helpdesk and Dropbox collaboration redefines efficiency

By integrating Gaspar AI with Dropbox you elevate your business efficiency with Generative AI and maximize your existing application’s capabilities. In just a few clicks you get better knowledge management and sharing, automated answers based on your internal files and faster folder access, ensuring a very high return on your Dropbox and Gaspar AI investments.
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If you’d like to learn more, you can [schedule a free, personalized demo](https://www.gaspar.ai/demo-request) and discuss your specific needs. 

Dropbox integration for better knowledge management and sharing

Improve your company’s knowledge management and business efficiency by integrating Dropbox with the Gaspar AI helpdesk. Discover more in our blog!

Gaspar AI and Dropbox for better knowledge management and sharing

Shadow AI - also dubbed “shadow IT” or “BYOAI,”- is a term describing unsanctioned or ad-hoc generative AI use within an organization that's outside IT governance. This can occur when individual departments or employees adopt AI-powered tools or solutions independently, often without the knowledge or approval of central IT or data management teams. That enterprising spirit can be great, in a vacuum—but eager employees may lack relevant information or perspective regarding security, privacy or compliance. This can expose businesses to a great deal of risk. For example, an employee might unknowingly feed trade secrets to a public-facing AI model that continually trains on user input, or use copyright-protected material to train a proprietary model for content generation and expose their company to legal action.
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Shadow AI is an issue often overlooked when thinking about the risks of inefficient and slow employee support. And that’s too bad: according to [Salesforce](https://www.salesforce.com/news/press-releases/2023/09/07/ai-usage-research/), 75% of users are looking to automate tasks at work by using generative AI. But eager employees may lack relevant information or perspective regarding security, privacy or compliance.  This can significantly increase the risk exposure for businesses. For instance, an employee could inadvertently disclose trade secrets by feeding them into a publicly accessible AI model that continuously learns from user input.
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As if IT departments didn't have enough on their plate, the adoption of generative AI is gaining momentum. As per the Salesforce survey, 52% of respondents noted a rise in their usage of generative AI since its initial implementation. This surge signifies that the challenge of shadow AI is not only here but is also expanding, posing a growing concern for IT.
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"The reality is, everybody's using it," said Matt Barrington, Americas emerging technologies leader at EY about recent [EY research](https://www.ey.com/en_us/consulting/businesses-can-stop-rising-ai-use-from-fueling-anxiety) finding that 90% of respondents used AI at work. "Whether you like it or not, your people are using it today, so you should figure out how to align them to its ethical and responsible use." 

## Why employees resort to shadow AI?

There are various reasons why employees resort to shadow IT, including: 

1. Perceiving the IT/helpdesk department as slow and unresponsive or lacking the expertise to manage new technologies effectively. Think about it: with the Mean Time to Resolve an issue being 26 hours, oftentimes they can’t be bothered to remain idle for so long and potentially be unproductive.  
2. Needing solutions for specific use cases that approved applications don't cover. 
3. Facing budget limitations that prevent the adoption of officially sanctioned enterprise-level versions of emerging technologies. 
4. Finding the technological and tooling constraints of approved projects too limiting for their needs. 


They thus turn to user-friendly Generative AI tools such as ChatGPT, which they can try out in their web browsers with little difficulty - without going through IT review and approval processes. The impulse is understandable, but shadow AI -- as with any sanctioned large language model (LLM) AI project -- presents various cybersecurity and business risks.  

## What are the risks associated with shadow AI?

Shadow AI can present various challenges and risks to companies, including the following: 

- **Functional risks**: Functional risks arise from the operational capabilities of an AI tool. Take, for instance, model drift, which occurs when the AI model deviates from its intended purpose due to changes in the technical environment or outdated training data. This deviation renders the model ineffective and potentially misleading, posing a functional risk to the company. 
- **Operational risks**: Operational risks pose threats to the company’s ability to conduct business effectively. These risks manifest in various forms. For example, a shadow AI tool might provide inaccurate advice due to model drift or might be hallucinating and generating false information. Acting on such advice could lead to wrong decisions.  
- **Data security and privacy concerns**: When using an unsanctioned AI system without proper oversight, there's a risk of sensitive data being mishandled or exposed, leading to potential breaches or compliance violations. For instance, a chatbot might ingest information included in an employee’s prompt; use it as training data; make it available to platform operators; and make it available to other users outside the company when answering their prompts. If the AI platform were to suffer a cyberattack, the data could also fall into cybercriminals' hands. Sharing such sensitive information with an LLM poses significant risks, including jeopardizing intellectual property, empowering competitors, violating data privacy regulations, eroding customer trust, and tarnishing the company’s reputation. 
- **Legal risks**: These materialize if shadow AI exposes the company to lawsuits or fines. Say the model advises leadership on business strategy. But the information is incorrect, and the company wastes a huge amount of money doing the wrong thing. Shareholders might sue. Lawsuits might also materialize if the shadow tool provides customers with bad advice generated by model drift or poisoned training data or if the model uses copyright-protected data for self-training. And, of course, violations of data privacy regulations could result in hefty legal penalties. 
- **Costs**: There can be wasteful or duplicative spending among shadow projects or between shadow and sanctioned ones. In some cases, shadow AI users may also waste money by failing to take advantage of volume and negotiated rates for similar, sanctioned technology. Consider, too, the opportunity cost stemming from shadow projects that ultimately fail because they do not follow company policies or good practices - that time and money could have been put toward other projects.  
- **Fragmentation and inconsistency**: Different departments or teams using disparate shadow AI tools can lead to inconsistencies in resource procurement, configuration and use.  
- **Control**: IT teams cannot see shadow IT resources, which means they can’t manage, organize and support them. 

## Unmasking shadow AI: how to get started

To address the challenges posed by shadow AI, companies need to implement robust governance frameworks and establish clear policies regarding the adoption and use of AI technologies. They should also encourage the collaboration between IT and business leaders to understand how various departments want to use AI. Additionally, centralizing AI deployment and management under the supervision of IT and data governance teams can help mitigate risks and ensure that AI initiatives contribute positively to the organization's overall success.
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However, as mentioned before, there is no guaranteed way to keep employees from using Generative AI to work more efficiently. Therefore, the most effective way to address Shadow IT is to provide an approved AI helpdesk platform. An AI employee helpdesk is a secure and always available support platform built for an AI-first world. Thanks to advanced language models, it offers dynamic, human-like conversations, seamlessly integrating with various communication channels and IT systems. It automates tasks and support resolution, and empowers employees to act, search, query, and generate content across a multitude of enterprise applications. Fueled by constantly improving generative models, AI-driven analytics for performance evaluation, and developer tools for customizable use cases, it's the future of assistance.  

## Addressing shadow IT challenges with an AI employee helpdesk

The AI helpdesk's swift and dependable issue resolution encourages employees to seek help from IT instead of resorting to unsafe fixes and shadow AI. Let's review how it addresses the main reasons why users resort to shadow AI in the first place. You will then understand why an AI employee helpdesk such as Gaspar AI can be your best ally in your fight against shadow IT.
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**1. Slow response times and lacking expertise** 

- **24/7 availability**: the AI helpdesk is available anytime, anywhere, so employees don’t have to rely on the agents’ work schedule or resort to unsecure fixes when the helpdesk team is not available. 
- **Instant resolution**: By automatically solving their most common issues, employees have no reason to seek help elsewhere. Also, by facilitating handoff to the right agent, they can resolve even the most complex issues easier and more quickly. 
- **Ease of use**: Thanks to LLM training, NLP and NLU, employees just talk to the AI helpdesk’s chatbot in everyday language on your company’s chat platform, e.g. Slack, MS Teams. They are instantly understood, engage in interactive conversations and get human-like answers. They now have one user-friendly, unified solution for their support. 
- **Accurate answers based on your company’s data**: All answers generated are precise and based on your company’s information, as opposed to using shadow AI. At Gaspar AI for instance, we use [Retrieval Augmented Generation](https://www.gaspar.ai/blog/retrieval-augmented-generation-and-enterprise-helpdesk) which means that our language model generates answers based on your knowledge base. 
- **AI trained with sector-specific datasets**: This means that answers accurately depict your company’s specific environment and context. 

**2. No approved solutions for specific use cases**  

- **AI customization**: It’s very easy to build specific uses cases with an AI tool. With Gaspar AI for example, you can [automate workflows ](https://www.gaspar.ai/blog/how-to-complete-employee-onboarding-in-under-one-minute)(e.g. employee onboarding) and connect systems without coding – just use our intuitive templates! 
- **Out-the-box integrations**: Most AI helpdesks come with ready-to-use integrations that offer solutions to the most common use cases.  

**3. No access to officially sanctioned solutions due to budget limitations** 

- **Low cost**: Contrary to what one would believe, an AI helpdesk can be a very cost-effective solution making it possible to be adopted at enterprise level. Gaspar AI, for example, has a cost of $4 per user monthly, therefore allowing even small companies to deploy it.   

**4. Limiting technological and tooling constraints of approved projects**

- **Scalability**: A well-chosen AI helpdesk is easy to scale and accommodate more use cases and increasing support demands.  
- **Flexibility**: AI employee helpdesks offer flexibility to connect with tools such as IT management systems and commonly used apps, covering most user needs. 
- **Multiple features**: A good AI helpdesk offers a wide variety of features such as issue resolution, ticket management, asset management, incident management, change management, business insights, analytics and reporting.  
 

## From shadow AI to safe solutions: harnessing the power of AI helpdesks

Security, IT and risk leaders should not expect shadow AI to go away any time soon. As new-generation LLMs become more numerous and diverse, there is every reason to expect shadow AI projects will multiply as well – an AI employee helpdesk is probably the safest and smartest solution. As generative AI usage becomes increasingly pervasive, companies will need to consider a broader strategy which will include adopting helpdesk tools that better meet business needs and encourage ethical and safe AI use. And data shows the effort is worth it. 76% of IT leaders believe GenAI will be significant if not transformative for their organizations, and 65% believe they will see meaningful results within the next year according to a [recent Dell survey](https://www.dell.com/en-us/perspectives/new-research-the-dell-genai-pulse-survey/?dgc=Af&cid=aithoughtleadership&lid=Forbes14).
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With an AI employee helpdesk such as Gaspar AI you can offer easy, instant, accurate and scalable support to end users minimizing their eagerness to seek solutions in unsafe places. You can rest assured that your company’s data and sensitive information will remain private. Any information collected from our customers is strictly confidential and will never be shared with other customers or utilized to train our generic AI model. The sole purpose of collecting these data is to enhance and personalize your individual model for an improved and tailored experience. What’s more, all generated answers and solutions adhere to existing permissions and access rights. Employees won’t be able to view or access information they are not supposed to.
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If you’d like to start addressing shadow AI projects today, you can [schedule a free demo](https://www.gaspar.ai/demo-request) where we will discuss your company-specific needs, show you around the platform and experience first-hand the magic of AI-powered support.
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_Citations:_

- _TechTarget, 10 top AI and machine learning trends for 2024, https://www.techtarget.com/searchenterpriseai/tip/9-top-AI-and-machine-learning-trends_ 
- _Forbes, What Is Shadow AI And What Can IT Do About It https://www.forbes.com/sites/delltechnologies/2023/10/31/what-is-shadow-ai-and-what-can-it-do-about-it/_  
- _TechTarget, Shadow AI poses new generation of threats to enterprise IT, https://www.techtarget.com/searchsecurity/tip/Shadow-AI-poses-new-generation-of-threats-to-enterprise-IT#:~:text=Operational%20risks%20come%20in%20many,%2D%2D%20i.e.%2C%20generating%20false%20information_
- _EY, AI Anxiety in Business Survey October 2023, https://www.ey.com/en_us/consulting/businesses-can-stop-rising-ai-use-from-fueling-anxiety_
- _The Dell GenAI Pulse Survey October 2023, https://www.dell.com/en-us/perspectives/new-research-the-dell-genai-pulse-survey/?dgc=Af&cid=aithoughtleadership&lid=Forbes14_

How to address shadow AI risks with an AI employee helpdesk

Discover the impact of shadow AI and how AI employee helpdesks offer secure, scalable, and ethical solutions to mitigate risks and enhance support.

By seamlessly integrating our AI employee helpdesk with [Google Workspace](https://workspace.google.com/), your favorite tools are infused with powerful AI capabilities, enhancing productivity for both helpdesk teams and end users. With automated task handling and immediate assistance without human intervention, your support team gains valuable time for impactful strategic initiatives. Meanwhile, employees avoid idle time, receiving swift solutions without delay. Our Generative AI helpdesk platform goes beyond mere L1 requests, resolving issues within seconds.
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Let’s explore how you can offer smarter and quicker employee helpdesk support by connecting Gaspar AI and Google Workspace. 

## Automate tasks and reduce manual work by 80%

Automatically solve 40% of routine issues and automate repetitive tasks without human intervention. Employees simply talk to our Generative AI Virtual Agent on Microsoft Teams or Slack in natural language and get solutions promptly. These are the key employee helpdesk automations supported by our Google Workspace integration: 

- **Software Provisioning**: Gaspar AI streamlines software provisioning by automating license management, ensuring compliance, and optimizing resource allocation. With strict adherence to permissions, unauthorized access is a thing of the past: users will not be able to get a license if they are not entitled to it based on their role.   
- **Password Management**: Say goodbye to downtime! Gaspar AI identifies the user and [automatically resets their password](https://www.gaspar.ai/blog/how-to-get-rid-of-password-reset-requests-in-ten-seconds) rather than just guiding them through the process. It thus enables employees to get back to work immediately. 
- **MFA Management**: Gaspar AI reinforces security by automating MFA removal when necessary, maintaining robust protocols with minimal administrative overhead. 
- **Group creation**: With a simple request, your desired group is created instantly, with the requester automatically becoming the group owner. 

## Automate and streamline approvals

Gaspar AI makes accessing the right groups, folders, and calendars effortless while maintaining security. It operates seamlessly within Microsoft Teams or Slack, where both the requester and the approver receive real-time updates and notifications.  

- **Group Management**: Gaspar AI streamlines group management by automating user additions and removals, guaranteeing accurate access rights at any time.  
- **Calendar Management**: By automating calendar access approvals, Gaspar AI ensures that authorized individuals have the required permissions, fostering collaboration and boosting productivity. 

## Offer instant answers based on your Google docs (or other) knowledge

Gaspar AI seamlessly integrates with Google Docs, tapping into your internal data to provide precise, human-like responses. From IT troubleshooting to HR policies, users receive timely and accurate answers. Each response is backed by thorough source citations, ensuring reliability. Moreover, Gaspar AI integrates with various knowledge bases and internal repositories, ensuring swift access to relevant information and enhancing operational efficiency.  

## Create and enrich your company’s knowledge

Gaspar AI detects gaps in your knowledge base and docs by analyzing actual employee inquiries and recommends creating relevant content to fill these voids. Additionally, it assesses the quality and depth of your internal information, providing insights into areas that require enhancement. This proactive approach ensures that organizational knowledge stays updated and thorough, promoting ongoing refinement and progress. 

## Automate processes by 90%

Gaspar AI's Workflow Automation streamlines team operations by automating repetitive tasks. It simplifies user account management in Google Workspace, expediting onboarding and reducing offboarding timelines.  

- **Account Management**: Gaspar AI empowers administrators to seamlessly add or remove accounts, ensuring organizational needs are met with precision and consistency. 
- **Account Suspension**: With Gaspar AI's Workflow Automation, account suspension and reactivation are executed promptly, enabling IT Admins to respond swiftly to security threats or operational requirements. 
- **Organizational Unit Management**: Gaspar AI automates user transfers within the company, accurately reflecting organizational structure changes across systems.  
- **Single Sign-On**: Gaspar AI facilitates user creation through streamlined single sign-on functionalities. 

## Make data-driven decisions based on our Business Insights

Unlock employee productivity with Gaspar AI's Business Insights. [Discover prevalent employee challenges](https://www.gaspar.ai/blog/transform-data-into-actionable-knowledge-with-ai-powered-insights), productivity obstacles, and uncover the most effective solutions. Leveraging advanced language models, we analyze ticket data to pinpoint areas for service enhancement. Identify key automation opportunities, process refinements, and knowledge content that will drive significant business impact.  

## Measure your investment’s impact with Performance Metrics

Track which features, capabilities, and resources employees find valuable, along with key KPI performance. Analyze trends over time, enabling informed decision-making and data-backed actions.  

## Gaspar AI’s employee helpdesk and Google Workspace collaboration redefines support

By integrating Gaspar AI with Google Workspace you elevate your employee support operations with Generative AI and maximize your existing applications’ capabilities. In just a few clicks you get more than 100 automations, along with business insights and better knowledge management, ensuring a very high return on your Google Workspace and Gaspar AI investments.
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If you’d like to learn more, you can [schedule a free, personalized demo](https://www.gaspar.ai/demo-request) and discuss your specific needs. 

 

Gaspar AI and Google Workspace for better employee helpdesk support

Enhance Google Workspace with Gaspar AI: Automate tasks, streamline approvals & access instant employee helpdesk support. Discover all you can do in our blog!

Gaspar AI and Google Workspace for better employee support

In the last years, employee support costs have soared to record highs: the average helpdesk ticket cost is $26.51, a 30% increase vs two years ago, leading to greatly increased operational costs. The Mean Time to Resolve has increased to 9.72 hours, while the days tickets are backlogged are an average 12.1 now – resulting in high downtime costs. This is just a preview of how much agents’ and employees’ productivity hurts due to inefficient support – let alone the missed opportunities for revenue generation. Productivity loss ultimately leads to higher business costs, damaging the company’s profitability.
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That’s why companies are now turning to Generative AI: AI-powered solutions offer instant employee support and enhance efficiency, reduce costs, and improve the employee experience. Let's delve into how Gaspar AI, our Generative AI helpdesk, can significantly cut the costs of your company’s employee support. 

## Eliminate Level 1 support issues

Gaspar AI automates the resolution of the most common issues faced by employees. From mundane tasks like password resets and account unlocks to more intricate matters such as accessing specific folders or editing email lists and groups, Gaspar AI ensures these L1 issues vanish into thin air, along with their cost. Our Generative AI helpdesk solution leads to significant savings in labor costs, as it promotes self-service solutions where there is no need for human support agents to intervene.
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By instantly resolving 40% of routine issues via automation or by surfacing the most relevant solutions from various systems and knowledge bases, Gaspar AI empowers employees to address common requests independently. This not only reduces the burden on the helpdesk but also minimizes downtime and opportunity costs. For example, delays in resolving technical issues that can easily be autonomously addressed may prevent employees from accessing critical systems or tools, hampering their productivity and hindering business operations.  

## Maximize ROI on your existing investments

Investing in self-service resources is a common strategy for helpdesks aiming to empower employees and reduce ticket volume. Yet, without proper guidance, employees may still resort to submitting tickets for even the most basic issues. Gaspar AI addresses this issue head-on by meticulously combing through all available resources within the organization to provide tailored solutions. By leveraging existing investments in ITSM, Identity and Access Management systems, and knowledge bases through seamless integrations, Gaspar AI ensures that every support dollar yields tangible returns. 

## Offer 24/7 employee support at no extra cost

Unlike traditional human-operated helpdesks that work within specific business hours, Generative AI helpdesks are available round-the-clock. Employees can access support whenever they encounter an issue, no matter the time. This not only improves employee satisfaction by providing timely assistance but also reduces the need for additional staff to cover extended support hours, cutting all related costs.
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At the same time, it helps reduce downtime costs: every minute of downtime due to IT issues can result in lost productivity and revenue for businesses. By offering instantaneous responses and 24/7 availability, Gaspar AI minimizes downtime and its associated costs. By resolving issues quickly and efficiently, it helps companies maintain operational continuity and avoid the financial repercussions of extended downtime. 

## Streamline the ticket lifecycle

Gaspar AI accelerates the entire ticket lifecycle even for complex issues requiring expert attention. Our AI chatbot facilitates handoff to human agents: it helps users create a ticket by simply filling in a form on Slack or MS Teams, and then routes it to the right agent, alongside with any useful information and categorization. It sends notifications when needed and allows end users and helpdesk agents to follow up and check the status either on the ITSM platform or on Slack and Teams, until the ticket is resolved. This automation helps close the tickets faster, and minimizes the time and resources spent on escalations, resulting in cost savings for companies.  

## Take command of software spend

The inefficiencies surrounding software licenses can lead to significant financial waste for large companies. Gaspar AI empowers organizations to take control of their software spend by provisioning licenses instantly, just by requesting it from our Virtual Agent. It also accelerates the process of obtaining the necessary approvals and helps reclaim unused licenses. This approach not only reduces costs but also ensures that employees have timely access to the software they require to excel in their roles. 

## Scale employee support with no additional spend

Gaspar AI’s Generative AI helpdesk offers scalability and flexibility to adapt to changing business needs and fluctuating support demands. Whether supporting a small team or a large enterprise, our AI-powered platform can efficiently handle a high volume of support requests without compromising on quality or performance. This scalability ensures that companies can effectively manage support costs without sacrificing service quality or needing additional headcount.

## Cut down your costs with Gaspar AI's Generative AI helpdesk

Gaspar AI offers an intuitive solution that addresses common challenges while driving significant cost savings. By automating routine tasks, enhancing support quality, maximizing ROI on existing investments, empowering employees with self-service solutions, streamlining ticket lifecycles, and taking command of software spend, Gaspar AI paves the way for a more efficient and effective support ecosystem. An employee helpdesk ticket costs just $1 when you deploy Gaspar AI, as opposed to $26.51 on average when you don’t. The choice is yours: do you want to keep spending your precious IT budget on non-value-adding projects, or finally start implementing high-impact activities?
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If you’d like to learn more about cutting down your helpdesk costs while improving your employee support operations and experience, [try Gaspar AI for free](https://www.gaspar.ai/free-trial-signup) or [schedule a free demo](https://www.gaspar.ai/demo-request). 

_*Source: https://www.metricnet.com/_  

Slash support costs in half with a Generative AI helpdesk

Learn all the different ways our Generative AI helpdesk can help you reduce your employee support costs and decrease your ticket cost to $1. Read our blog!

Slash support costs in half with our Generative AI helpdesk

The integration of Gaspar AI with Office 365 enriches your favorite tools with AI capabilities, empowering your employee helpdesk teams and end users to be more productive. By leveraging our AI helpdesk to automate tasks and offer instant support, your employee support team has more time to focus on creating impact through strategic projects. At the same time, employees don’t lose time by being idle and waiting for their problems to be solved. Our Generative AI helpdesk platform resolves more than just L1 requests within seconds.
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Let’s explore the different features you can enjoy by connecting Gaspar AI and Office 365. 

## Automate tasks and reduce manual work by 80%

Automatically solve 40% of routine issues and automate repetitive tasks without human intervention. Employees simply talk to our Generative AI Virtual Agent on Microsoft Teams in natural language and get solutions promptly. These are the key employee helpdesk automations supported by our Office 365 integration: 

- **Software Provisioning**: Gaspar AI simplifies software provisioning by automating the process of adding and removing licenses. This not only ensures compliance but also optimizes resource allocation, reducing unnecessary expenditure. Gaspar AI honors any permissions set up in your products. This means that users will not be able to get a license if they are not entitled to it based on their role.  
- **Password Management**: Gaspar AI identifies the user and [automatically resets their password](https://www.gaspar.ai/blog/how-to-get-rid-of-password-reset-requests-in-ten-seconds) rather than just guiding them through the process. It thus reduces downtime and enables users to get back to work immediately. 
- **MFA Management**: Enhancing security measures, Gaspar AI automates the removal of MFA from accounts as necessary. This ensures that security protocols remain robust while minimizing administrative burden.
- **Group creation**: It’s never been easier or quicker to create a group! Just ask Gaspar to create your desired group – the requester will become the group owner. 


## Automate and streamline approvals

Make it easy for everyone to access the groups, folders, and calendars they need but not the ones they don't. The process happens on Microsoft Teams, and both the requester and the approver get status updates and notifications. 

- **Group Management**: Managing user groups becomes a breeze with Gaspar AI. By automating the addition and removal of users from various groups, our AI-powered platform ensures that access rights are always up to date. 
- **Calendar Management**: By automating calendar access approvals, the system ensures that the right individuals have the necessary permissions, enhancing collaboration and productivity. 

## Offer instant answers based on your SharePoint (or other) knowledge

Gaspar AI integrates with SharePoint to access your internal information and generate accurate, human-like answers, empowering users with timely and accurate responses to queries such as IT troubleshooting, how-to questions, HR policies, and more. The generated answers come with comprehensive source citations, ensuring the content’s reliability. It also integrates with other knowledge bases and internal repositories and therefore enhances operational efficiency by ensuring that relevant information is readily available. 

## Create and enrich your company’s knowledge

Gaspar AI identifies article gaps based on real employee demand and suggests relevant article creation. It also helps you understand whether your internal information needs improvement or enrichment so that you can make the necessary changes. This ensures that organizational knowledge remains comprehensive and up-to-date, fostering continuous improvement. 

## Automate processes by 90%

Gaspar AI’s Workflow Automation helps your team minimize repetitive tasks by creating automated workflows. It facilitates the management of user accounts within Office 365, simplifies onboarding and reduces offboarding time. 

- **Account Management**: Gaspar AI empowers administrators to effortlessly add and remove accounts as per organizational needs, streamlining the process and ensuring accuracy and consistency across the board. 
- **Account suspension**: Our Workflow Automation enables swift and efficient account suspension and re-enabling functionalities, allowing IT Admins to swiftly respond to security threats or operational requirements without unnecessary delays or manual intervention. 
- **Organizational Unit Management**: With Gaspar AI you can automate user moves within the company. This ensures that changes in the organizational structure are accurately depicted in your systems at every point. 
- **Single Sign-On**: Gaspar AI simplifies user creation by enabling single sign-on functionalities. 

## Make data-driven decisions based on our Business Insights

With Gaspar AI’s Business Insights feature you can [uncover the most common employee issues](https://www.gaspar.ai/blog/transform-data-into-actionable-knowledge-with-ai-powered-insights), what’s hurting their productivity, which automations or content will unblock them. We use large language models to break down ticket data and present the areas of service that need the most improvement. Thus, you can identify which automation opportunities, process improvements and knowledge content will have the biggest business impact. 

## Measure your investment’s impact with Performance Metrics

Monitor which features, capabilities, and resources employees find valuable, and the performance of key KPIs. Compare performance over time, make grounded decisions and take data-driven action. 

## Gaspar AI and Office 365 collaboration redefines employee helpdesk support

By integrating Gaspar AI with Office 365 you elevate your employee support operations with Generative AI and maximize your existing applications’ capabilities. In just a few clicks you get more than 100 automations, along with business insights and better knowledge management, ensuring a very high return on your Office 365 and Gaspar AI investments.
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If you’d like to learn more, you can [schedule a free, personalized demo](https://www.gaspar.ai/demo-request) and discuss your specific needs. 

Gaspar AI and Office 365 integration for better employee helpdesk support

Enhance Office 365 with Gaspar AI: Automate tasks, streamline approvals & access instant employee helpdesk support. Discover all you can do in our blog!

Boost the employee helpdesk with Gaspar AI and Office 365

A year after the massive success and quickest than ever adoption of ChatGPT, followed by the rise of AI in every corner of our lives, one thing hasn’t changed: IT leaders continue to struggle with the same pain points and concerns as they steer digital transformations aimed at bolstering business resilience and enhancing experiences for both customers and employees. From overwhelmed employee support teams to slow response times and complicated processes, these challenges can significantly impact employee satisfaction and overall business operations. In this blog post, we'll delve into the most common pain points and explore how companies can adopt Gaspar AI to address them and unlock valuable benefits. 

## Pain point: Overwhelmed employee support helpdesk teams

Helpdesk support teams face a constant influx of inquiries and issues, often struggling to keep pace with the volume of requests. It's indicative that ticket volume has increased +35% in the last 2 years. This high workload can lead to delays in response times and challenges in providing timely assistance to employees, impacting overall support efficiency and employee satisfaction.
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Gaspar AI alleviates the burden on helpdesk support teams by eliminating L1 support tickets through [autonomous resolution](https://www.gaspar.ai/solutions) and freeing them from massive ticket queues. Our platform offers automated solutions and accurate Generative AI responses to routine employee queries. Gaspar AI uses [proprietary algorithms and high-quality, sector-specific datasets](https://www.gaspar.ai/blog/gaspar-generative-ai-helpdesk), along with Retrieval Augmented Generation (RAG) that ensures the generated answers are based on the company’s knowledge base and internal repositories. At the same time, [multiple plugins](https://www.gaspar.ai/integrations) and GenAI triggered automations allow for instant, automated resolution of most frequent issues, such as password resets. Gaspar AI guarantees swift and precise resolution of L1 issues without human intervention, freeing up valuable resources for more complex tasks.
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**_Value delivered: Reduced ticket volume and manual work_**
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By automatically and accurately answering and resolving routine queries, Gaspar AI deflects a high number of support tickets, relieving the pressure on helpdesk teams and [streamlining support processes](https://www.gaspar.ai/benefits). 

## Pain point: Unproductive employees

The lack of employee productivity may stem from difficulties in accessing timely support or inefficient communication channels, and greatly hinders business operations. With Gaspar AI, employees benefit from instant, high-quality and precise Generative AI responses to repetitive queries. Our Virtual Agent is powered by fine-tuned LLMs optimized to work with enterprise data, and has advanced NLP and NLU capabilities to identify intent and ensure context-aware dialogues. It also engages in interactive conversations and asks follow-up questions to help employees get the right answer.
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**_Value delivered: Increased productivity_**
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By empowering employees with timely and accurate support, Gaspar AI minimizes downtime and allows employees to focus on their core tasks, thereby enhancing overall productivity.  

## Pain point: Employees struggle to use multiple tools and communicate with the helpdesk

Employees struggle to navigate disparate systems, making it difficult to find the files, information or resources they need, or access the support they require.
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Gaspar AI streamlines employee support by offering a [unified, easy-to-use solution](https://www.gaspar.ai/blog/ai-employee-helpdesk-on-slack-msteams-jira) that eliminates the need for multiple tools. Our friendly, intuitive interface on [Slack](https://www.gaspar.ai/blog/employee-helpdesk-on-slack), [MS Teams](https://www.gaspar.ai/blog/using-ms-teams-for-it-support) and [Jira SM support portal](https://www.gaspar.ai/xence-ai) empowers employees to just talk with our chatbot and immediately get solutions. Our AI helpdesk platform instantly consolidates information from different sources, staying grounded in each company’s data, and delivers responses in a human-like way. All AI-generated answer summaries adhere to access permissions and users can instantly verify them through citations and links to source content, boosting their trust to our AI platform. Omni-channel support and easy handoff to human agents also enhance communication between the helpdesk team and employees.
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**_Value delivered: Increased user adoption_**
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With its user-friendly interface, trustworthy responses and omni-channel support, Gaspar AI encourages widespread adoption among employees, leading to smoother communication and collaboration between helpdesk teams and end-users. 

## Pain point: Dissatisfaction with employee support performance due to slow response times

Resolution time has increased by +57%* in the last two years. Slow response times impede productivity, lead to dissatisfaction with overall support quality and erode trust in IT support services. Gaspar AI improves IT support efficiency by increasing agent productivity through automated processes. By facilitating easy ticket creation, automated sync with the ITSM platform, and smart routing to the right agent, Gaspar AI reduces response times and enhances the perception of IT services. Our AI helpdesk allows employees to look up the status of one or multiple tickets on Slack, MS Teams or the ITSM portal for greater resolution visibility. And in case additional details or responses are needed, it automatically sends notifications to employees and agents.
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**_Value delivered: Improved IT helpdesk perception_**
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Gaspar AI enhances IT support efficiency, reducing response times and improving employee satisfaction with quicker issue resolution. This boosts the perception of IT services within the company, making the IT and helpdesk team the employees’ best partners. 

## Pain point: Investments entail long time-to-value and deployment

Investments often require extended deployment periods and time-to-value, posing challenges for companies seeking rapid returns on their technology investments. Lengthy deployment processes can delay the realization of benefits, hindering business agility and innovation. Gaspar AI accelerates value realization with its rapid deployment process that takes no more than 1 hour and seamless integrations. By offering over 30 out-of-the-box integrations and quick knowledge ingestion from various platforms, such as Sharepoint, Google Docs, Coda, Confluence, Helpjuice, Notion, Dropbox, Gaspar AI ensures companies can swiftly leverage its capabilities.
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**_Value delivered: Rapid value_**
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Gaspar AI's quick deployment and seamless integrations ensure companies can swiftly leverage its capabilities, resulting in accelerated value realization and faster return on investment. 

## Pain point: Data security concerns

Data security concerns pose represent a critical challenge for organizations, as breaches can jeopardize sensitive data and result in significant financial and reputational damage. Protecting data integrity and confidentiality is paramount in maintaining trust with customers and stakeholders.
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Gaspar AI prioritizes data security and privacy by ensuring that customer data are protected. The information collected from our customers is strictly confidential and will never be shared with other customers or utilized to train our generic AI model. The sole purpose of collecting these data is to enhance and personalize each company's model for an improved and tailored experience. Thus, data are first stripped of anything personal or sensitive to the business. 
Moreover, customer data reside in their own region and don’t get transferred between regions. With data centers located across different continents (US, Canada, EU, or UK), Gaspar AI adheres to stringent privacy regulations.
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**_Value delivered: Respects business processes and privacy_**
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Gaspar AI safeguards sensitive information and adheres to business processes, thereby instilling confidence and trust in the company’s data handling practices. 

## Pain point: Complicated and repetitive processes that add zero value

Complex and tedious processes that contribute little to no value can bog down organizational efficiency and drain resources. These inefficiencies often arise from outdated workflows and manual tasks that consume valuable time and effort without yielding meaningful results.
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Gaspar AI simplifies and automates complex processes with its [no-code, intelligent workflow automation](https://www.gaspar.ai/platform). Helpdesk teams can create custom workflows to automate repetitive processes such as employee onboarding, account creation and more. Our AI helpdesk also identifies and resolves issues through GenAI-triggered automations, thus offering instant, autonomous resolution and deflecting tickets.
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**_Value delivered: Easy and smart automation_**
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Gaspar AI simplifies complex workflows and automates repetitive tasks without requiring any manual effort or coding skills.  

## Accelerate employee support efficiency and satisfaction with Gaspar AI

Gaspar AI emerges as a transformative solution for addressing common pain points in employee support, offering unparalleled value through its advanced Generative AI capabilities. By reducing ticket volume, increasing productivity, improving user adoption, enhancing IT perception, accelerating value realization, ensuring data security, and enabling smart automation, Gaspar AI empowers companies to optimize their support processes and deliver exceptional experiences to employees. [Embrace Gaspar AI today](https://www.gaspar.ai/demo-request) to revolutionize your employee support ecosystem and unlock a new era of efficiency and satisfaction.
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*_Source: https://www.metricnet.com/_  

How to address your employee support pain points with AI

Struggling with low-quality, slow employee support? Discover how Gaspar AI's helpdesk boosts productivity, automates tasks and reduces manual work.

How to address your employee support pain points with Gaspar AI

Are you an Atlassian customer? Do you use Jira Software for employee helpdesk issue tracking? Are you looking for an AI-powered solution, but you are not an Atlassian Premium or Enterprise customer? Don’t worry, Gaspar AI has you covered! We created the only AI helpdesk platform that integrates with Jira software and has a Virtual Agent that you can leverage no matter your pricing plan and infrastructure.
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Transform your IT support operations and offer magical employee experiences with our Generative AI platform that automates processes and brings smart ITSM solutions that maximize your Jira Software investment. 

## Deliver instant answers with our AI chatbot – Jira integration

We know that searching through Confluence to find the information you are looking for can be a nightmare. With Gaspar AI, when employees have questions, they simply ask our Generative AI chatbot on Slack and MS Teams and get instant answers to how-to questions, IT troubleshooting, HR policies, and more. Advanced LLM training and dialog management capabilities enable our Virtual Agent to understand human language, intent and context, and engage in natural, interactive conversations. No more complicated searches! All information is sourced from your internal repositories and knowledge base and delivered straight to end users on their favorite chat platform.  

## Automatically support your employees and speed up approvals

Our Generative AI chatbot automatically resolves 40% of employee issues instantly, without human involvement, on Slack and Microsoft Teams. Requests include password resets, group management, email lists, HR requests such as PTO, folder and calendar access approvals, license provisioning, etc. This dramatically reduces your helpdesk ticket cost and volume and allows your team to focus on strategic initiatives. At the same time, employees can get back to work immediately and be more productive. 

## Streamline ticket management workflows

Gaspar AI’s platform resolves tickets or routes them to exactly the right person on your helpdesk, intelligently and automatically. Whenever a request is automatically resolved, an issue-ticket is generated on Jira Software to help you keep track – no need to manually create it. For complex requests, our platform facilitates hand-off to the best suited helpdesk agent with notes that are automatically added. Creating the issue ticket is super simple: the employee fills in a form on Slack or MS Teams. Tickets are tracked on Slack, MS Teams and Jira software. 

## Enhance your knowledge base

You need to know where your knowledge gaps are in order to prioritize what articles to write next. Thanks to our Business Insights, you can uncover the most common employee issues, what’s hurting their productivity, and which content will unblock them. We use large language models to break down ticket data and present which knowledge content is most needed. Thus, you can prioritize creating the relevant articles. 

## Bring the power of AI on Cloud and Data Center across all pricing plans

With Gaspar AI, it doesn’t matter where you host your Atlassian products: it works on both Cloud and Data Center. What’s best is that it is available for standard, premium and enterprise plans with unlimited usage. 

## Gaspar AI handles your data responsibly

Gaspar AI is designed to ensure everything confidential is inaccessible when searching, and that all existing permissions are respected. IT Admins have full control over which automations to enable and for which teams. The data you submit is used only to serve your experience. They are not used to train models or shared between customers. 

## Get the most out of your Jira Software

Ready to bring all our AI benefits to your Jira Software platform without needing a team of machine learning experts? If you wish to streamline your IT support operations and dramatically reduce your employee ticket volume, we can [schedule a meeting](https://www.gaspar.ai/demo-request) or you can directly [get the app on the Atlassian marketplace](https://marketplace.atlassian.com/apps/1230453/gaspar-virtual-agent?tab=overview&hosting=cloud). 

 

 

Are you a Jira software user? Transform your ticketing process – and not only – with Gaspar AI. The ultimate AI helpdesk solution for Jira users of any plan!

Jira Software helpdesk automation with Gaspar AI

As modern workplaces continue to evolve at the AI pace, the HR team’s role in ensuring seamless communication, support, and guidance for employees across all stages of their journey becomes even more important. The employee life cycle refers to the different stages that an employee goes through while working at a company. These stages include: 

1. Attraction 
2. Recruitment & Selection 
3. Onboarding 
4. Retention & Development 
5. Separation 

In this blog post, we delve into the impactful role of AI-powered HR helpdesks in managing the entire spectrum of the employee lifecycle. From the initial onboarding process that sets the tone for their journey to the crucial offboarding phase that ensures a smooth transition, HR helpdesks serve as the backbone of support and guidance. Join us as we uncover their profound influence on the employee experience, and how they contribute to organizational success every step of the way. 

## 1. Attraction - Crafting memorable first impressions

The Attraction stage marks the initial phase of the employee lifecycle, where companies aim to captivate and entice potential candidates. It involves strategic efforts to showcase the company's unique culture, values, and opportunities to attract top talent. Through various recruitment marketing channels, such as job postings, employer branding initiatives and networking events, companies strive to create a compelling first impression that resonates with candidates and encourages them to explore further. This stage sets the foundation for the candidate's perception of the company and significantly influences their decision to engage with the organization further.
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AI-powered HR platforms play a crucial role in this stage by providing personalized and efficient support to potential candidates. Candidates can engage in real-time conversations with Virtual Agents to learn more about job opportunities, company culture, and application processes. Virtual Agents can also assist with initial screening questions, guiding candidates through the application process, and providing immediate answers to frequently asked questions. For instance, a candidate interested in a job opening can interact with an AI chatbot to learn about the company's mission, vision, and values, or even receive personalized recommendations for relevant job openings based on their skills and preferences.
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Additionally, AI helpdesks can analyze candidate interactions to identify patterns and preferences, enabling recruiters to tailor their outreach and engagement strategies effectively. They can also help with candidate sourcing by scouring various online platforms and databases to identify potential candidates who match the desired qualifications and job requirements. This expands the candidate pool beyond traditional methods and helps recruiters discover passive candidates who may not be actively seeking employment. 

## 2. Recruitment and selection - Finding the perfect match

This stage involves reviewing resumes, conducting interviews, and ultimately selecting the most suitable candidate for the role. This stage is crucial as it determines the quality of talent entering the company and directly impacts its future success. Effective recruitment and selection practices not only ensure that the right skills and qualifications are matched to the job but also contribute to a diverse and inclusive workforce. It sets the stage for the candidate's integration into the company and lays the groundwork for their future development and growth within the organization.
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Integrating AI into the Recruitment and Selection stage offers numerous benefits, including increased efficiency, improved candidate experience, enhanced decision-making, and reduced bias. By leveraging AI technologies, companies can optimize their recruitment process and identify the best-fit candidates to drive success and innovation.
- **Resume screening**: AI-powered tools can analyze resumes to identify key qualifications and skills relevant to the job opening. This streamlines the initial screening process by automatically filtering out candidates who do not meet the criteria, saving recruiters time and effort. 
- **Predictive analytics for candidate fit**: AI analytics tools can analyze historical data on successful hires within the organization to identify patterns and characteristics associated with high-performing employees. This information can be used to develop predictive models that assess candidate fit and likelihood of success in the role. 
- **Assessment and simulation**: AI-based assessment tools can administer psychometric tests, simulations, and situational judgment tests to evaluate candidates' cognitive abilities, personality traits, and job-related skills. These assessments provide objective insights into candidate suitability and potential job performance. 

## 3. Onboarding - The foundation of employee experience

The Onboarding stage marks the pivotal beginning of an employee's journey within a company, encompassing the process of integrating new hires into the company culture, systems, and workflows. It involves providing essential information, resources, and training to facilitate a smooth transition and set the foundation for success in their new role. Effective onboarding goes beyond administrative tasks to foster a sense of belonging and engagement, helping new employees understand their role, responsibilities, and expectations within the company. By creating a supportive and welcoming environment, companies can accelerate the assimilation of new hires, minimize time-to-productivity, and maximize their contribution from the outset.
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AI-powered HR helpdesks can significantly improve the new hire’s onboarding experience by providing personalized support, guidance, and resources to new hires. 

- **Interactive onboarding chatbots**: Through [AI chatbots](https://www.gaspar.ai/blog/chatgpt-integrated-chatbot-for-employees), new employees can access essential information and assistance 24/7, even before their first day. Leveraging VR technology, AI helpdesk platforms can also provide immersive virtual tours of the company's offices, facilities, and workspaces. New hires can explore different departments, learn about company culture, and interact with virtual mentors or guides to familiarize themselves with their surroundings before their first day. Virtual Agents can answer common questions about company policies, benefits, and procedures, as well as provide guidance on navigating internal systems and platforms.  
- **Personalized onboarding paths,** based on new hires' backgrounds, skills, and preferences. This could include suggested training modules, introductions to relevant team members, and recommended resources to accelerate their integration into the company. They can also send personalized welcome messages and daily notifications and emails with remaining tasks, so they finish every step on time.  
- **AI-powered buddy matching**: AI algorithms can match new hires with experienced employees or mentors based on compatibility factors such as personality traits, work styles, and career interests. This ensures that new employees have a supportive mentorship relationship from the start, facilitating their transition and providing valuable guidance and support. 

At the same time, AI helpdesks can reduce the burden of manual and time-consuming tasks for the IT and HR teams. For example, [Workflow Automation enables the creation of automated onboarding processes](https://www.gaspar.ai/blog/how-to-complete-employee-onboarding-in-under-one-minute) with no need to have any coding skills. Every time new people join the company, account creation, license provisioning, folders access and more run automatically depending on their role and permissions.
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By automating routine tasks and providing instant support, AI helpdesks streamline the onboarding process, reduce administrative burden on HR teams, and ensure new employees feel supported and empowered from day one. 

## 4. Retention and development - Empowerment through ongoing support

In this stage, HR teams focus on maintaining and nurturing their existing talent pool. It involves [strategies and initiatives aimed at fostering employee satisfaction](https://www.gaspar.ai/blog/hr-helpdesk-for-employee-engagement), engagement, and loyalty to reduce turnover rates and retain top talent. It encompasses various activities, such as ongoing training and development opportunities, career advancement pathways, development plans, recognition programs, and a positive work environment.
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[According to the 2023 Employee Experience Trends report by Qualtrics](https://success.qualtrics.com/rs/542-FMF-412/images/Employee-), 37% of employees (a 5% increase from 2022) feel that they lack the necessary tools and processes to consistently meet the heightened productivity expectations set by organizations. This deficiency is starting to have a significant negative impact – and that’s where AI helpdesks come into play.

- **Effortless issue resolution and easy access to resources**: AI helpdesks serve as knowledge hubs offering instant responses to employee queries regarding things that matter to them: how-to info, IT troubleshooting, HR policies, benefits, and procedures. At the same time, [chatbots integrated in the company’s chat platform](https://www.gaspar.ai/blog/ai-employee-helpdesk-on-slack-msteams-jira) can also offer [automated resolution](https://www.gaspar.ai/solutions) to common employee issues, such as [password resets](https://www.gaspar.ai/blog/how-to-get-rid-of-password-reset-requests-in-ten-seconds), and instant approvals for access requests, [time-off](https://www.gaspar.ai/blog/hr-chatbot-personalized-info) and much more. By having their issues instantly resolved and their questions answered promptly, employees can get back to work immediately and be more productive. They also feel less stressed and frustrated, increasing their satisfaction and desire to remain in the company. At the same time, AI helpdesks free up HR staff from such repetitive tasks and enable them to focus on making an impact on employees’ work life.  
- **Addressing potential problems proactively**: AI helpdesks can analyze employee sentiment and engagement data to proactively identify areas for improvement in company culture and employee satisfaction, enabling HR teams to implement targeted interventions and foster a positive work environment.  

By investing in employee retention efforts with the power of AI, companies can strengthen their teams, enhance productivity, and sustain a competitive edge in the marketplace, minimizing the [Voluntary Turnover Rate](https://www.gaspar.ai/blog/hr-helpdesk-metrics). Additionally, having a solid strategy for employee development and growth can contribute to long-term commitment and organizational success. AI can greatly help both the workforce and HR teams in the development stage: 

- **Personalized learning plans**: AI helpdesks can offer personalized recommendations for employee development opportunities based on individual skillsets, career aspirations, and performance evaluations, thereby promoting continuous learning within the company and making employees happier. 
- **Intelligent feedback and assessment**: AI-powered assessment tools can provide real-time feedback on employee performance, identifying strengths, weaknesses, and areas for improvement. This feedback can be used to personalize learning experiences, target skill development efforts, and track progress over time, leading to [improved Skill Gaps metrics](https://www.gaspar.ai/blog/hr-helpdesk-metrics). 

## 5. Exit and offboarding - Transitioning with grace

This stage marks the culmination of an employee's journey within a company. It involves the process of transitioning departing employees out of the company and ensuring a smooth and positive departure experience. It includes conducting exit interviews to gather feedback, offboarding administrative procedures such as collecting company assets and updating records, and facilitating knowledge transfer to ensure a seamless transition for remaining team members. Effective offboarding is essential for maintaining positive relationships with departing employees, preserving institutional knowledge, and protecting the company's reputation. By handling exits with care and professionalism, companies can leave departing employees with a positive impression and maintain goodwill, even after they've moved on to new opportunities. 

- **Automated offboarding**: AI-powered helpdesks can automate the offboarding workflow, ensuring that the process happens smoothly and quickly, avoiding unnecessary company exposure. For instance, with Gaspar AI’s [no-code automation](https://www.gaspar.ai/platform), IT teams can create offboarding flows covering the required exit steps and tasks. They can then run these workflows automatically whenever someone leaves the company. This greatly reduces the time it takes to deprovision employees and helps keep your company data secure. 
- **Offboarding checklists**: AI-powered task management systems can generate personalized offboarding checklists for HR professionals and departing employees. These checklists can include steps for returning equipment, updating access privileges, completing paperwork, and scheduling exit interviews, ensuring that no essential steps are overlooked during the offboarding process. 
- **Knowledge transfer**: AI helpdesks can capture, organize, and distribute departing employees' knowledge and expertise. Natural language processing (NLP) algorithms can extract relevant information from documents, emails, and chat logs to create comprehensive knowledge repositories that remain accessible to the team, and [increasing the Knowledge Base coverage metric](https://www.gaspar.ai/blog/hr-helpdesk-metrics). 
- **Feedback analysis**: AI platforms can analyze feedback from exit interviews, surveys, and other sources to identify recurring themes, areas of concern, and opportunities for improvement. This data-driven approach enables companies to make informed decisions and implement targeted interventions to enhance the employee experience. 
- **Compliance monitoring**: AI systems can monitor compliance with offboarding procedures, data privacy regulations, and employment laws to ensure that departing employees' rights are protected, and legal obligations are met. AI algorithms can flag potential compliance issues, provide guidance on regulatory requirements, and streamline documentation processes to mitigate risks associated with offboarding. 

## Reflecting on the holistic impact of AI HR Helpdesks on the employee journey

By harnessing the power of AI, companies can foster a culture of continuous improvement, drive employee engagement, and ultimately, achieve greater success. HR helpdesks are becoming a necessity rather than a luxury, and they can be a key differentiator empowering talented employees to choose your company vs your competitor’s and making employees’ life within your company easier.
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Don’t let HR processes stress you out – [sign up](https://www.gaspar.ai/free-trial-signup) for Gaspar AI’s HR helpdesk today or [schedule a meeting](https://www.gaspar.ai/demo-request) to see the platform and discuss your needs.


AI-powered HR helpdesk's impact on the employee lifecycle

Discover the transformative role of AI-powered HR helpdesks in managing the entire employee lifecycle. Enhance engagement and efficiency. Learn more!

From attraction to separation: HR helpdesk's impact on the employee lifecycle

Beyond the balance sheets and technological advancements, the heartbeat of every thriving business is its people. Their passion, dedication, and collective expertise shape the culture, innovation, and resilience that define an organization. Companies don't succeed solely because of products or services; they thrive when people, with their unique talents and collaborative spirit, become the driving force behind every achievement and milestone. As HR leaders look ahead to 2024, they must remain focused on improving the employee experience. To do so, it is crucial to measure HR initiatives’ impact through key metrics.
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As AI and automation are becoming essential tools throughout a company’s operations and teams, it’s important to understand their impact on the employees’ everyday work life and prioritize HR metrics that track it. As a leader, you would want AI and automation to [make employees happier](https://www.gaspar.ai/blog/hr-helpdesk-for-employee-engagement) within your company, rather than stressed.
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[82% of executives](https://www.bamboohr.com/blog/key-hr-metrics) agree that HR metrics are useful for their organization* — and nearly one-third want to see more frequent reports from HR teams. From measuring employee engagement to assessing HR systems’ effectiveness, these metrics are the vital signs that determine the health and success of a company. Let’s explore what are the metrics that matter the most in today’s automated company environment, and how an AI-powered HR helpdesk can help you improve them.

## Understanding HR metrics

HR metrics enable organizations to monitor their human capital and assess the efficacy of their HR initiatives. Measuring this data—including what’s working well and what needs improvement —helps organizations track their HR success, and consequently better understand their employees’ performance and experience.
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Below you can see 12 key metrics that measure the effectiveness of your HR operations and enable people-first leaders to make the right discussions and changes: 

Service and Software metrics, such as: 

1. **Cost of HR per employee**: The total amount your organization spends on HR functions divided by the total number of employees. 
2. **HR software employee participation rate**: The number of employees who actively use your HR software. 

Recruitment metrics, which include: 

3. **Demographics**: The characteristics of your workforce such as age, gender, education level, and length of service. 
4. **Headcount**: The total number of employees in your company. 
5. **Time to productivity**: The time it takes for new hires to become acclimated to your organization and start working at full productivity. 

Engagement and employee retention: 

6. **Employee satisfaction**: The number of employees who would recommend your company as a good place to work versus the number of employees who wouldn’t. 
7. **Voluntary turnover rate**: Includes only those employees who leave your organization voluntarily. 
8. **Retention rate**: The opposite of your turnover rate in that you divide the number of employees who remained in your organization over a given period by the number of total employees. 

Time tracking metrics such as: 

9. **Absence rate**: The average number of days employees are absent, not including approved PTO (also called absenteeism). 
10. **Overtime hours**: The number of overtime hours worked by employees in a given time period.

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11. **Performance management metrics** that you can track through self-assessments, peer reviews, manager assessments, or a combination of all three. 

12. **Training and development metrics** that measure training effectiveness and the average amount of time it takes for an employee to complete a given training program. 

## Redefining HR metrics in the AI-powered era: 7 essential measures

With the great impact that automation has on today’s HR teams, in this article we decided to deep dive into the ones that matter most in our AI-powered world. These include some of the above and new ones: 

1. **HR software employee adoption rate**: The number of employees who actively use your company’s HR-related software and systems, divided by the total number of employees. 
2. **HR query response time**: The time it takes the HR helpdesk to address and resolve employee inquiries or concerns. 
3. **Voluntary turnover rate** which shows the % of employees voluntarily leaving your company as discussed above. 
4. **Overtime hours** worked by employees. 
5. **Time to productivity**, which as mentioned above, is the time it takes for new hires to start working at full productivity. 
6. **Knowledge base coverage**: The proportion of HR-related inquiries or issues that receive sufficient coverage within the knowledge base.  
7. **Skill gaps**: Analyze skill gaps within the workforce based on job requirements, performance data, and training outcomes.  

 
## Why track HR metrics?

HR metrics are essential for guiding strategic decision-making and optimizing organizational performance. By analyzing key indicators related to recruitment, employee engagement, and retention, HR leaders gain valuable insights into the effectiveness of their initiatives. This data-driven approach enables efficient resource allocation, fosters employee satisfaction and loyalty, and ultimately aligns HR strategies with broader company goals.
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In essence, HR metrics serve as a compass for companies, providing the necessary insights to continually improve workforce management and enhance the employee experience. By proactively examining HR data, companies can set goals and make decisions that better align with the evolving needs of today’s workforce. Instead of responding reactively to unexpected shifts, data-driven HR teams anticipate and influence improved employee experiences, and companies become more resilient. 

## Why measure HR software employee adoption rate

HR software employee adoption rate measures how well employees engage with and integrate HR software into their daily workflow. A low rate can signify that HR systems are complex and not user-friendly, and therefore [employees prefer not to use them](https://www.gaspar.ai/blog/why-employees-do-not-use-the-traditional-service-desk). By tracking this rate, companies can identify opportunities to consolidate redundant systems or upgrade to new ones, use cases that are not being met and training gaps preventing employees from using them. 

AI can significantly boost HR software adoption rates: 

- [An intuitive, user-friendly interface](https://www.gaspar.ai/slack-integration) allows employees to interact with the software seamlessly, making it easier for them to navigate and utilize various features. 
- AI can deliver [personalized experiences](https://www.gaspar.ai/blog/hr-chatbot-personalized-info) based on individual employee preferences and needs, making them more eager to use the apps. It can also recommend relevant features based on individual activity.   
- Predictive Analytics allow you to anticipate employee needs and provide proactive solutions.  
- [Chatbots and Virtual Assistants](https://www.gaspar.ai/platform) can offer real-time support and guidance to employees and showcase capabilities.  

## Why track HR helpdesk query response time

Reduced response times lead to quicker issue resolution, preventing potential disruptions to workflow and minimizing the impact on productivity. Speed is vital for an effective HR function. By measuring this metric, HR leaders can: 

- Identify the main issues blocking employee productivity. 
- Uncover knowledge gaps that can then inform learning and training programs. 
- Implement changes, streamline workflows, and continually optimize their responsiveness. 

Timely response to HR queries contributes significantly to [employee satisfaction and retention](https://www.gaspar.ai/blog/hr-helpdesk-for-employee-engagement). Quick and efficient resolution of concerns or inquiries demonstrates that the company values its employees and is committed to providing them with the necessary support.
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AI can enhance the HR helpdesk and dramatically improve HR query response time and accuracy: 

- AI Virtual Agents can [automate repetitive tasks and handle routine queries](https://www.gaspar.ai/blog/twelve-employee-helpdesk-workflows-automated-with-ai), so that HR teams focus on more complex issues, speeding up the overall response time. 
- Round-the-clock support ensures that employees receive assistance whenever they need it, contributing to faster query resolution. 
- AI-powered ticket triage ensures that complex issues are automatically routed to the right agent to be taken care of promptly. 

## Why measure voluntary turnover rate

Tracking the voluntary turnover rate is crucial as it provides valuable insight into employee satisfaction, engagement, and overall organizational health. A high turnover rate is an alarming sign indicating:  

- Dissatisfaction 
- Issues with employee well-being 
- Possibly a mismatch between employee expectations and the organizational culture  

Moreover, voluntary turnover comes with costs related to recruitment, onboarding, and lost productivity. Tracking the turnover rate allows companies to quantify these costs and evaluate the financial impact on the business.
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With an AI-powered HR helpdesk, HR teams can have a [positive impact on the voluntary turnover rate](https://www.gaspar.ai/blog/hr-helpdesk-for-employee-engagement). As [it integrates with HR systems](https://www.gaspar.ai/blog/streamlining-hr-processes-with-gaspar-ai-and-hibob), AI has access to information such as time-off, overtime, to-do lists, projects and tasks. What’s more, it has loads of data about employee queries, the time it takes to resolve them and what this means for their productivity. By analyzing these data, AI helpdesks provide HR teams with actionable insights to create a healthier and more supportive work environment, leading to lower turnover.
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By incorporating [chatbots](https://www.gaspar.ai/blog/chatgpt-integrated-chatbot-for-employees) offering immediate, 24/7 assistance in a human-like way while speaking the employee language, HR helpdesks handle routine, repetitive tasks lightning-fast. When employees experience quick and effective support, they feel more engaged and connected to the organization, fostering a positive workplace culture and making them less willing to leave the company.
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An AI-powered HR system can also analyze employee feedback, sentiment, and other relevant data to pinpoint the root causes of dissatisfaction. It can identify patterns and offer predictive insights, while pulse surveys powered by natural language processing (NLP) deliver sentiment analyses. This enables HR teams to develop targeted retention strategies and interventions to address potential issues before they lead to employee exits.  

## Why track overtime hours

Monitoring overtime hours allows companies to allocate resources efficiently, manage costs, and assess employee well-being. Tracking overtime ensures legal compliance with labor regulations and promotes fair labor practices. By identifying workload imbalances, bottlenecks that lead to more work, and potential stressors, organizations can optimize resource allocation, coach employees on prioritization, advocate for outsourcing and delegation, and enhance overall operational efficiency.
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How can an AI-powered HR helpdesk reduce overtime hours? 

- [Task automation](https://www.gaspar.ai/blog/twelve-employee-helpdesk-workflows-automated-with-ai): AI-driven automation can streamline processes and automate time-consuming activities, reducing the manual effort required for tasks that contribute to overtime.  
- Alerts and notifications: AI systems can generate alerts and notifications based on predefined thresholds for overtime. This ensures that managers and HR professionals are promptly informed of potential issues, allowing for timely interventions to manage workload or address employee concerns. 
- Predictive analytics: AI algorithms in HR helpdesk systems can analyze historical data to predict periods of high workload, enabling companies to proactively manage staffing levels and allocate resources effectively. This promotes better workforce planning. 

## Why track time to productivity

Measuring Time to Productivity (TTP) is crucial for companies as it provides insights into the efficiency of their onboarding process and the speed at which new hires become fully productive. It also reveals how suitable new hires are for their roles, and manager skills in supporting new employees.
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AI solutions can significantly reduce the duration of new hire onboarding and upskilling programs:

- Personalized onboarding: AI can analyze individual learning styles, preferences, and skill levels to tailor onboarding plans for new hires. Personalized training and development paths ensure that employees receive the information they need in a format that suits their learning style, expediting their readiness for productive work. 
- Chatbots for on-demand support: They can provide on-demand support to new hires, answering questions, offering guidance, and addressing concerns throughout the onboarding process. 
- Performance analytics: AI can monitor and analyze early performance indicators to gauge the effectiveness of the onboarding process. By tracking how quickly new hires start contributing meaningfully to their roles, companies can identify at-risk employees, areas for improvement and refine their onboarding strategies.  

## Why measure knowledge base coverage

Monitoring knowledge base coverage is vital for maximizing self-service opportunities: 

- A well-covered knowledge base allows for quicker and more efficient issue resolution. 
- It can reveal consistency and accuracy in information and whether policies, systems, or services need documentation.  
- It can uncover new employee pain points and needs. 

HR helpdesk systems thanks to the power of AI can now offer amazing opportunities to enhance knowledge base coverage and management: 

- Automated content creation: Generative AI can generate clear and concise articles, FAQs, and documentation, rapidly filling information gaps. 
- Content tagging and categorization: AI algorithms can automatically tag and categorize content within the knowledge base. This ensures that information is organized logically, making it easier for users to navigate and find relevant content quickly. 
- [Chatbots for knowledge retrieval](https://www.gaspar.ai/blog/chatgpt-integrated-chatbot-for-employees): They leverage NLP to understand user input and context and retrieve relevant information, offering real-time assistance and improving user satisfaction. 
- Content quality assurance: AI can assist in maintaining the quality of knowledge base content by identifying inconsistencies, outdated information, or gaps. 
- Translation services: AI-powered translation services can help in creating multilingual knowledge bases, making information accessible to a broader audience. 

 

## Why track skill gaps?

 

This metric helps HR identify areas where employees lack the necessary skills or knowledge to perform their roles effectively. Underperforming leads to: 

- Lost productivity, increased workload and overtime. 
- Employee stress and dissatisfaction. 
- Worse project and business outcomes.  

By understanding these gaps, HR teams can prioritize training and development initiatives to upskill their workforce, improve employee performance, and drive business success.
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Measuring this metric is tricky but can make a huge difference to your company’s outcomes, and here’s where AI can play a crucial role. An AI-powered HR helpdesk platform can leverage data analytics and machine learning algorithms to analyze skill requirements, assess current employee competencies, and identify gaps automatically. AI-powered skill gap analysis enables HR leaders to pinpoint specific areas for improvement, personalize learning experiences, and deliver training programs tailored to individual needs and targeted to bridging the gap between existing skills and future requirements.
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Additionally, AI can provide real-time insights into emerging skill gaps, allowing companies to adapt quickly to the changing business environment and maintain a competitive edge. Just think about how useful it would have been to identify AI-related skills as an emerging skill before all the AI magic happened! 

## From traditional to forward-thinking: AI helpdesks reshape HR metrics in 2024

In 2024, the integration of AI into HR operations marks a paradigm shift in how we measure and optimize essential metrics. While traditional HR metrics like turnover rate and overtime hours remain relevant, AI introduces new dimensions such as query response time and knowledge base efficacy. These shifts compel HR leaders to reassess their metric frameworks, recognizing the critical role AI plays in streamlining processes and enhancing employee experience.
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The complexity inherent in HR operations makes AI adoption particularly crucial. Automating tasks requires sophisticated AI capabilities, including contextual understanding, natural language interpretation, and decisive action on behalf of employees. Solutions like Gaspar AI’s HR helpdesk platform leverage deep enterprise understanding, LLMs and advanced machine learning to engage users conversationally across channels, delivering fast and effortless support that delights employees. Why? Because we remove the boring, repetitive tasks that cause frustration, such as spending hours to find the HR vacation policies, and eliminate friction from the small, day to day interactions with HR.
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As more companies embrace automation, HR teams will no longer need to do administrative tasks: they can focus on talent development and pivot towards strategic partnerships with other department leaders to evolve team roles and lead company growth. AI empowers HR professionals to do their actual job: foster an environment where employees thrive and drive company success.
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Let Gaspar AI streamline the routine, so you can prioritize your people. Shift your focus with our [AI-powered HR helpdesk](https://www.gaspar.ai/) by your side.
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[Schedule a demo](https://www.gaspar.ai/demo-request) or [contact us](https://www.gaspar.ai/contact-us) if you’d like to see how.
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*_Source: BambooHR survey March-April 2019, 1,112 small- and medium-sized businesses across all industries_

Learn the new HR metrics you should measure and how an AI-powered HR helpdesk can help you improve them. Read our blog!

The 7 HR metrics that matter in 2024’s AI-powered world

As businesses grapple with the growing complexities of employee requests, HR difficulties and IT troubleshooting, the need for a robust and efficient support system becomes paramount. Traditional methods, often reliant on human agents, can be time-consuming, resource-intensive, and prone to inconsistencies. AI-powered Virtual Agents, designed not just to alleviate these challenges but to revolutionize the entire support landscape, are now a necessity and not a nice to have. 

If you are in the [process of examining different options](https://www.gaspar.ai/blog/ultimate-guide-ai-employee-helpdesk), you should consider several features that your new Virtual Agent must have. We created an infographic covering the 9 must-haves so that you have a clear guide on what to look for:  

1. The quest for human-like interactions: understand the technology behind your Virtual Agent to ensure natural, effortless conversations. 
2. Context is king: personalizing user experiences 
3. Multi-channel accessibility: anytime, anywhere support 
4. Knowledge at your fingertips: integration with databases, repositories and systems is a must 
5. The power of multiple integrations: more automated actions to resolve more issues 
6. Continuous learning and improvement: leveraging machine learning 
7. Scalability is key: an AI helpdesk platform that grows with your business 
8. The security pillars of your AI helpdesk Virtual Agent: fortifying trust 
9. Reporting tools and insights: maximizing your Virtual Agent’s efficiency and get business recommendations 

Click on our infographic to learn more!  
[9 must-haves for your AI helpdesk Virtual Agent.pdf](https://gaspar-www.sfo3.cdn.digitaloceanspaces.com/0b0ad0f6e9058a481f95431a28c6f585.pdf)

9 must-haves for your AI helpdesk Virtual Agent

Discover the 9 absolute features your new AI helpdesk virtual agent must have. Make sure to look out for them while choosing the right one!

Wow... what a year 2023 was! As we stand at the beginning of 2024 ready to tackle new challenges, it's a perfect moment for a retrospective, a reflection on what we achieved last year. To move forward and become better at what we do, we need to acknowledge and appreciate all that we have pulled off. From rebranding to integrating the latest tech into our AI helpdesk platform to accelerating customer growth, we have so much to be proud of at Gaspar AI. Today, I will highlight key achievements, product launches and milestones that made the last 12 months unforgettable.
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2023 was quite the year for Gaspar AI: 

- **We [rebranded](https://www.gaspar.ai/blog/we-are-rebranding)** to better reflect our core business and cutting-edge AI power. 
- **We unveiled our new [ChatGPT-powered platform](https://www.gaspar.ai/blog/chatgpt-integrated-chatbot-for-employees)** and shipped numerous product updates, enhancements and integrations. 
- **We launched the first [Confluence chatbot](https://www.gaspar.ai/xence-ai)** available on the Jira Service Management support portal  
- **We partnered with [Adaptavist](https://www.gaspar.ai/blog/adaptavist-and-gaspar-ai-partner)**, a leading technology and innovative solutions provider, and a Platinum Atlassian Solutions Partner. 
- **We launched our [HR helpdesk](https://www.gaspar.ai/blog/streamlining-hr-processes-with-gaspar-ai-and-hibob)**. 

The groundwork laid in 2023 has paved the way for larger endeavors as we continue our mission to offer effortless employee support experiences and allow helpdesk teams to focus on the things that matter. So, let’s embark on an exciting journey through the notable chapters of Gaspar AI's evolution in the year gone by. Whether you're a customer, partner, or just an AI enthusiast, I think you'll enjoy the ride. 

## A glimpse into Gaspar AI’s 2023

2023 is the year that AI became mainstream, following the viral launch of ChatGPT. Generative AI, LLMs, AI regulation became part of our everyday lives and talks. Our work and personal lives will never be the same anymore. Amidst the fervor, Gaspar AI maintained a steadfast focus on delivering tangible business impact. With our commitment toward facilitating instant, easy, user-friendly employee support experiences, we are positioned to steer our clients confidently into a new era of AI-powered business in 2024 and beyond.
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Outlined below are several key announcements that underscored our noteworthy trajectory throughout 2023: 

### A major rebrand

A lot changed in 2023 in the software industry thanks to the amazing AI advancements. We have been working with AI since the very first start of our company – in fact, AI has been the heart of what we do, what inspired us to found our company and build our product, way before AI prevailed. So, we felt it was time we let the world know and decided to [refresh our name and look](https://www.gaspar.ai/blog/we-are-rebranding), to better reflect what we really care about as a business: helping your helpdesk team shine thanks to cutting-edge AI.
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This name change was part of our strategy targeted to emphasize the strength of our capabilities and our vision, and to help us create a strong presence as an AI-powered service desk platform globally.   

### Pinnacle moments: the new launches and features of our AI helpdesk

In 2023, we substantially bolstered the capabilities of our platform through the introduction of a series of product launches, enhancements, new features and integrations: 

- **A ChatGPT-integrated chatbot for Generative AI-powered support**: In May, we revealed our [ChatGPT-integrated chatbot](https://www.gaspar.ai/blog/chatgpt-integrated-chatbot-for-employees), becoming one of the very first helpdesk platforms offering this integration. Gaspar AI [answers employee questions directly on Slack, Teams and Jira SM in natural language](https://www.gaspar.ai/platform), generating information from your internal repositories and knowledge base. End users love this, as it dramatically improves their support experience, and IT/helpdesk teams no longer have to solve the same issues repeatedly. 
- **HR helpdesk for employee support automation**: In June, we launched our HR helpdesk chatbot and [integrated with HiBob](https://www.gaspar.ai/blog/streamlining-hr-processes-with-gaspar-ai-and-hibob) to further improve company-wide efficiencies. New hire onboarding, time-off requests and approvals, and employee offboarding are now happening in seconds. No more silos between IT and HR or duplicate manual work, just streamlined communication! 
- **No more quirky chatbot responses**: In September we introduced our upgraded chatbot with [advanced dialog management skills](https://www.gaspar.ai/blog/advanced-dialog-management-skills) for human-like, accurate conversations.  
- **Your personal HR assistant**: Another September intro, our [Personalized HR Info](https://www.gaspar.ai/blog/hr-chatbot-personalized-info) feature, enables quick and easy access to information tailored specifically to every employee. 
- **Xence, your Confluence chatbot guru**: In October we launched [Xence](https://www.gaspar.ai/blog/xence-confluence-chatbot), the first and exclusive Jira SM support chatbot. It instantly solves 50% of employee queries directly on the Jira SM support portal, using Confluence-based knowledge and ChatGPT-powered AI. Human-like, accurate solutions, with no humans involved! 
- **Multiple new, out-of-the-box [integrations](https://www.gaspar.ai/integrations) for more automation**: [Coda](https://www.gaspar.ai/blog/coda-integration), [Helpjuice](https://www.gaspar.ai/blog/helpjuice-integration), Duo, Cisco Meraki, looop, Tableau, Jumpcloud are just a few of the applications that we integrated with, to build value directly to any company’s existing investments while creating a more seamless experience for employees.  

### Spotlight partnerships, recognition and events

One of, if not the most, exciting achievements for Gaspar AI in 2023 was the partnership with Adaptavist, [announced in October](https://www.gaspar.ai/blog/adaptavist-and-gaspar-ai-partner). [Adaptavist](https://www.adaptavist.com/) is a leading technology and innovative solutions provider, and a Platinum [Atlassian](https://www.linkedin.com/company/atlassian/) Solutions Partner. Together, we will transform employee helpdesk support and lead the AI transformation for companies. We were beyond excited to be picked as their unique chatbot solution for Atlassian customers. We are thrilled to be working together towards an AI-powered business transformation!
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In October we also successfully launched Xence on [Product Hunt](https://www.producthunt.com/posts/xence), and won the 6th place among all apps launched on that day. It was a wild ride, but we were beyond happy to make it in the Top 10!
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We expanded our global cloud footprint by launching new data centers in the EU and UK on top of North America, increasing our availability to support international customers and allowing us to meet regional compliance needs.
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As we close our 2023 recap, we should not forget our successful participation in the most important industry events, such as [SITS](https://www.servicedeskshow.com/) and [Pink Elephant](https://www.pinkelephant.com/en-us/Pink24/Home). They enabled us to showcase our platform and gain new customers who leverage our Generative AI to transform support operations and employee experience. 

## Anticipating 2024 for more Gaspar AI helpdesk innovation

As we stride into 2024, Gaspar AI emerges as a beacon of innovation and achievement. The strategic rebranding accentuated our deep-rooted connection with AI, setting the stage for global recognition. Strategic partnerships, notably with Adaptavist, define our commitment to excellence. Recognition on Product Hunt and successful participation in industry events like SITS and Pink Elephant showcase our growing influence. Game-changing launches, such as our ChatGPT-integrated chatbot and the revolutionary HR helpdesk, along with Xence, our Confluence chatbot guru, took the spotlight.
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As we express gratitude to our customers, partners, and AI enthusiasts, the anticipation for 2024 is palpable. With your unwavering support, Gaspar AI is poised to continue shaping the future of AI-powered business. Get ready for another year of groundbreaking advancements and unparalleled success! On behalf of all of us at Gaspar AI, all the best in 2024!

Join us on a journey through 2023! From a strategic rebrand to trailblazing product launches, we reflect on milestones, partnerships, and global recognition.

2023 in retrospect: Gaspar AI’s year in review

The integration of Artificial Intelligence in business is not just a choice anymore but a strategic imperative. As you gear up to present your case for investing in an AI helpdesk to optimize employee IT support to the C-Suite executives, the hardest to convince will probably be the CFO – given their conservative nature and preference for well-grounded decisions.
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CFOs, known for their careful planning and focus on concrete returns, are naturally wary of uncertainties associated with all emerging technologies. This skepticism stems from their core responsibilities, which revolve around risk management, investment decisions, financial reporting, budgeting, and tax planning.
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Essentially, a CFO's role is centered on mitigating and managing risks, ensuring the company adheres to its financial and strategic objectives as communicated to investors. With a set budget, they aim for efficiency and a solid return on shareholders' investment. Introducing a substantial expense like AI could prompt concerns about fund allocation and the potential impact on the bottom line.
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Convincing your CFO to invest in an AI helpdesk for employees requires a strategic and well-articulated approach. So, if you are wondering how to approach this discussion, we ‘ve got you covered. Here are some tips to address the key concerns that matter to them and help you make a compelling case. 

## Align the AI helpdesk with business objectives

Understand your company’s financial and strategic objectives and clearly showcase how the AI helpdesk aligns seamlessly with them. Reduced employee turnover, increased productivity, operational cost reduction and improved security are among your company’s objectives, and these are all areas that an AI helpdesk can have significant impact on. Highlight exactly how it will affect these areas, while contributing to long-term cost savings. Clearly articulate how it fits into the overall digital and AI transformation strategy and contributes to the company's future success. 

## Focus on business outcomes

Most CFOs rely on data-driven insights. While cost considerations are crucial, tangible business outcomes are also important. A common belief between a CIO or Head of IT support and a CFO is that the opportunities they explore must be credible solutions addressing real business challenges. Illustrating an AI investment’s impactful outcome can help you make a compelling case.
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Consider this example that can be taken out of your potential vendor’s case studies and used during your CFO pitch. Through the implementation of the AI employee helpdesk, we've streamlined the resolution process for over 50,000 internal inquiries that were previously managed through traditional channels. This not only significantly improved the employee experience but also resulted in annual cost savings of $1 million, providing substantial resources for strategic reinvestment in our workforce. This kind of demonstrable success resonates strongly with CFOs, offering a compelling narrative of your AI initiatives’ benefits. 

## Present an AI helpdesk cost-benefit analysis

Prepare a comprehensive cost-benefit analysis that outlines the potential return on investment (ROI). Showcase the efficiency gains, reduction in support and opportunity costs, and the positive impact on employee satisfaction and retention. Focus on productivity gains and emphasize how an AI helpdesk can automate routine tasks, allowing human resources to focus on more complex and strategic activities. Most AI vendors offer ROI tools to accurately calculate your investment’s payback. You can check out ours [here](https://www.gaspar.ai/)!  

## Demonstrate how the AI helpdesk solves cross-company problems

A CFO looks for solutions capable of breaking down departmental silos and addressing [enterprise-wide challenges](https://www.gaspar.ai/benefits). Presenting an AI initiative geared solely towards one business unit won't hold attention for more than five minutes. To ensure a more engaging discussion, highlight how the AI helpdesk has a cross-company impact, benefits the employees of all departments, seamlessly integrates with existing software and aims to enhance overall business outcomes.
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For instance, explain how the AI helpdesk will free up time for Finance department employees by allowing them to instantly solve their issues, without losing time waiting for their problems to be resolved. This will enable them to focus on their core work that has nothing to do with waiting for their account password to be reset! Such discussions about holistic solutions that positively impact multiple facets of the company truly capture a CFO’s interest. 

## Emphasize the importance of implementing AI sooner than later

Efficiency gains are crucial, especially in inflationary times. Whether your company is rapidly growing or aiming to streamline operations, highlight the immediate and long-term gains from deploying AI now. Demonstrate how it prevents the multiplication of manual work, avoiding the need for costly human talent and reducing errors that could cost your company a lot.
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In the AI landscape, postponing implementation is akin to impeding progress. AI's efficiency grows exponentially with automation, contributing to better workflows. Emphasize the competitive disadvantage of delaying AI adoption—every day counts. Your competitors are accelerating operational efficiencies, and the cost of inaction becomes steeper. 

## Talk about scalability and risk mitigation

Discuss the scalability of your AI helpdesk solution. Explain how it can grow with the company's expanding needs, ensuring that the investment remains relevant and valuable in the long term. Address any potential risks or concerns proactively. Show that you've considered potential challenges and have plans in place to mitigate these risks, providing a sense of confidence in the investment.
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You could also propose a pilot program to test the effectiveness of the AI helpdesk on a smaller scale. This allows the CFO to see tangible results before committing to full-scale implementation. 

## Outline your path to business value creation

When it comes to CFOs, they’re not particularly intrigued by incremental gains in team efficiency resulting from upgrading legacy IT tools. What truly captures their attention are concrete business outcomes, robust ROI, and swift time-to-value.
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How is the proposed AI helpdesk enhancing productivity? What returns can be strategically reallocated? Can you reliably anticipate these benefits over an extended horizon, say, at least five years ahead? Now, that's a conversation that resonates with your CFO. Therefore, focus the discussion on success outcomes. Ultimately, that's the key to securing funding for your project and, more importantly, creating substantial value for the business. 

## Crafting a persuasive narrative for your AI helpdesk investment

Translate these insights into a compelling narrative that not only justifies the technology but paints a picture of AI's transformative impact on company-wide daily operations, employee satisfaction, and overall efficiency. Investing in an AI helpdesk isn't just an upgrade; it's a strategic leap. By following our tips, you're not just presenting a tool; you're unveiling a visionary path for the future of IT support within your company. 

How to convince your CFO to invest in an AI helpdesk for IT

Learn key tips to convince your CFO to invest in an AI helpdesk for employee support in our new blog. Align with objectives, showcase ROI, and many more!

AI helpdesks have gained lots of ground in employee support operations, and in 2024 they are probably going to be present in most modern workplaces. However, the road to a seamless implementation is not without its twists and turns. In this blog post, we'll take a closer look at the potential pitfalls that can sabotage your AI helpdesk journey and how to navigate around them successfully. Let's buckle up and explore the potential bumps on the implementation road! 

## Identifying common challenges to AI helpdesk implementation

Before even addressing the most common pitfalls, we need to pinpoint the most usual challenges when it comes to an AI helpdesk deployment.  

- **Lack of clear objectives**: One of the most significant roadblocks on the path to successful AI helpdesk implementation is a lack of clear objectives. Without a well-defined purpose, the entire project risks losing direction. 
Tip: Start by aligning AI helpdesk goals with organizational needs. Set measurable objectives and regularly evaluate progress to ensure your implementation stays on course. Also, don’t forget to check out [our ultimate guide](https://www.gaspar.ai/blog/ultimate-guide-ai-employee-helpdesk) to choosing the ideal for your workplace AI helpdesk!  

- **Resistance from employees**: Introducing AI into the workplace can be met with skepticism and resistance. In a [previous blog post](https://www.gaspar.ai/blog/overcome-resistance-to-ai-helpdesk), we covered the reasons why employees might resist change and object to an AI helpdesk, for fear of losing their job or not having adequate support among others. 
Tip: To address this challenge, we propose [six proven strategies](https://www.gaspar.ai/blog/overcome-resistance-to-ai-helpdesk) that will overcome this resistance. Foster a culture of inclusion by involving employees in the decision-making process. Clearly communicate the benefits and address concerns to build confidence and acceptance. 

- **Integration challenges**: Integrating AI helpdesks with existing systems can be a daunting task. Compatibility issues and disruptions to workflow are common stumbling blocks. 
Tip: Conduct a thorough assessment of your current IT infrastructure. [Plan for a phased implementation](https://www.gaspar.ai/blog/overcome-resistance-to-ai-helpdesk), allowing for gradual adjustments and minimizing disruptions. 

## Common pitfalls and how to dodge them

Now that you have addressed the most usual challenges to an employee AI helpdesk deployment, let’s dive into common pitfalls that companies fall into in their AI journey. 

### Overlooking the importance of employee training
One of the primary pitfalls in AI helpdesk implementation is neglecting the crucial element of employee training. The most advanced AI system is only as effective as the users who interact with it. Without proper training, employees may struggle to embrace the new technology, leading to underutilization, frustration, and decreased overall efficiency.
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To address this, invest in comprehensive training programs that empower employees to understand and leverage the AI helpdesk effectively. Regular workshops, tutorials, and accessible support channels can bridge the knowledge gap, ensuring a smooth transition and optimizing the benefits of the AI system.


### Neglecting to address privacy concerns
Overlooking privacy in the context of AI helpdesks can have severe consequences. It may result in data breaches, erosion of trust, and even legal repercussions. [Data breaches are rising](https://www.cobalt.io/blog/cybersecurity-statistics-2024). While 45% of breaches were credited to malicious activities, 22% were due to casual errors. That’s a lot of sensitive information falling into the wrong hands!
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Prioritize robust privacy measures from the outset and choose an AI helpdesk vendor that complies with industry standards for data protection e.g. ISO 2700 Series, SOC, etc. Implement encryption protocols, secure data storage, and stringent access controls. Clearly communicate your commitment to privacy to both employees and end-users, fostering a culture of trust and transparency.


### Rushing the implementation process without thorough planning
In the eagerness to embrace AI solutions, companies often fall into the trap of rushing the implementation process without adequate planning. This haste can lead to multiple issues, including integration problems, unforeseen challenges, and a less-than-optimal user experience.
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Take the time to conduct a [thorough assessment of your organization's needs](https://www.gaspar.ai/blog/are-you-ready-for-conversational-ai-in-it-support), existing infrastructure, and potential challenges. [Develop a detailed implementation plan](https://www.gaspar.ai/blog/ultimate-guide-ai-employee-helpdesk), including a phased approach that allows for testing, adjustments, and user feedback. You can also use the free trials offered by most AI helpdesk vendors nowadays. Patience and meticulous planning are key to a successful AI helpdesk rollout.


### Ignoring feedback from end-users
End-users are the ones who will interact with the AI helpdesk every day, so the more they use it, the better your ROI and IT support efficiency. Ignoring their feedback is a missed opportunity to refine the system, address pain points, and enhance user satisfaction. Neglecting this valuable input can result in a system that fails to meet the evolving needs of its users.
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Create channels for ongoing feedback from end-users, ask about their needs and pain points before choosing your platform. This way you will ensure that your chosen helpdesk will meet their demands. Even after the helpdesk’s implementation, regularly solicit input through surveys, focus groups, or direct communication. Act on the feedback received, implementing improvements and updates to align the AI helpdesk with user expectations and requirements.


### Failing to regularly update and optimize the AI helpdesk system
Outdated systems can become vulnerable to security threats, and they may not deliver the efficiency and effectiveness expected from modern AI solutions. AI is advancing so quickly, that even today’s most advanced system can feel ineffective tomorrow.
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Establish a schedule for regular updates and optimizations. Stay informed about the latest advancements in AI technology and implement relevant improvements to your system. Choose an AI helpdesk that can be scaled and easily updated to include new features. Proactively addressing issues and embracing innovations ensures that your AI helpdesk remains a valuable asset to your company over the long term. 

## Mastering AI helpdesk implementation with confidence

In conclusion, navigating the implementation of AI helpdesks requires a strategic, thoughtful approach. Keep these insights in mind to avoid the common pitfalls that can derail your implementation efforts. By addressing them head-on, you can maximize the benefits of AI technology while minimizing the risks associated with its implementation. So, stay vigilant, and navigate the AI helpdesk landscape with confidence! 

How to steer clear of AI helpdesk implementation pitfalls

Discover expert tips to overcome common pitfalls in the AI helpdesk implementation journey and master its deployment with confidence. Learn how!

In our [previous blog post](https://www.gaspar.ai/blog/ai-employee-helpdesk-evolution), we covered 3 of the AI trends that we believe will have a significant impact on the AI employee helpdesk in 2024. In this article, we continue exploring 3 more trends that we think will further shape how employee support is being offered. 

Let’s jump in! 

## The rise of Personalized AI in employee IT support

What does personalization entail, precisely?
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It involves tailoring products, services, or experiences to meet the unique needs and preferences of individuals. There are three compelling reasons that make us believe there will be a global shift towards more personalization in 2024:

- It elevates user engagement by customizing content and experiences based on individual preferences, thereby increasing relevance and resonance. 
- It improves the user experience by offering targeted recommendations derived from user data, ensuring pertinent and valuable suggestions. 
- It nurtures stronger connections by making users feel understood and valued, fostering heightened satisfaction and long-term commitment. 

In the context of an AI employee helpdesk, personalization has several benefits, and that’s why we will see more and more AI platforms getting an upgrade to offer highly personalized employee IT support.

- **Tailored assistance with customized responses**: The AI can generate responses that are personalized to the user's language, communication style, and level of expertise, ensuring more effective communication. For example, advanced AI helpdesks can understand what’s the employee’s preferred method of communication (e.g. Slack, ITSM portal, etc) and directly offer assistance there.
- **Enhanced efficiency with streamlined issue resolution**: By analyzing historical data and individual preferences, the AI can expedite issue resolution by anticipating problems and providing relevant solutions more efficiently. For instance, when an employee is making several attempts to log in to their account, the next time this happens the AI platform can understand that they are about to get locked out and proactively remind them the log in details.
- **Improved user experience with context-aware interactions**: Personalized AI can maintain context across interactions, allowing for more seamless and coherent conversations. Users won't have to repeatedly provide the same information, enhancing the overall experience. 

## Prioritizing TRiSM in AI employee helpdesks

Generative AI has sparked extensive interest in the employee support sector, but companies often don’t consider the risks until AI models or applications are already in use. A comprehensive [AI Trust, Risk, Security Management](https://www.gartner.com/en/articles/gartner-top-10-strategic-technology-trends-for-2024) (TRiSM) program helps companies integrate much-needed governance upfront, and proactively ensure AI systems are compliant, fair, reliable and protect data privacy.
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Establishing a foundation of trust begins with transparent communication about how AI models operate, ensuring that employees comprehend the technology's role in the IT helpdesk ecosystem. Companies should prioritize educating users on data privacy, the ethical use of AI, and the steps taken to maintain a secure environment. By fostering transparency, organizations build trust among users, alleviating concerns and creating a collaborative atmosphere conducive to successful AI integration.
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Simultaneously, robust security measures are paramount for mitigating risks in AI employee helpdesks. Companies must implement encryption protocols, access controls, and regular security audits to safeguard sensitive data processed by AI models. Proactive risk assessments and continuous monitoring are essential components of this strategy, enabling organizations to identify and address potential vulnerabilities promptly. Choosing vendors that have specialized risk management processes integrated into AI model operations instead of building custom solutions will become more crucial in 2024.
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Additionally, developing a responsive incident response plan ensures that any security breaches are addressed swiftly and effectively, reinforcing both trust and the overall resilience of the AI employee helpdesk infrastructure. Once more, vendors that have added specialized controls and practices for testing, validating and improving the robustness of AI workflows will have an advantage.
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Ultimately, an integrative approach that aligns trust-building initiatives with rigorous security measures is crucial for companies seeking to navigate the evolving landscape of AI risk management in IT support. 

## Leveraging AI Predictive Analytics for helpdesk success

AI predictive analytics is a transformative approach that leverages artificial intelligence to analyze historical data, patterns, and user behaviors, enabling AI employee helpdesks to anticipate and address potential issues before they escalate. This innovative technology offers several benefits, fundamentally altering the landscape of IT support.

- **Proactive issue resolution**: AI predictive analytics identifies patterns indicative of potential IT issues, allowing for proactive resolution before the issues become critical and users are affected. This proactive approach minimizes downtime and enhances user satisfaction.
- **Optimized workflows**: By analyzing past data and user interactions, AI predictive analytics helps IT helpdesks optimize workflows. This ensures that resources are allocated efficiently, streamlining operations and reducing response times.
- **Enhanced user experience**: Anticipating and addressing potential IT issues before they impact users leads to a smoother and more reliable IT support user experience. This, in turn, boosts user satisfaction and confidence in employee support services.
- **Improved decision-making**: The insights derived from predictive analytics empower employee helpdesk managers to make informed decisions. This includes resource allocation, process optimization, and strategic planning based on a deeper understanding of historical data.
- **Cost savings**: By minimizing downtime, avoiding major disruptions, and optimizing resource allocation, AI predictive analytics contributes to overall operational efficiency. 

 

The integration of AI predictive analytics into IT helpdesk operations revolutionizes employee support services by ushering in proactive, efficient, and data-driven approaches. We believe that in 2024 we will see more of Predictive Analytics integrated in the AI employee helpdesk. 

## The 2024 AI employee helpdesk is personal, proactive and secure

Looking ahead to 2024, these trends collectively signal a transformative journey for AI employee helpdesks, where personalization, trust, and predictive analytics converge to redefine the standards of excellence in employee support services. It becomes clear that the integration of innovative AI technologies will play a pivotal role in a more responsive, efficient, and user-centric experience for employees across industries. 

New Year, New Resolutions - How AI employee helpdesks are evolving in 2024 (part 2)

Explore the most important 2024 trends for your AI employee helpdesk, and make sure you are leading the AI game. Read now our latest blog!

As we are wrapping up 2023, the year that Generative AI rose and gained its major momentum, it’s time to acknowledge that whether we like it or not, AI is transforming the way we live and work. Most aspects of our work life are fundamentally changing, and the best way to adapt is to learn and prepare for the next AI trends to come.
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As an IT and helpdesk manager, you have definitely witnessed how Artificial Intelligence, Automation and Virtual Agents are taking over the employee helpdesk. AI is here to stay, so the more you understand the latest AI advancements and how they impact your work, the more future-ready you will be. The beginning of the new year is a great opportunity to start thinking about incorporating new technologies into your helpdesk. That’s why we decided to delve into some of the newest AI developments that we believe could shape the AI helpdesk’s future in 2024.
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So, without further ado, let’s jump into what these are, and how they will impact the AI employee helpdesk. 

## The RAG revolution: transforming AI employee helpdesks with precision and adaptability

Retrieval Augmented Generation (RAG) is an advanced artificial intelligence technique that combines information retrieval with text generation, allowing AI models to retrieve relevant information from a knowledge source and incorporate it into generated text.
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Retrieval-based models focus on selecting pre-existing responses from a database or knowledge base. Generative models, on the other hand, are capable of creating responses from scratch. These models use sophisticated language generation techniques, often based on deep learning architectures, to produce contextually relevant and coherent responses.
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The integration of retrieval and generation mechanisms in RAG models aims to leverage the strengths of both approaches. In a nutshell, the retrieval model acts as a specialized 'librarian,' pulling in relevant information from a database or a corpus of documents. This information is then fed to the generative model, which acts as a 'writer,' crafting coherent and informative text based on the retrieved data.
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RAG models are very beneficial for companies and their AI helpdesks: instead of relying solely on knowledge derived from the training data, a RAG workflow pulls relevant information and connects static LLMs with real-time data retrieval. With the RAG architecture, companies can deploy any LLM model and augment it to return company-related results by giving it a small amount of their data without the costs and time of fine-tuning or pre-training the model.
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RAG models have a transformative, positive impact on the efficiency and effectiveness of the AI employee helpdesk. To begin with, RAG serves as a solution for producing text that not only flows smoothly but is also both factually precise and information-rich. Retrieval models contribute the factual content ("what"), while generative models handle the art of crafting these facts into coherent and meaningful language ("how"), leading to higher-quality responses that better address user queries and issues.
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Secondly, the dual nature of RAG offers an inherent advantage in tasks specific external knowledge or contextual understanding. For example, in question-answering systems, traditional generative models may struggle to provide accurate responses. In contrast, RAG excels by accessing real-time information through its retrieval component, offering more precise and up-to-date answers.
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Lastly, RAG truly excels in scenarios that demand multi-step reasoning or the synthesis of information from diverse sources. When it comes to complex employee queries, RAG's ability to search, select, and synthesize information sets it apart.
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At Gaspar AI for instance, we use [RAG to eliminate the limitation of the initial knowledge the model was trained on](https://www.gaspar.ai/blog/gaspar-generative-ai-helpdesk). As a result, we ensure that our customers offer precise and accurate answers in natural language to their employees’ queries, based on their own, company-specific information and knowledge. 

## The Multimodal AI advantage for employee helpdesk platforms

Multimodal AI refers to artificial intelligence systems that can process and understand information from multiple modalities or sources. Modalities in this context refer to different types of data, such as text, speech, images, videos, and other forms of sensory input. Unlike traditional AI models that might specialize in one type of data, multimodal AI aims to integrate and comprehend information from various sources simultaneously.
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The key strength of multimodal AI lies in its ability to capture a more comprehensive understanding of complex data by combining different modalities. For instance, a multimodal system could analyze both the text and images in a document to gain a richer understanding of its content. This approach allows AI models to better mimic human-like perception and interaction, as humans naturally process information from multiple senses and forms of communication.
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Multimodal AI represents a transformative leap for AI-powered employee helpdesk platforms, revolutionizing the way users interact with and receive assistance from these systems. The flexibility to communicate via speech, image or text allows users to choose the most convenient and natural means of expressing their issues, making interactions more intuitive and user-friendly. The incorporation of multiple modalities allows users to provide detailed information about their problems. For example, users can attach screenshots or images of error messages. By analyzing both text and visual elements, these platforms can better comprehend the context and extract a more nuanced understanding of user needs. This leads to more accurate and empathetic responses, significantly improving user satisfaction. Overall, multimodal capabilities enhance the platform's ability to understand and address complex problems, streamline the troubleshooting process and fosters a more user-centric experience. 

## Composite AI: a game-changer for enterprise success in Artificial Intelligence

The latest report by [Dynatrace](https://ir.dynatrace.com/news-events/press-releases/detail/319/global-report-reveals-composite-ai-will-be-central-to), the leader in unified observability and security, and [Gartner’s Top 10 Strategic Technology Trends for 2024](https://www.gartner.com/en/articles/gartner-top-10-strategic-technology-trends-for-2024) reveal that Composite AI will be central to the successful adoption of Artificial Intelligence in the enterprise. Composite AI refers to the combination of multiple AI technologies and models, such as generative, predictive, and causal, to create a more powerful and versatile system that can address complex challenges. This approach recognizes that no single AI model can provide a complete solution to every problem, and thus, a combination of AI technologies is leveraged to create intelligent systems that can accomplish jobs that individual AI components cannot.
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One of the most significant challenges companies face with Generative AI is achieving meaningful responses that users can trust to solve specific use cases and problems. Thus, there is a need for a combined or "composite" approach to AI, especially for tasks that involve automation and depend on specific data – hence, employee helpdesk tasks.
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Whether it's automating software services, fixing security issues, predicting when maintenance is needed, or analyzing business data, a mix of AI methods in the employee helpdesk is crucial. This approach delivers the precision of "causal AI" (figuring out why things happen) and "predictive AI" (guessing what might happen based on past data). These combined AI types provide important context for the responses crafted by Generative AI, making sure they're accurate and not just probable. If companies use this strategy wisely, combining different AI types with good monitoring, security measures, and comprehensive business data can really boost their teams’ productivity and bring long-lasting business benefits. 

## A new horizon for AI employee helpdesks in 2024

As we step into 2024, the message is clear: AI is not just evolving; it's revolutionizing employee helpdesks. Embrace these trends, stay informed, and position your helpdesk for success in the era of intelligent and user-centric support systems. The new year brings not just resolutions but opportunities to shape the future of AI in the workplace. 

New Year, New Resolutions - How AI employee helpdesks are evolving in 2024 (part 1)

Discover the most important 2024 trends for your AI employee helpdesk, and make sure you are leading the game. Read now in our blog!

The holiday season is upon us, bringing tidings of joy, festivities, and, inevitably, a unique set of IT questions and challenges. As your workforce gears up for a well-deserved break, the last thing anyone wants is to grapple with technology-related headaches. Enter the hero of the season: your AI employee help desk. Let’s unwrap the common holiday-related queries and challenges employees and helpdesk teams face, and how your AI helpdesk can swiftly and seamlessly provide solutions for a stress-free holiday work experience. 

## Q1: Are we getting a holiday break?

Ah, the perennial favorite! Employees across the world eagerly await confirmation of their well-deserved time off. Your AI helpdesk chatbot, committed to delivering timely and accurate information, stands ready to promptly provide details on holiday breaks. This ensures a well-informed workforce, allowing individuals to plan their seasonal activities with ease.
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Gaspar AI for instance can help you [get a grip on your company’s holiday policies with ease](https://www.gaspar.ai/blog/hr-chatbot-personalized-info). Just ask Gaspar, our Generative AI chatbot, and you'll receive comprehensive information that ensures you're always up to date with your company’s latest holiday info. 

## Q2: What’s the vacation policy and how can I request time-off?

For those who need a refresher on holiday policies, your AI employee helpdesk is the holiday handbook in digital form. It can swiftly answer their questions with information from your company's policy documents, and also guide employees through the process of requesting time off, ensuring that everyone can unwind and recharge during this merry season.
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Gaspar AI enables you to inquire about your personal time-off details effortlessly. [Simply ask Gaspar questions like "How many days of vacation do I have left?](https://www.gaspar.ai/blog/hr-chatbot-personalized-info)" right on Slack and MS Teams and get a human-like answer immediately. Gaspar AI will provide you with accurate and up-to-date information tailored to your specific employment situation, making it easier than ever to keep track of your work-life balance. You can also ask Gaspar to provide you with information on your company’s vacation policy.
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And if you want to take time-off, thanks to our [HiBob integration](https://www.gaspar.ai/blog/streamlining-hr-processes-with-gaspar-ai-and-hibob), you can directly request it on Slack and MS Teams and get it instantly approved with no need to switch applications! 

## Q3: How do I set up out-of-office emails?

Ho ho ho! Setting up your out-of-office email is a breeze when you use an AI helpdesk. With the power of AI automation, your employee helpdesk virtual agent can remind users to set up their out-of-office messages well in advance. Automated prompts and reminders ensure that no one forgets this crucial step, allowing your team to unplug with peace of mind. 

## Q4: I can't connect to the VPN. Help!

When using an AI-powered helpdesk like Gaspar AI, routine IT issues such as a VPN connection get resolved instantly and automatically. Just [ask the AI chatbot](https://www.gaspar.ai/blog/ai-employee-helpdesk-on-slack-msteams-jira) about it and it will immediately recommend the necessary resolution steps: checking your internet connection, ensuring your VPN software is updated, and trying again. If the issue persists, Gaspar AI can generate a ticket which will be routed to the first available human agent to work on it promptly. 

## Q5: I need to access some files while on the go. What do I do?

Your AI employee helpdesk facilitates easy access to critical resources by allowing employees to [submit and track requests effortlessly on Slack](https://www.gaspar.ai/blog/employee-helpdesk-on-slack) and [MS Teams](https://www.gaspar.ai/blog/using-ms-teams-for-it-support). With Gaspar AI for instance, the whole approval process happens right there for both the requester and the approver. Automated status updates and real-time notifications keep users informed, reducing the time spent waiting for issue resolution and maximizing productivity. 

## Q6: How can I access HR documents for year-end procedures?

End-of-year tasks piling up? Fear not! Employees and IT teams alike can just ask your company’s AI chatbot to offer them information on HR procedures and links to the related documents. For example, [Gaspar AI can directly give users access to the documents they need](https://www.gaspar.ai/blog/hr-chatbot-personalized-info) and guide them through year-end procedures with a virtual touch.

## ‘Tis the season for seamless work experiences with an AI employee helpdesk

With your AI employee helpdesk spreading joy and knowledge, your employees can focus on making spirits bright and celebrating the most wonderful time of the year. By addressing common holiday-related queries and challenges through your company’s chatbot, your IT and HR departments can ensure a joyful and stress-free holiday season for the entire team. 'Tis the season for smooth workflows, productive remote work, and a touch of Gaspar AI magic to make it all happen!
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Wishing you and your team a happy and FAQ-free holiday season! 🎄🎅✨ 

Festive FAQs: Navigating the holidays with your AI employee helpdesk

Unwrap a stress-free holiday work experience with your AI employee helpdesk! From vacation policies to VPN issues, it has your festive FAQs covered.

6 festive FAQs: Navigating the holidays with your AI employee helpdesk

Employee helpdesks are undergoing an AI transformation: moving beyond traditional ticket resolution, AI has huge potential in process and workflow automation. In this blog post we delve into the expansive realm of AI-driven automation, exploring its transformative impact on a variety of business, HR and IT helpdesk processes. 

## 1. Streamlining onboarding with AI

AI-powered automation is reshaping the onboarding process by expediting routine tasks. From provisioning access credentials to setting up email accounts, AI algorithms can automate these repetitive actions, ensuring a swift and error-free onboarding experience. This not only reduces the burden on human resources but also enhances the new employee's first impression of the company.
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For example, with Gaspar AI your team can set up [workflows to simplify onboarding without any coding skills](https://www.gaspar.ai/blog/how-to-complete-employee-onboarding-in-under-one-minute). They can set up accounts, applications, and access on the Admin portal, and watch the magic unfold automatically when needed. The workflows will automatically run directly on Slack, the Admin portal or your ITSM tool – the choice is yours!
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At the same time, they can [integrate account setup workflows with HiBob](https://www.gaspar.ai/blog/streamlining-hr-processes-with-gaspar-ai-and-hibob). Then, once they run them, the new accounts will be automatically added on both your SSO service and your HiBob app. No need for your IT team to manually inform the HR department, and for the HR team to manually create the account on HiBob as well. 

## 2. Automated onboarding documentation

AI can also assist in the generation and distribution of onboarding documentation. From contracts to policy manuals, automation ensures that new hires receive the necessary paperwork promptly, reducing administrative overhead and ensuring compliance. 

## 3. Efficient offboarding through automation

Just as with onboarding, AI plays a crucial role in automating offboarding workflows. It can handle tasks such as revoking system access, collecting company assets, and initiating exit interviews. By automating these processes, companies can ensure compliance with security protocols and streamline the transition for departing employees, maintaining a secure and organized offboarding procedure. 

 

## 4. Automated IT resource access requests

AI-driven workflows can handle requests for IT resource access, ensuring that employees obtain the necessary permissions for specific tools and systems. Automation helps in the swift processing of access requests while maintaining security and compliance.
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For instance, requests to access shared folders or get software licenses are [automatically handled via Gaspar AI’s chatbot on Slack or MS Teams](https://www.gaspar.ai/solutions). The whole approval process happens right there for both the requester and the approver – no need to switch apps or wait hours to get the access you need!

## 5. Automated benefits enrollment

AI-driven systems can automate benefits enrollment processes, guiding employees through the selection of health plans, retirement contributions, and other benefits. This ensures that employees make informed choices and experience a smooth enrollment process, freeing time for the HR helpdesk team as well to focus on creating a positive employee experience. 

 

## 6. Inventory management in IT

From tracking hardware and software assets to optimizing stock levels, AI systems can automate asset management and inventory tracking processes, reducing manual efforts and ensuring accuracy. 

 

## 7. Automated software deployment and updates

AI workflows can streamline the software deployment and update processes. Automation ensures that software patches and updates are deployed seamlessly across the organization, reducing the risk of security vulnerabilities and ensuring all systems are up to date. 

 

## 8. Recognition and rewards automation

AI can automate the recognition and rewards HR process by monitoring employee achievements and milestones. Whether it's hitting sales targets or completing a project ahead of schedule, the system can trigger automated recognition messages or rewards, fostering a positive and motivating work environment.

## 9. Automated compliance checks

AI-driven automation is invaluable in ensuring compliance during employee transitions. From verifying that onboarding documentation is complete to conducting exit interviews in accordance with company policies, AI can automate these compliance checks. This not only reduces the risk of oversight but also enhances the accuracy and consistency of compliance procedures. 


## 10. Employee surveys and sentiment analysis

AI offers vital help to the HR department by automating the collection and analysis of employee surveys and feedback. Beyond collecting survey responses, AI can perform sentiment analysis on employee feedback. This involves understanding the emotional tone of responses, providing deeper insights into employee satisfaction levels, and identifying areas for improvement within the company.

## 11. Expense report processing

AI-driven automation can streamline the processing of employee expense reports. By automatically extracting and categorizing data from receipts, validating expenses against company policies, and routing for approval, this process becomes more efficient and less prone to errors.

## 12. Automated leave management

Streamlining the leave request and approval process, AI can automate the submission, review, and approval of leave requests. By integrating with calendars and workload data, the system can ensure that leave requests are managed efficiently without compromising team productivity.
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At Gaspar AI, for example, we understand that requesting time off shouldn't be a hassle, and that's why we've come [together with HiBob](https://www.gaspar.ai/blog/streamlining-hr-processes-with-gaspar-ai-and-hibob) to simplify the process and make it as smooth as a summer breeze! Employees effortlessly submit their requests on Slack’s (or MS Teams) intuitive interface and the whole process happens there. At the same time, your HR team has multiple reasons to be happy: approved time off syncs seamlessly with HiBob's leave management module, providing accurate records for attendance tracking and payroll. 

 

## Revolutionizing employee helpdesk workflows with the power of AI

The integration of AI in employee helpdesk workflows goes beyond ticket resolution, revolutionizing processes from employee onboarding to leave management. Through automation, companies can streamline these critical workflows, ensuring efficiency, accuracy, and superior employee experiences. As we continue to unlock the potential of AI in process automation, the future of employee helpdesk workflows promises a more agile, adaptive, and employee-centric support ecosystem. 

employee helpdesk workflows automated with AI

Explore 12 transformative automation processes, from onboarding to leave management. Unlock the power of AI for the employee helpdesk beyond just ITSM.

Beyond tickets: 12 employee helpdesk workflows to automate with AI

When looking for an AI employee helpdesk to help you optimize your support operations, finding the perfect fit for your organization seems like navigating a labyrinth of options. With each solution boasting its unique strengths and weaknesses, decision-making becomes a complex process. Fear not, for we've crafted a comprehensive guide to help you simplify the evaluation process and choose the ideal AI employee helpdesk platform that aligns seamlessly with your company’s needs. 

 

## Step 1: Define what 'Great Employee Support' means for your business

Organizations renowned for outstanding employee support begin by crafting a comprehensive support strategy. Clearly articulate what great employee IT support entails for your business and ensure that these support standards are uniformly applied across all departments. 

While some businesses may gauge great employee helpdesk support by positive ratings from employees regarding their interactions with helpdesk agents, others may take a more comprehensive approach. Factors such as the time it takes for IT issue resolution, the cultivation of a tech-savvy workforce, or the emergence of enthusiastic advocates for your IT services could be considered [indicators](https://www.gaspar.ai/blog/five-metrics-for-it-support-virtual-agent) of superior employee IT support. This strategic approach enables a precise understanding of your organizational objectives and priorities, guiding your search for tools and solutions that align with your unique needs. 

## Step 2: Grasp end users’ and employee helpdesk team’s expectations

Before selecting the optimal helpdesk solution, invest time in understanding [the challenges and expectations of both end users and IT support agents](https://www.gaspar.ai/blog/are-you-ready-for-conversational-ai-in-it-support). Regarding your team, your responsibility is to streamline their efforts and foster stress-free work lives. The efficacy and operational fluidity of your IT support and helpdesk agents rely heavily on the tools at their disposal. Hence, it's imperative to seek input from those directly interfacing with end users—your helpdesk managers and agents. Their frontline experiences provide invaluable perspectives that can shape the selection of a helpdesk solution tailored to meet the specific needs of your IT support team and enhance overall operational efficiency.
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For end users, expectations may vary from seeking prompt responses through a chatbot to having an easily accessible knowledge base. You can directly gather these insights through surveys. 

## Step 3: Set clear objectives

Next, it's essential to gain a crystal-clear understanding of the [challenges you aim to address with your new AI software](https://www.gaspar.ai/blog/eight-employee-helpdesk-tasks-that-can-be-automated-with-ai). Whether the focus is on streamlining ticket management, optimizing asset tracking, or facilitating seamless change implementations, defining your objectives narrows the focus and provides direction. Take the time to set expectations – does your employee helpdesk team require advanced reporting tools for comprehensive analytics, or are enhanced communication and self-service features like chatbots a top priority?
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These expectations will guide you through the upcoming demos and trials, ensuring that the chosen AI software aligns perfectly with the unique needs of your employee helpdesk team and end users alike. 

## Step 4: Gather detailed requirements for key helpdesk features

Now that your objectives are set, dive into creating a detailed [list of requirements](https://www.gaspar.ai/blog/six-expert-tips-to-master-your-next-ai-platform-demo). Utilize the identified problems and expectations to chart your needs, conducting a gap analysis to understand the disparities between existing and desired states. This process will result in an exhaustive list of requirements, helping you identify the perfect AI employee helpdesk platform that addresses current challenges and aligns with your organizational goals.
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Here's a comprehensive list of requirements to consider when comparing different AI vendors: 

**- Feature fit:**
 - Compatibility with existing IT infrastructure and tools. 
 - User-friendly interface for both IT staff and end-users.  

**- Ticket management:**
- Customizable ticket fields to capture specific information. 
- Automation for ticket routing and assignment. 
- SLA (Service Level Agreement) management for timely issue resolution. 

**- Asset management:**
- Capability to track and manage IT assets efficiently. 
- Integration with asset discovery tools for real-time updates. 
- Maintenance scheduling for assets to ensure optimal performance. 

**- Change management:**
- Workflow automation for change requests. 
- Version control for software and hardware changes. 
- Audit trails to track and document changes for compliance. 

**- Communication and collaboration:**
- Seamless integration with communication tools (email, chat, notifications). 
- Collaboration features for IT and helpdesk teams to share information and updates. 
- Knowledge base for employees to find self-help solutions. 

**- Reporting and analytics:**
- Customizable reporting dashboards for key performance indicators. 
- Trend analysis to identify recurring issues and areas for improvement. 
- Integration with business intelligence tools for in-depth analysis. 

**- Deployment options:**
- Consideration of on-premises vs. cloud deployment based on organizational policies. 
- Time it will take to implement the solution. 

**- Business model alignment:**
- Compatibility with the organizational command chain and work culture. 
- Flexibility to support offices in multiple locations. 

**- Adherence to industry best practices:** 
- Alignment with globally recognized IT service management frameworks. 
- Support for best practices to ensure efficient and standardized IT support. 

**- User experience:**
- Intuitive interface for ease of use. 
- Accessibility features for a diverse user base. 
- Training resources for smooth onboarding. 

**- Multi-language support:**
- Language options to support a diverse workforce in multiple countries. 

**- Pricing:**
- Consideration of licensing models and associated costs. 
- Evaluation of the total cost of ownership, including scaling, support, and maintenance. 

**- Security:**
- Implementation of robust security features, such as data encryption and access controls. 
- Compliance with industry standards for data protection. 


By meticulously analyzing each of these requirements, you'll create a detailed roadmap that guides your evaluation process, ensuring that the chosen AI helpdesk platform not only meets your immediate needs but also lays the foundation for long-term success and efficiency in employee helpdesk support. 

 

## Step 5: Analyze AI capabilities

Not all AI is created equal, and the same holds true for AI employee helpdesk platforms. Scrutinize the platform's AI capabilities – does it use natural language processing and machine learning? Is it trained on advanced LLMs grounded in enterprise data? Is it integrated with GPT models? These features can significantly enhance the platform's ability to understand user queries, learn from interactions, and provide more personalized responses. The smarter the AI, the better the user experience. 

## Step 6: Assess integration capabilities

The success of an AI helpdesk platform hinges on its ability to seamlessly integrate with your existing IT infrastructure. Evaluate the platform's compatibility with your current systems, applications, and databases. Ask for API support for custom integrations with CRM, project management, or other relevant applications. The last thing you want is a solution that adds complexity rather than streamlining processes. Look for a platform that plays well with others and ensures a smooth integration journey. 

## Step 7: Evaluate scalability

As your organization grows, so should your AI employee helpdesk platform. Assess the scalability of the platform to ensure it can accommodate your expanding user base and increasing support demands. Understand its flexibility to add more technicians, end users, and IT management tools. Look for a solution that can effortlessly scale without compromising performance, ensuring a future-proof investment for your IT infrastructure. 

## Step 8: Budget and ROI considerations and tracking

Every decision involves financial considerations. Establish your budget and delve into understanding the return on investment (ROI) and payback period. Consider how the chosen solution will lead to savings on resources and increased output through consistent service quality. Prepare a list of financial requirements:  

- Budget management features to track IT expenses. 
- ROI calculation tools to measure the financial impact. 
- Payback period analysis for assessing the investment's profitability. 

Consider these factors to ensure the help desk system aligns with your budgetary constraints: 

- **Resist the temptation of steep discounts**: Avoid being swayed solely by steep discounts or low prices. While cost is a crucial factor, prioritize a tool that not only fits your budget but also provides the necessary features for your team, ensuring a balance between affordability and functionality.


- **Seek approval from Upper Management**: Engage upper management in the decision-making process and obtain their approval before finalizing any employee helpdesk tool. Foster transparency by clearly communicating how and where the allocated budget will be utilized.


- **Opt for Cloud-based solutions with flexible plans**: Instead of making a substantial upfront investment in an open-source tool, consider acquiring a cloud-based helpdesk software. Look for solutions that offer flexible pay-per-user plans, allowing you to scale as needed. Explore annual plans, which often come with substantial discounts ranging from 10 to 50%. Additionally, inquire about any potential hidden costs or charges associated with the chosen plan, e.g. usage or automation limits. 

 

## Step 9: Raise important questions about your helpdesk vendor

Now that you've gained a comprehensive understanding of customer needs and expectations, it's time to delve into critical questions concerning potential AI helpdesk vendors. 

- How many paying customers do they have?
- What is their average rating on popular software review platforms?
- What other perks/benefits do they offer? Explore additional perks and benefits provided by the vendor, including features that differentiate them from competitors. E.g. combination of chatbots with Workflow Automation. 
- How secure is your business data with them?
- Do they provide a free trial of their tool? Opt for vendors offering free trials to allow firsthand exploration of the tool's functionalities and alignment with your specific requirements. 
- What [helpdesk metrics](https://www.gaspar.ai/blog/metrics-to-evaluate-ai-it-support) does the tool allow you to measure?

Following discussions with your team, you can formulate additional questions to ensure a thorough evaluation of potential helpdesk vendors. 

 

## Step 10: Review vendor’s support and training

Even the most advanced AI platforms may require some human touch. Assess the quality and responsiveness of customer support and training provided by the platform's vendor. Check the availability of support channels and resources. A responsive support team and comprehensive training resources can make a significant difference in the successful implementation and ongoing use of the AI helpdesk platform. 

## Step 11: Harness the power of free trials

Certain vendors extend the opportunity for a trial period, often spanning 15 to 30 days, providing you with a firsthand experience of their product and facilitating a more informed purchasing decision. 

Through a free trial, you gain the advantage of test-driving the tool at zero cost, allowing you to assess its functionality before committing financially. This trial period serves as a valuable opportunity to verify if all the touted features and options are genuinely included and how seamlessly they operate. Most trials even grant access to premium features, enabling your team to grasp the full spectrum of capabilities.

A free trial allows for a comprehensive evaluation of the platform's efficacy, offering sufficient time to explore each feature in detail. Encourage your team during this period to meticulously note down their positive experiences and pinpoint areas where the platform may fall short, ensuring a well-rounded understanding before making any commitments. 

 

## Ready to make the ideal AI employee helpdesk software choice?

Selecting the right helpdesk software can be a daunting task for many CIOs and IT managers, with the starting point often elusive. It shouldn't be a source of sleepless nights. Your team deserves a tool that not only eases their workload but also empowers them to swiftly resolve employee issues.

Armed with this comprehensive guide, you're now equipped to navigate the intricate landscape of AI helpdesk solutions and select the perfect platform for your company. By following this systematic approach, you'll not only simplify the decision-making process but also ensure that the chosen platform aligns seamlessly with your organization's unique needs, setting the stage for enhanced IT support services and user satisfaction.
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If you're on the lookout for an AI employee helpdesk tool that seamlessly blends rich features with affordability, your search concludes here. [Gaspar AI](https://www.gaspar.ai/) stands out as a meticulously crafted solution designed to foster a content helpdesk team and delighted end users. [Schedule a free demo](https://www.gaspar.ai/demo-request) and discover how to make every support interaction not just effective but meaningful. 

Find the ideal AI employee helpdesk with our IT manager's guide. Master key features, ensure a seamless fit, and elevate your company's support services.

Choosing the right AI employee helpdesk: the ultimate guide for IT managers

As we step into 2024, the world of employee helpdesks is undergoing a transformative wave, driven by cutting-edge trends that promise to redefine the way we approach workplace support. Let's dive into the exciting trends shaping the future of employee helpdesk services and explore the possibilities that await. 

## AI Excellence: The rise of Intelligent Assistance

AI isn't just a buzzword anymore; it continues to revolutionize the employee helpdesk landscape, becoming an indispensable ally for internal support teams. In 2024, we anticipate a surge in the adoption of AI-powered solutions that go beyond routine ticket resolutions. These advanced AI systems leverage natural language processing (NLP) and machine learning to provide more personalized, human-like interactions, enhancing the overall support experience. Imagine an AI companion streamlining processes, offering data-driven insights, and contributing to operational excellence. It's not just employee support; it's a strategic business enhancement. 

## Proactive issue prevention: Anticipating needs before they arise

A notable trend is the shift towards proactive issue prevention. AI algorithms are becoming adept at analyzing historical data to predict potential problems, allowing employee helpdesk teams to address issues before they escalate. By leveraging predictive analytics and machine learning, employee helpdesks can identify patterns, foresee potential disruptions, and implement preventive measures. This not only minimizes downtime but also contributes to a more stable and reliable IT environment. 

## Cybersecurity vigilance: Safeguarding business integrity

With the increasing frequency of cyber threats, employee helpdesks are reinforcing their commitment to cybersecurity. In 2024, a key trend is the integration of robust cybersecurity measures within AI-powered systems. These measures ensure the secure handling of sensitive data, fostering a digital environment where employees can trust the helpdesk to protect their information. From encryption protocols to real-time threat detection, the focus is on creating a secure and resilient workplace support infrastructure. It's about safeguarding the essence of the business. 

## Large Language Models in the business lexicon: Taking center stage

Large Language Models (LLMs) are stepping into the limelight as crucial assets for professional communication. These sophisticated language models, often built on advanced deep learning architectures, are becoming integral to enhancing the capabilities of AI-driven helpdesks. They transform tech jargon into articulate natural language. In 2024, the integration of Large Language Models represents a paradigm shift in how AI-powered employee helpdesks understand, process, and respond to user queries. This trend not only enhances the user experience but also solidifies the position of AI helpdesks as intuitive, efficient, language-savvy assistants in the dynamic world of tech support.  

## LLMs at the forefront of issue resolution automation

In 2024, we also anticipate an increased role for Large Language Models in automating employee issue resolution. These advanced language models will capitalize on extensive knowledge bases, past ticket resolutions, and historical data, enabling them to provide more efficient, accurate, and personalized responses. LLMs are set to empower employees, allowing them to swiftly and seamlessly address their concerns, thereby alleviating the workload on human support teams. 

## Further embracing the Cloud

A noteworthy 2024 trend in employee helpdesk evolution is the further migration to the Cloud. By harnessing cloud-based solutions, employee helpdesks are poised to offer enhanced scalability, accessibility, and flexibility. This shift ensures that support services can adapt seamlessly to the dynamic needs of modern workplaces, providing a more agile and efficient support ecosystem.  

## The role of the CIO expands

CIOs and IT Managers are taking on transformative roles. Beyond traditional IT oversight, they now serve as strategic innovation advocates, driving technological advancements for efficiency and growth. Embracing data as custodians, they leverage it to provide strategic insights. As cybersecurity guardians, they protect against evolving threats. Facilitating seamless remote work, guiding digital transformations, and fostering collaborative cultures, these leaders embody a multifaceted approach crucial for navigating the complexities of the AI age. 

## Navigating the future of employee helpdesks

As we step into 2024, the trajectory of employee helpdesks is set for innovation and evolution. The imperative integration of AI, the emphasis on proactive support, the prevalence of LLMs, the humanization of interactions, the move to the Cloud and cybersecurity fortification are key trends shaping the future of employee helpdesk services. In this dynamic landscape, organizations that embrace these trends will not only enhance their technical support capabilities but also contribute to a more agile, user-centric, and secure work environment.
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Stay tuned as we navigate these trends together, ensuring that your employee helpdesk is not just a service but a strategic ally. If you’d like to strategically enhance your business operations, Gaspar AI can be your best partner. [Contact us](https://www.gaspar.ai/contact-us) or [schedule a demo](https://www.gaspar.ai/demo-request) to discuss. 

Discover 2024's employee helpdesk trends – from AI excellence to proactive support. Stay informed to enhance your operations. Read now our new blog!

Employee helpdesk trends in 2024: what to expect

The emergence of AI employee helpdesks has sparked curiosity and excitement. As the AI era reshapes the way we work, it's time to demystify the wonders of the new AI-powered employee support. In this blog post, you can find your most pressing questions about AI employee helpdesks answered! 

## 1. What exactly is an AI employee helpdesk?

An AI employee helpdesk is an advanced support system powered by artificial intelligence (AI) designed to assist and enhance the employee support experience within an organization, and streamline IT operations. This digital solution leverages cutting-edge technologies, including natural language processing (NLP) and machine learning, to understand and respond to employee queries, troubleshoot technical issues, and provide information.
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Think of it as your 24/7 digital assistant, ready to tackle your tech queries, automate mundane tasks, and elevate the overall support experience. 

## 2. What are the main features of an AI employee helpdesk?

Here are some key features commonly found in an AI employee helpdesk: 

- **Automated ticket resolution**: Features chatbots on user-friendly interfaces or messaging platforms that swiftly resolve routine and repetitive issues without human intervention. 

- **Natural Language Processing (NLP)**: Enables the system to understand and interpret human language, allowing for more natural and intuitive communication between employees and the AI system. 

- **Adaptive learning**: Learns from interactions and adapts over time to improve issue resolution accuracy, efficiency, and the overall quality of support provided. 

- **Intelligent automation**: Automates tasks beyond ticket resolution, such as updating knowledge bases, handling routine queries, and executing predefined workflows. 

- **Integration with existing systems**: Seamlessly integrates with other systems, databases, and communication platforms to provide a unified and cohesive support experience. 

- **Customization**: Allows organizations to tailor the AI system to their unique processes, workflows, and specific needs for a more personalized support experience. 

- **Knowledge base access**: Provides employees with access to a comprehensive knowledge base, offering information, FAQs, and troubleshooting guides to encourage self-service. 

- **Multi-channel support**: Supports interactions across various channels such as chat, email, and collaboration platforms, ensuring flexibility in communication. 

- **Performance analytics**: Offers analytics and reporting features to track performance metrics, measure the effectiveness of the AI system, and identify areas for improvement. 

## 3. Will AI replace human support agents?

Not at all! AI employee helpdesks are here to [augment, not replace](https://www.gaspar.ai/blog/ai-it-support-debunking-five-myths). While AI handles routine tasks, human support agents focus on complex and strategic issues, offering the human touch that technology can't replicate. It's a perfect synergy that enhances the overall support ecosystem.
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This synergy leverages the strengths of both. AI excels at tasks that involve data processing, pattern recognition, and repetitive activities, enabling faster issue resolution and improved efficiency. On the other hand, human support agents bring emotional intelligence, creativity, and a deeper understanding of complex situations that AI may struggle to comprehend.
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In the future, a [collaborative approach](https://www.gaspar.ai/blog/balance-ai-and-humans-in-it-support) that combines AI's efficiency with human intuition and communication is likely to prevail. 

## 4. Can AI employee helpdesks understand human language?

Absolutely! Natural Language Processing (NLP) and Large Language Models empower AI helpdesks to understand and respond in a way that feels like a conversation. NLP handles context, intent recognition, and user-friendly responses, while LLMs contribute by generating human-like and nuanced replies.
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NLP is a branch of artificial intelligence that focuses on the interaction between computers and human language. It allows AI systems to comprehend, interpret, and respond to human language in a way that feels natural to users. With advancements in machine learning and deep learning, AI employee helpdesks can analyze the context, intent, and nuances of user queries, making interactions more intuitive and conversational.
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LLMs are sophisticated artificial intelligence models, often based on deep learning architectures, designed to process and understand human language on a large scale. LLMs are trained on vast datasets containing diverse examples of written and spoken language, allowing them to learn complex patterns, contextual relationships, and nuances of language.
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No more deciphering tech jargon—just seamless communication in everyday language. 

## 5. How user-friendly are AI employee helpdesks?

Super user-friendly! The goal is to make AI a helping hand, not a headache. With intuitive interfaces and easy integration into daily workflows, they ensure a smooth and hassle-free experience for all users. They seamlessly integrate into existing platforms like Slack or MS Teams to offer instant support. Add the fact that they understand everyday language, and you have an intuitive personal assistant in your fingertips! 

## 6. What benefits do AI employee helpdesks bring to the table?

Think faster issue resolution, streamlined workflows, and a boost in overall productivity. AI helps support teams and employees alike by providing quick, accurate solutions and allowing everyone to focus on strategic tasks that truly matter – instead of losing productive time waiting for tickets to be resolved. Let’s review some of the benefits below: 

- **Increased productivity**: By handling repetitive tasks, AI employee helpdesks free up human support agents to focus on more complex issues, strategic projects, and providing a personalized touch where needed. 

- **Faster and efficient issue resolution**: AI helpdesks leverage automation to instantly solve routine tasks, leading to faster issue resolution and reduced resolution times. 

- **24/7 availability**: AI systems operate round the clock, providing continuous support and assistance to employees regardless of the time zone or working hours. 

- **Cost savings**: Automation of routine tasks reduces the workload on human support agents, optimizing resource allocation, and reduces downtime and opportunity costs, all of which result in [decreased costs](https://www.gaspar.ai/blog/the-true-cost-of-your-it-helpdesk-support). 

- **Enhanced user satisfaction**: The efficiency, 24/7 availability, and user-friendly interaction contribute to [improved user satisfaction](https://www.gaspar.ai/blog/hr-helpdesk-for-employee-engagement), fostering a positive perception of IT and support services. 

- **Data-driven insights**: AI helpdesks generate [valuable insights](https://www.gaspar.ai/blog/transform-data-into-actionable-knowledge-with-ai-powered-insights) from user interactions, providing data-driven analytics that can inform decision-making and identify areas for improvement. 

## 7. Are AI employee helpdesks secure?

Absolutely. Security is a top priority. AI systems are designed with robust cybersecurity measures to safeguard sensitive data and ensure a secure digital environment for all users. 

## 8. How can AI employee helpdesks adapt to unique company needs?

AI systems are highly adaptable. They can be customized to align with the specific needs and workflows of each company. They can also be trained on the specific company’s data, so that responses are more accurate and personalized. From tailored responses to specialized automations, AI molds itself to fit seamlessly into your unique work environment. 

## 9. Can AI employee helpdesks learn and evolve over time?

Indeed! AI thrives on continuous learning. As it interacts with users and resolves issues, it learns from these interactions, evolves, adapts, and becomes even more adept at providing tailored and better solutions. A perpetual cycle of improvement! 

## 10. How does AI revolutionize employee support?

AI brings efficiency to the forefront, automating routine tasks, accelerating ticket resolutions, and providing instant responses. This not only frees up valuable time for support teams but also ensures employees get the help they need at the speed of now. 

## 11. What recommendations do you have for IT support leaders looking to implement AI?

[Implementing AI in IT support](https://www.gaspar.ai/blog/are-you-ready-for-conversational-ai-in-it-support) is a strategic decision that can greatly enhance efficiency and user satisfaction. Here are recommendations for IT support leaders looking to implement AI: 

- **Assess organizational needs**: Understand your organization's specific IT support needs, pain points, and the areas [where AI can bring the most value](https://www.gaspar.ai/blog/five-metrics-for-it-support-virtual-agent).  

- **Define clear objectives**: Whether it's improving response times or reducing ticket resolution times, having well-defined objectives and goals will guide the implementation process. 

- **Select the right AI solutions**: Consider factors such as scalability, integration capabilities, and the ability to adapt to your existing workflows. 

- **Pilot programs for evaluation**: Start with pilot programs to evaluate the effectiveness of AI solutions in a controlled environment. This allows you to assess their impact, gather feedback, and make informed decisions before full-scale implementation. 

- **Training and change management**: Provide comprehensive training for support agents and employees. Implement change management strategies to [address any resistance](https://www.gaspar.ai/blog/overcome-resistance-to-ai-helpdesk) and ensure a smooth transition. 

- **Monitor and measure performance**: Implement monitoring tools to track the performance of AI solutions. Regularly [assess key metrics](https://www.gaspar.ai/blog/metrics-to-evaluate-ai-it-support) such as response times, issue resolution rates, and user satisfaction. 

- **Encourage collaboration & transparency**: Communicate transparently with support agents and end-users about the introduction of AI in employee support. Clearly convey the benefits, address concerns, and highlight how AI enhances rather than replaces human roles.  

## Embrace the future of employee support with AI helpdesks

The future of employee support has never looked brighter. From automating mundane tasks to providing lightning-fast responses, AI is reshaping the support experience. So, gear up, embrace the change, and let the AI revolution unfold in your workplace! 

12 Frequently Asked Questions about AI Employee Helpdesks

From understanding what AI employee helpdesks are to how they transform support, get ready for an enlightening FAQ session in our latest blog post.

11 FAQs about AI employee help desks answered

The AI helpdesk offers the promise of efficiency, speed, and unparalleled support for employees. However, we know that with great innovation comes great resistance. End users and helpdesk support agents alike may not be very eager to adopt AI in their everyday work life, feeling concerned about being replaced, errors, or not being understood. Fear not, we've got your back!
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Let's dive into the strategies to conquer those common concerns and pave the way for a seamless AI helpdesk adoption throughout your company. 

## 1. Addressing the fear of job loss: elevate, don’t eliminate

One of the biggest fears surrounding the AI helpdesk adoption is the worry that it will replace human jobs. Reassure your team that AI is here to augment, not replace. Emphasize that AI takes care of repetitive, mundane tasks, allowing your team to focus on more complex issues that require the human touch, and more strategic projects that require their expertise and offer value to them. It's a synergy, not a takeover.
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At Gaspar AI, for instance, we augment employee helpdesk teams’ capabilities and empower them to perform better and more efficiently by removing the boring, repetitive helpdesk tasks and enabling them to focus on strategic projects. Our AI helpdesk [blends the best of AI technology with the best of human experience](https://www.gaspar.ai/blog/balance-ai-and-humans-in-it-support): a chatbot that is trained on advanced LLMs to accurately solve employee queries, with the option to easily create a ticket which will be automatically routed to the right human agent for complex issues where auto-resolution is not possible. 

## 2. The user-friendliness conundrum: choose an intuitive AI helpdesk

Resistance often stems from the fear of the unknown. Select AI solutions that are intuitive and user-friendly. If your employees can seamlessly integrate AI into their daily workflow without a steep learning curve, you'll witness a smoother transition. The goal is to make AI a helping hand, not an additional headache.
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Gaspar AI for examples does not require any special skills from employees and service desk teams to be used: the chatbot is added on [Slack](https://gaspar-www.sfo3.cdn.digitaloceanspaces.com/b9e329e31f16f7dea5631904a8df6efd.pdf), [MS Teams](https://gaspar-www.sfo3.cdn.digitaloceanspaces.com/4cb64c3ce625f2ff1649d2250d5832b5.pdf) or [Jira SM support portal](https://www.gaspar.ai/xence-ai), employees interact with it in their everyday language, and the whole support process happens on these platforms. 

## 3. Transparency is key: demystify the AI black box

Many fear what they don't understand. Demystify AI by shedding light on how it works, its decision-making process, and the benefits it brings. Hold workshops, facilitate Q&A sessions, and create an open dialogue. When your helpdesk team and employees understand the why and how, resistance tends to fade away. 

## 4. Start small, grow big: pilot programs for success

Instead of diving headfirst into the AI pool, start with pilot programs. Choose specific tasks or areas where the AI helpdesk can make an immediate impact. Showcase these successes to your helpdesk team and employees, proving the tangible benefits of AI adoption. Success stories are powerful antidotes to resistance.
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At Gaspar AI we usually recommend starting with an initial number of end users who will have access to our chatbot and subsequent automations. Depending on how this goes, IT managers and helpdesk teams can decide whether they want to expand the offering to all company employees. IT Admins also have the option to disable certain automated tasks and choose a limited number, until everyone is at ease with using the AI helpdesk auto-resolution. 

## 5. Continuous learning culture: embrace the AI helpdesk evolution

Highlight the fact that AI is not stagnant. It evolves, learns, and adapts. Encourage a culture of continuous learning. Train your team on new AI features, share success stories, and demonstrate how AI can grow alongside them, enhancing their skill set and career trajectory. 

## 6. Humanize the AI helpdesk: it's a team player, not a solo act

Position AI as a team player. It's there to support, learn, and collaborate. Showcase how AI can sift through vast data quickly, access your knowledge base and integrate with multiple applications to provide faster, more accurate solutions, minimizing everyone’s frustration and loss of productive time. Emphasize the collaborative power of humans and AI working hand in hand.
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Some examples you could highlight with Gaspar AI include the possibility to [onboard new employees in just minutes vs hours](https://www.gaspar.ai/blog/how-to-complete-employee-it-onboarding-in-under-one-minute), thanks to our workflow automation. You could also explain to employees [how easy and quick it is to reset a password](https://www.gaspar.ai/blog/how-to-get-rid-of-password-reset-requests-in-ten-seconds) thanks to Gaspar AI’s employee helpdesk.  

## Overcoming employee resistance to AI helpdesk with strategic solutions

In conclusion, conquering employee resistance to your AI helpdesk is not an insurmountable challenge. It's an opportunity to redefine efficiency, boost morale and trust, and offer new skills to employees. Choose AI helpdesk solutions that align with your team's and employees’ needs, foster a culture of transparency and continuous learning, and watch as resistance transforms into enthusiasm. The future of employee helpdesk support is AI, and it's time to welcome it with open arms.
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If you’d like to discuss the AI helpdesk and how it can transform your IT and HR support operations, [contact us](https://www.gaspar.ai/contact-us) or [schedule a free demo](https://www.gaspar.ai/demo-request). 

How to overcome employee resistance to the AI helpdesk

Conquer employee fears with our proven strategies for AI helpdesk adoption! Gaspar AI offers solutions to address concerns and demystify the AI black box.

How to overcome resistance to the AI helpdesk: 6 proven strategies

Artificial Intelligence is becoming an integral part of IT support, revolutionizing the way organizations offer assistance to their employees. Nowadays, most companies have adopted at least a simple form of AI in their effort to simplify and optimize their helpdesk operations and provide better and more efficient employee support. But how can you tell if your AI-powered IT support is hitting the mark?  

In this blog article, we'll explore the essential metrics and Key Performance Indicators (KPIs) that can help you measure the success of AI in IT support and ensure that your digital colleagues are pulling their weight. 

## 1. First Contact Resolution rate

The First Contact Resolution (FCR) rate is a critical metric that indicates how often AI successfully resolves issues on the initial interaction. A high FCR rate suggests that AI can swiftly and accurately tackle problems, reducing the need for escalations and follow-up support. Most human agent-based helpdesks aim for an average FCR of around 70% - so keep that in mind and compare it to your AI-powered FCR rate.
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**Pro Tip**: To boost your FCR rate, ensure that your AI is equipped with [a robust knowledge base](https://www.gaspar.ai/blog/how-to-optimize-your-it-helpdesk-knowledge-base-with-gaspar-ai) and the ability to understand and address complex queries. For the latter, you need to ensure that the AI is trained on advanced LLMs and has NLP to understand the query context and intent. Even better, choose an AI platform that offers automated issue resolution, like Gaspar AI. This means that issues that are more than just info-requesting questions can still be resolved through the platform without human intervention.
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For example, Gaspar, our advanced LLM-trained chatbot, is trained on high-quality data specific to the IT helpdesk sector, and thanks to our [ChatGPT integration](https://www.gaspar.ai/blog/chatgpt-integrated-chatbot-for-employees) it can have interactive conversations with users in natural language. By integrating the platform with the most used apps, Gaspar AI can automatically reset passwords or automate approvals instead of just answering frequently asked questions. Finally, to ensure that you have a robust knowledge base which can lead to a better FCR rate, it gives you [insights into information gaps in your knowledge repository](https://www.gaspar.ai/blog/transform-data-into-actionable-knowledge-with-ai-powered-insights). 

## 2. Response and resolution time

Time is of the essence in IT support. AI can significantly impact response and resolution times by providing near-instant responses to inquiries and quick solutions to common issues. Tracking these times helps measure the efficiency of your AI IT support system.
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**Pro Tip**: Monitor response and resolution times closely and aim to continually optimize them by asking your provider to fine-tune AI algorithms and workflows if needed.
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With Gaspar AI, getting the right answers takes mere seconds. Even routine issues that take an unreasonably long time to get solved, such as password resets, get [automatically resolved in 10 seconds](https://www.gaspar.ai/blog/how-to-get-rid-of-password-reset-requests-in-ten-seconds).  

## 3. Ticket volume and backlog

The number of tickets your IT support team receives, and the size of your backlog can provide insights into workload and the effectiveness of AI. A well-functioning AI system should help manage ticket volume by handling routine tasks and queries, reducing the burden on human support agents.
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**Pro Tip**: Keep a close eye on how AI affects ticket volume and backlog, aiming for a decrease in the number of open tickets and a shorter backlog. On Gaspar AI’s Admin Portal, you get a daily overview of your ticket backlog as well as the number of tickets resolved via automation or automated information sharing.  

## 4. Self-service utilization

AI can empower users to help themselves by providing intelligent self-service options, such as chatbots or knowledge bases. Monitoring self-service utilization helps assess how well AI is enabling users to find answers independently. To do this, you need to ensure that your AI provider gives data about employees’ utilization of the platform. For instance, with Gaspar AI you will receive insights about how many employees use our Generative AI chatbot, while on our Admin Portal you get data about the % of issues that are automatically resolved thanks to Gaspar, our AI chatbot.
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**Pro Tip**: Ensure that your self-service tools are user-friendly and that AI provides accurate and relevant self-help suggestions. There’s a good reason [why employees don’t use the traditional service desk](https://www.gaspar.ai/blog/why-employees-do-not-use-the-traditional-service-desk): it usually involves having to deal with an unfriendly interface and complicated, highly technical systems, along with endlessly searching through an infinite number of articles in the internal repositories. Make sure that your AI-powered helpdesk is easy to use and intuitive. Gaspar AI for example integrates with [Slack](https://gaspar-www.sfo3.cdn.digitaloceanspaces.com/b9e329e31f16f7dea5631904a8df6efd.pdf) and [MS Teams](https://gaspar-www.sfo3.cdn.digitaloceanspaces.com/4cb64c3ce625f2ff1649d2250d5832b5.pdf) so that employees don’t have to switch platforms or learn a new system. 

## 5. Employee Satisfaction

AI influences employee satisfaction. AI's ability to handle routine tasks and inquiries can reduce downtime and work-related stress and frustration, thus enhancing job satisfaction of both end users and support agents.
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**Pro Tip**: Survey your support team and employees regularly to assess their job satisfaction and make necessary adjustments to AI workflows and processes. 

## 6. Cost Efficiency

The cost per ticket is a crucial metric for evaluating the financial impact of AI in IT support. AI can help reduce the cost per ticket by streamlining processes and reducing the need for additional human resources.
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**Pro Tip**: Regularly calculate the cost per ticket and set cost-saving goals. A decrease in this metric is a strong indicator of AI's cost efficiency. With Gaspar AI, our customers enjoy a helpdesk ticket cost of just $1, which is a dramatic decrease vs the $26.51 cost of a traditional helpdesk ticket.  

## 7. Knowledge base content quality

For successful self-service, high-quality knowledge base content is essential. AI can help maintain and optimize knowledge base articles by ensuring accuracy, relevance, and completeness.
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**Pro Tip**: Continuously assess and improve the quality of knowledge base content to enhance the effectiveness of AI-powered self-service. With Gaspar AI, it’s extremely easy to know when your articles need improvement. After automatically answering an employee’s question, the end user gives feedback on the answer in its simplest form: just like or dislike the answer. This way, you get aggregated data and feedback on whether certain articles need to be optimized, and you have a great place to start your journey towards a high-quality knowledge base. 

## Measuring the success of AI in IT support is vital for your ROI

Measuring the success of AI in IT support is vital for ensuring that your investment is paying off. By regularly monitoring the suggested metrics and KPIs, you can determine how effectively AI is delivering support, optimizing resources, and improving employee satisfaction. With AI-driven IT support, your company can transform the way it handles inquiries and issues, providing efficient, effective, and satisfying assistance to users while ensuring that your digital colleagues are making a positive impact on your IT operations. 

Interested in learning more about the impact of AI in IT support? [Contact us](https://www.gaspar.ai/contact-us) and we can discuss all your burning questions. 

Key metrics for evaluating AI in IT support

Discover the metrics to gauge the success of your AI-driven helpdesk, from resolution time to cost efficiency. Read now for a smarter AI-based IT support!

7 metrics for evaluating AI in IT support

Generative AI for the enterprise is becoming a staple. When looking for potential solutions to automate your employee helpdesk, it’s important to understand their AI technology and features as the issue resolution rate and speed, as well as the employee experience and adoption, depend on them.
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Gaspar AI’s generative AI helpdesk is not just another platform—it's a game-changer. It’s been developed with the end user in mind: leveraging advanced AI models, we built a helpdesk capable of not only holding fluent dialogues but also solving complex enterprise challenges end-to-end. Our Generative AI helpdesk was created with three principles in mind: 

- **Compelling interactions**: We aim to enhance every interaction, making them more engaging and intuitive than ever. With our advanced conversational AI, we ensure that employees enjoy using our platform every day. This engaging experience results in more inquiries, task completions, and problem resolutions. 

- **Accelerated results**: When employees encounter obstacles, they rely on our helpdesk to swiftly guide them back to productivity. We strive for seamless interactions, ensuring minimal friction: by streamlining dialogues, minimizing steps, and harnessing powerful AI capabilities, we expedite task fulfillment.  

- **Infinite possibilities**: We aspire to eliminate any artificial limitations on what our helpdesk can do, so that it supports as many use cases as possible across various systems and teams. Regardless of the workflow complexities or business systems, our helpdesk stands ready to meet the challenge. Powered by generative AI, it is fully scalable and continuously expands its knowledge and skills. 

In our [previous blog post](https://www.gaspar.ai/blog/how-ai-solves-support-issues) we discussed our platform’s technology behind automatically solving employee requests. Now, guided by the three principles mentioned above, I'd like to highlight the essential processes that enable our helpdesk to provide this smooth, effortless experience, and the building blocks that power up our Artificial Intelligence engine.  

## Gaspar AI’s Artificial Intelligence methods and processes for best-in-class support

Our helpdesk follows several AI methods and a very thorough process to serve our customers with the best solutions: 

### Classification

Gaspar AI's intelligent engine classifies user queries – that's the first step towards optimum issue resolution. Once our helpdesk receives an employee request, it identifies its type: whether it requires automation, a knowledge resource-based answer, or a personalized info response. Our classification method is the backbone of seamless user experiences, ensuring that all employee queries are correctly classified so that the right solution is provided. 

### Information Retrieval

We've harnessed the power of state-of-the-art Information Retrieval methods to fetch the most relevant information and documents from our customers’ knowledge base or internal resources. Our platform integrates with various knowledge bases (such as Coda, Notion, Google Docs, Confluence and more) to ingest and retrieve the related required information. Precision at its finest! 

### Plugins

Plugins are specialized components that execute planned actions. Each plugin is custom-built for specific tasks and system integrations, such as resetting passwords in Okta or adding accounts in Google Workspace. When combined, plugins unlock vast possibilities, automating processes seamlessly across your existing systems with Gaspar AI. They ensure efficiency without the need for reconfiguration, leveraging your current setup. 

### Clarifications

Clarifications are crucial when initial requests lack sufficient context for a solution. Our helpdesk actively seeks clarification to enhance vague requests. It engages in natural language conversations with employees to ask follow-up questions or searches integrated systems for additional helpful information. Instead of assuming or overlooking gaps, it uses two-way dialogue and system data to fill in missing information, gathering additional context to craft accurate responses.  

### Responses – Summaries

These are our virtual agent’s final responses. After processing retrieved information, including clarifications, system data, and actions taken, our helpdesk uses its generative capabilities to summarize crucial details in natural language and synthesize dynamic answers in a digestible format. Thanks to advanced NLP it generates accurate, helpful, human-like responses, ensuring that the generated answers are contextually appropriate, reliable and tailored to the employee's needs – not just chunky copied text. 

### Citations

When enabled by the customer on our platform, citations are essential additions to summaries, indicating the sources of summarized information, such as knowledge base articles or system data. They build trust and credibility by demonstrating that responses are based on authentic corporate information and facts. This verification instills confidence in employees regarding the accuracy of the summaries. 

### Clustering

Unanswered queries are not ignored; they are grouped and then translated into insights that uncover what’s blocking employee productivity. It then offers recommendations about high-impact automation and fresh content creation for the [Knowledge Base](https://www.gaspar.ai/blog/how-to-optimize-your-it-helpdesk-knowledge-base-with-gaspar-ai). Gaspar AI thrives on turning challenges into opportunities!  


## Our Generative AI helpdesk building blocks

Now let’s see how we architected our Generative AI helpdesk to deliver best-in-class employee support. These are the core attributes that make Gaspar AI uniquely designed to meet each company’s demands: 

- Sector-specific high-quality datasets 
- State-of-the-art proprietary algorithms 
- Advanced LLMs fine-tuning  
- Fine-crafted prompts 
- Comprehensive evaluation process 

### Data: The heartbeat of Gaspar AI

At Gaspar AI, we understand that data is the lifeblood of any AI system. We adhere to five principles—relevance, consistency, uniformity, comprehensiveness, and anonymity. Our datasets, carefully curated and industry-standard, empower our AI with the knowledge it needs. We prioritize quality over quantity, ensuring our models deliver excellence. In case our models don’t have the expected performance for a particular customer, we create customer-specific models using training data mostly from that customer. 

#### We do not use customer data to train our AI model

We're excited to confirm that we don’t use customer data to train our AI model. Although we have models tailored to individual customers using their specific data, our generic AI model relies on top-notch synthetic enterprise data.
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This deliberate choice enhances platform security significantly. You can rest assured that your company’s data and sensitive information will remain private. Our AI model provides essential workplace intelligence, while customer data enhances and personalizes every customer’s model for an improved and tailored experience. Together, they create a helpdesk fine-tuned to each company without jeopardizing sensitive data. Our commitment to data security remains a priority, and this architecture reflects that dedication. 


### Algorithms: Where science meets art

Gaspar AI doesn't settle for mediocrity. We embrace the state-of-the-art (SOTA) in all our products, selecting algorithms that align perfectly with our problems and data. Our commitment to staying at the forefront of NLP developments means we're always pushing the boundaries.
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When we find papers with methods that apply to our ML pipeline and are relevant to our problems, we conduct rigorous testing. It entails examining all aspects of the new method, including its appropriateness for our problems and data. Any new test goes through our home-bred evaluation pipeline. 


### Engineering: crafting brilliance

Behind the scenes, Gaspar AI's engineering competence shines. From fine-tuning large language models (LLMs) to perfecting Information Retrieval and GPT prompting, our engineers are the architects of an AI revolution. 

- **LLM Fine-Tuning**: Building on open-source LLMs requires expertise, and our engineers bring years of experience to the table. They navigate the complexities of NLP and Big Data, ensuring the best performance. 
- **Information Retrieval**: Querying our Information Retrieval system is an art. Our search engineers enhance keyword-based searches, correct spelling mistakes, and rank results for a seamless user experience. 
- **GPT Prompt Engineering**: The advent of ChatGPT was a game-changer, and Gaspar AI was quick to leverage its potential. Our engineers crafted prompts that deliver concise, human-friendly answers, elevating user experience to new heights. 


### Evaluation: The bedrock of excellence

We take evaluation seriously. It's not just a step in our process; it's a commitment to excellence. From testing new algorithms to maintaining dataset quality, our evaluation pipelines keep our AI systems sharp and effective, and our datasets up to standard.  
 

### Satisfying each company’s unique demands

By leveraging these building blocks, our generative AI helpdesk satisfies the unique demands of every company, helpdesk/IT agent, and employee: 

- **Smooth collaboration**: employees engage in interactive conversations with our AI virtual agent, just like talking to a live agent.  
- **Human-like logic**: our virtual agent understands user intent and context and selects the optimal solution while completely understanding your business systems. 
- **Fact-checking**: A meticulously refined evaluation model ensures answer accuracy by validating outputs with the sources used and assessing alignment with the original query. 
- **Designed for scale**: With robust ML operations and high customization capabilities, it is easy to build new use cases and extend to new languages while preserving critical business logic. 


## Gaspar AI: the generative AI helpdesk that shapes the future of work

To sum-up, the key elements fueling Gaspar AI's success are: 

- **High-quality datasets**: Carefully curated, industry-standard datasets drive our AI to excellence. 
- **State-of-the-Art, proprietary algorithms**: We don't follow trends; we use the best algorithms for our problems and data. 
- **Comprehensive evaluation process**: Rigorous evaluation ensures our AI systems stay at the pinnacle of performance. 
- **Excellent engineering**: From LLM tuning to Information Retrieval and GPT prompting, our engineering is a beacon of brilliance.


Together with an AI-powered, thorough process that identifies and plans the best solution to every employee query, Gaspar AI empowers helpdesk teams and employees alike to be more productive and enjoy happier support experiences.
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This blog provides a glimpse of our ongoing commitment to innovation. We're dedicated to refining and enriching our functionality continuously. Gaspar AI is not just an AI solution; it's a commitment to shaping the future of AI-powered employee support. We're excited to embark on this journey with you, as we witness its immense potential unfold in the coming months and years. The future looks promising, and it's powered by Gaspar AI!
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See how employees can use one unified Generative AI solution and enjoy smarter, automated support while freeing your helpdesk team’s valuable time. **[Schedule a personalized demo](https://www.gaspar.ai/demo-request)**.  

An inside look into Gaspar AI’s Generative AI helpdesk

Discover Gaspar AI's Generative AI helpdesk. Crafted with advanced AI models, it solves complex enterprise challenges, empowers your team while ensuring data security.

Businesses are constantly looking for ways to improve employee support services, streamline operations, and reduce costs. That’s why they are increasingly using Virtual Agents. A Virtual Agent is a conversational chatbot that uses artificial intelligence and natural language processing to understand user intent and context to automatically answer employee questions and resolve issues. While simple chatbots use rule-based algorithms to answer questions, IT support Virtual Agents have been trained on data to understand everyday language, and they integrate with the existing systems to fulfill tasks for employees, all without human intervention.
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But how do you know if your business actually needs a Virtual Agent? In this blog post, we'll explore five key metrics that can help you determine whether a Virtual Agent is the right solution for your company’s IT support operations. 

## 1. Increasing employee support ticket volume

One of the most obvious signs that you might need a Virtual Agent is the rising volume of internal support tickets. If your helpdesk and IT support team are struggling to keep up with an ever-increasing influx of queries, a Virtual Agent can help alleviate the pressure. By handling routine and repetitive inquiries, Virtual Agents free up your human agents to focus on more complex and strategic tasks, ultimately leading to improved employee satisfaction.
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For instance, with Gaspar AI you can [automatically solve 40% of employee IT and HR issues](https://www.gaspar.ai/blog/ai-employee-help-desk-software), such as password resets, time-off request approvals, email list additions, etc. This means that your helpdesk team has fewer tickets to handle, leaving them more time to solve issues that truly matter. 

## 2. High wait & resolution times

If your employees are experiencing extended wait times, whether on the phone, in your helpdesk team’s office or through email or chat, it's a clear indication that your support resources are stretched too thin. The same goes if your ticket resolution time is increasing – oftentimes, employees must wait almost 10 hours to have their issue resolved! Imagine if it is a critical issue, preventing them from working: it means that they remain unproductive for a full working day, or worse they end up causing your company financial losses due to inactivity.
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Implementing a Virtual Agent can significantly reduce response and resolution times, providing employees with faster service and a more positive experience. With Gaspar AI for example, it takes [mere seconds to solve the most frequent employee issues](https://www.gaspar.ai/blog/ai-employee-helpdesk-on-slack-msteams-jira) as opposed to hours! 

## 3. Frequent repetition of questions

Repetitive inquiries and IT issues are a common challenge in employee support. When your agents find themselves answering the same questions over and over, it can be a sign that a Virtual Agent replying to the most common questions could be a valuable addition to your team. Virtual Agents excel at providing consistent and accurate responses to frequently asked questions, ensuring that employees receive the information they need promptly. Moreover, they can take on and resolve recurrent, routine requests instead of having your team spend half their time on them.
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[Take password resets for example](https://www.gaspar.ai/blog/how-to-get-rid-of-password-reset-requests-in-ten-seconds). 20% to 50% of all IT helpdesk tickets each year are for password resets according to the Gartner Group, and these tickets consume 31% to 40% of the helpdesk's time. With Gaspar AI, when an employee forgets a password, they will ask Gaspar (our Virtual Agent) on Slack or Ms Teams for a password reset. In seconds, Gaspar will identify the employee thanks to the relevant identity-related integrations and will provide the necessary temporary password in order to reset it. It just takes 10 seconds, and your team won’t even be involved! 

 

## 4. High internal support costs

[Traditional employee support is expensive](https://www.gaspar.ai/blog/the-true-cost-of-your-it-helpdesk-support), with costs associated with hiring and training agents, maintaining support systems, handling infrastructure and potential revenue loss because of down time due to IT issues. A Virtual Agent, once implemented, can significantly reduce these costs. When a majority of employees opt for self-service or chatbot solutions for common issues, your service desk will witness a decrease in ticket volumes, resulting in improved response times and reduced labor expenses per ticket. Simultaneously, employees can promptly resolve their issues, leading to a significant reduction in opportunity costs.
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For instance, if you’d like to see how much you would actually save by adopting Gaspar AI, you can try out our [ROI calculator](https://www.gaspar.ai/benefits). All the above-mentioned advantages are already included there: simply input your employee headcount and ticket volume to see the extent of your cost reduction. 

## 5. Poor employee satisfaction ratings

Employee satisfaction is a crucial metric for any business as it is linked to employee retention. [Internal IT and HR support greatly influences job satisfaction](https://www.gaspar.ai/blog/hr-helpdesk-for-employee-engagement): when employees encounter long response times, impersonal interactions, and difficulty in finding relevant information, they can’t perform at their job, leading to frustration, dissatisfaction and turnover.
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A Virtual Agent can play a pivotal role in mitigating employee dissatisfaction through its ability to deliver effective assistance and address employee concerns. By providing quick and accurate responses 24/7, it can enhance the overall employee experience and boost satisfaction ratings. However, it's important to ensure that your Virtual Agent is well-designed and able to handle inquiries effectively to avoid negatively impacting employee satisfaction.
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Gaspar, our groundbreaking AI-powered chatbot, seamlessly integrates with Slack, Microsoft Teams, and Jira Service Management, the platforms your employees already know and use. Moreover, it is [integrated with ChatGPT](https://www.gaspar.ai/blog/chatgpt-integrated-chatbot-for-employees), trained on advanced LLMs and has NLP to understand employees’ everyday language and their queries’ intent and context. Thus, employees don’t need to switch platforms, learn a new system, or speak a technical language: they just have natural, interactive conversations with Gaspar, getting immediate support and a magical experience, which boosts their job satisfaction. 

## Increase efficiency with an IT support Virtual Agent

As businesses strive to meet employee expectations and manage operational costs, Virtual Agents have become an invaluable tool. The five metrics mentioned above can help you identify whether your company would benefit from such a tool. If you're facing increasing support ticket volume, high wait and resolution times, repetitive questions, high support costs, or poor employee satisfaction ratings, it may be time to explore the implementation of an IT support Virtual Agent. These AI-powered assistants can not only reduce the workload of your internal support team but also provide employees with faster, more efficient service, ultimately leading to improved job satisfaction and a stronger bottom line.
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To learn more about Gaspar AI and our Generative AI Virtual Agent, [schedule a free demo](https://www.gaspar.ai/demo-request) or [contact us](https://www.gaspar.ai/contact-us). 

 

5 metrics that show you need an IT support virtual agent

Discover what to measure to know whether your company needs an IT support Virtual Agent in our latest blog post.

5 metrics that show you need an IT support Virtual Agent

Artificial Intelligence has become a pervasive force in our lives, transforming industries and reshaping the way we work. In the realm of IT support, the integration of AI technologies has led to both excitement and apprehension. While some see AI as a revolutionary ally that can streamline processes and enhance user experiences, others harbor concerns about its implications.
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In this blog post, we will explore common myths and misconceptions about AI in IT support and demonstrate how it can be a valuable asset for companies. 

## Myth 1: AI will replace human IT support

One of the most prevalent myths is the fear that AI will replace human IT support professionals. And it prevents companies from investing in AI-powered systems that will dramatically change their employee support operations for the better.
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While AI has made great strides in automating routine tasks and providing efficient solutions, it is not a complete substitute for human expertise. AI excels in tasks like diagnosing common issues, offering self-service solutions, and providing immediate responses to frequently asked questions. However, complex problem-solving, understanding nuanced issues, and empathetic communication still require human intervention. In fact, AI can work in harmony with IT professionals, allowing them to focus on more challenging and value-adding tasks. Efficient employee support is all about finding the perfect [balance between AI-powered resolution and human agent support](https://www.gaspar.ai/blog/balance-ai-and-humans-in-it-support), as both have advantages to relay.
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Gaspar AI for example, provides [seamless digital workplace support](https://www.gaspar.ai/solutions) that perfectly mixes the finest aspects of human expertise with the capabilities of AI technology. It blends the best of AI technology with the best of human experience: a chatbot that is trained on advanced LLMs to accurately solve employee queries, with the option to easily create a ticket which will be automatically routed to the right human agent when auto-resolution is not possible.  

## Myth 2: AI is too expensive for small businesses

Another misconception is that AI in IT support is only accessible to large enterprises with deep pockets. In reality, AI solutions have become increasingly affordable and scalable, making them accessible to companies of all sizes. Many AI-powered IT support tools are available as subscription services, allowing small and medium-sized businesses to harness the benefits of AI without a significant upfront investment. What’s more, since these tools will improve efficiency, solve issues more quickly and reduce downtime, they ultimately save money in the long run, making AI solutions more affordable than continuing with the old school IT support.
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To give you an idea, Gaspar AI has a [low-cost pricing](https://www.gaspar.ai/pricing) of just $4 per user monthly, so it is suited even for small businesses that want to enter the AI-powered era. This pricing includes all our platform’s features and unlimited users, queries and uses. Moreover, our customers enjoy a $1 cost per ticket compared to $26.5 without our solution, which results in great cost savings as well. 

## Myth 3: AI Is prone to errors and inaccuracies

Skeptics often argue that AI is error-prone and unreliable. While it's true that AI models can make mistakes, they are constantly improving through machine learning and fine-tuning. AI in IT support can achieve impressive accuracy rates in tasks such as identifying common issues, predicting system failures, and offering solutions. Moreover, AI doesn't get fatigued or distracted like humans, ensuring consistent performance 24/7.
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At Gaspar AI, to make sure we have accurate results, we follow five main principles when creating our datasets: relevance, consistency, uniformity, comprehensiveness, and anonymity.  We create our own data, but also collect real data from our customers. This means that we have a wealth of data that is specific to the Technical Support domain. We also understand the importance of solid algorithms. This is why we use the state-of-the-art (SOTA). We have chosen our algorithms by extensively experimenting with many SOTA methods. At the same time, we are constantly on the lookout for the latest developments in the area of NLP, and continuously apply this knowledge to our product by evaluating any improvements. That’s what makes our platform’s automated solutions safe and accurate. 

## Myth 4: AI lacks personalization and empathy

Some believe that AI lacks the personal touch and empathy that human IT support agents provide. While AI doesn't possess emotions or empathy, it can be programmed to understand and respond to user needs with a high degree of personalization. AI can analyze user behavior and preferences to tailor responses and solutions accordingly, providing a more personalized experience. Additionally, AI can free up human agents to focus on the more empathetic and complex aspects of employee interactions.
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With Gaspar AI’s newest [Personalized HR Info](https://www.gaspar.ai/blog/hr-chatbot-personalized-info) feature, employees have access to a wealth of information that is tailored to their unique needs and employment situation. Whether they’re planning a vacation or need to understand your company's policies better, Gaspar AI is here to help. It’s like having a friendly, responsive assistant available to answer employee questions and provide them with personalized information whenever they need it. Talking about AI lacking personal touch! 

## Myth 5: AI is complex and difficult to implement

Implementing AI in IT support may sound daunting, but it doesn't have to be. Many AI tools are designed to be user-friendly, with straightforward integration processes. Additionally, AI vendors often provide support and resources to help companies get started. It's essential to choose AI solutions that align with your specific needs and are compatible with your existing IT infrastructure. Once integrated, AI can enhance your support operations and streamline processes.
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For example, Gaspar AI is one of these platforms that are extremely easy to implement. It does not require any special skills from employees and service desk teams: the chatbot is added on [Slack](https://www.gaspar.ai/slack-integration), [MS Teams](https://www.gaspar.ai/ms-teams-integration) or [Jira SM support portal](https://www.gaspar.ai/xence-ai), employees interact with it in their everyday language, and the whole support process happens on these platforms. And if you are afraid to ask about the deployment timeframe, fear not! In just 30 minutes our platform can be up and running! It also [integrates with more than 30 frequently used applications](https://www.gaspar.ai/integrations), including the most common ITSM systems, so your company won’t experience any disruptions or switching costs.  

 

## AI in IT support, your favorite ally for efficient operations

In conclusion, AI in IT support is not a foe but a friend that can enhance the capabilities of human IT professionals. By debunking common myths and misconceptions, we can appreciate the value that AI brings to the table. It can improve efficiency, save costs, and enhance the user experience, ultimately benefiting companies of all sizes. Embracing AI in IT support is a step toward staying competitive in the ever-evolving tech landscape.
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Now that we have addressed your most common AI misconceptions, if you want to understand how Gaspar AI can benefit your company’s IT support operations and save you tons of money, [schedule a free, personalized demo](https://www.gaspar.ai/demo-request).  

Discover the truth about AI in IT support! Debunking myths and showcasing the benefits of AI for efficient operations in our newest blog post.

AI in IT support: Friend or Foe? Debunking the myths

When it comes to customer support and IT service management, ensuring a seamless and efficient operation is crucial. Delays in resolving issues not only frustrate customers and employees but can also lead to lost business opportunities. With Gaspar AI’s integration with Zendesk, you can rest assured that all issues related to your favorite customer support and ITSM platform can be dealt with in seconds.
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In this blog post, we'll explore the powerful synergy between Gaspar AI and Zendesk, showcasing how this integration can transform the way you manage and optimize your support operations. 

## Main integration superpowers

### Password Management

With Gaspar AI's integration, Zendesk users can take advantage of advanced Password Management automation. Imagine having an urgent customer request but not being able to log into your Zendesk account! With Gaspar AI, you can reset passwords securely and conveniently, all without human intervention. It just takes a request to Gaspar, our AI chatbot, and within a few seconds you will have a new password to sign in.  

### Account Management

It has never been easier to add accounts to Zendesk! You can create a workflow to automate the onboarding process, so that when new people join your company, you can instantly create their accounts by copying them from the SSO service to this service. At the same time, when someone leaves the company, you can instantly remove their account from Zendesk.  

### Account Suspension

Managing account suspensions, whether for security reasons or administrative purposes, can be a time-consuming task. Gaspar AI's integration with Zendesk simplifies this process. Support agents can now swiftly suspend accounts, ensuring that security breaches are promptly addressed and that users remain compliant with your company’s policies. 

### Group Management

With Gaspar AI's integration, Zendesk users can easily automate group management tasks, such as creating groups, adding users to, or removing them from groups. This functionality ensures that user access and permissions are always up to date without manual intervention. 

### Organization Unit Management

Managing organizational units and hierarchies is essential for large companies. Now when an employee moves to a different sub-unit of your company, be it in another country or a different sector, you can automate the change, ensuring that your system always accurately reflects your organizational structure. 

### Knowledge Management

Knowledge is the most powerful asset in the world of customer and employee support. Thanks to the Zendesk integration, Gaspar, our Generative AI chatbot, deflects tickets by instantly answering questions with information straight from the Zendesk knowledge base, in a human-like way. Gaspar AI's integration also offers Data Analytics and Insights into the most common issues, allowing users to update and maintain knowledge base articles. This keeps your support content fresh, relevant, and up to date. 

### ITSM with Webhook

Webhooks let you build or set up integrations that subscribe to certain activity in Zendesk Support. When this activity occurs, Zendesk sends a HTTP request to the webhook's configured URL. With Gaspar AI’s integration, every time a ticket is created or updated on the ITSM platform, it automatically syncs with our platform as well. As a result, agents can easily follow up their ticket status and the ITSM process is simplified.  

## Gaspar AI and Zendesk, a game-changer for support operations

Gaspar AI's integration with Zendesk is a game-changer for businesses seeking to optimize their support operations. The range of automations provided, from Password Management to IT Service Management with Webhooks, empowers companies to provide faster and more efficient support, reduce manual workloads, and enhance the overall customer and employee experience. Whether you're a small startup or a large enterprise, this integration has the potential to revolutionize the way you manage your support operations and deliver swift and effective solutions to customers and employees.
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So, if you're ready to streamline your support processes, consider incorporating Gaspar AI's integration with Zendesk into your strategy and start reaping the benefits today. [Schedule a demo](https://www.gaspar.ai/demo-request) to learn more! 

Streamline support operations with Gaspar AI & Zendesk integration. Unlock the power of automation for seamless it user support. Discover how in our blog!

Simplify IT user support with Gaspar AI and Zendesk

Within a company, valuable solutions often remain hidden across diverse resources and systems, buried deep within knowledge bases and documents. They might appear as a mere paragraph, a sentence, or even a brief phrase. Tracking them down feels like embarking on a quest for hidden treasures! 

We've developed Gaspar AI to eliminate this need for treasure hunts, delivering precise answers with a touch of magic!

Gaspar AI integrates with and searches through most Knowledge Base systems, such as Confluence, Coda, Sharepoint, etc., to answer employee questions with information from these apps. [We previously covered](https://www.gaspar.ai/blog/coda-integration) why it is important to integrate an AI-powered platform with multiple knowledge bases: to offer immediate employee assistance without the reliance on human agents for routine tasks and common questions. It empowers employees to get the best HR and IT self-service. 

In this blog post we will delve into Gaspar AI’s integration with [Helpjuice](https://helpjuice.com/) and all the magic you get by connecting these 2 apps. 

## Helpjuice & Gaspar AI: a dynamic combination for seamless employee self-service

By integrating Gaspar AI with Helpjuice, companies can transform their Helpjuice knowledge base into actionable solutions for employee support. Here's how this integration benefits your organization: 

### Effortless answers to employee queries
Gaspar AI scans your Helpjuice knowledge base and swiftly retrieves the information needed to resolve employee requests. Then our GPT-powered chatbot turns this into accurate answers with a human-like flair. With correct, instant answers in everyday language, employees can get back to work immediately, satisfied with the service they received, while reducing repetitive tasks for your helpdesk team. 

### Knowledge enrichment
Proactive Insights provided by Gaspar AI give companies valuable data about common employee questions and issues. This information helps identify knowledge gaps, enabling organizations to create or update relevant solution articles. This dynamic approach keeps your knowledge base up-to-date and your employees well-informed. 

Gaspar AI and Helpjuice integration elevates knowledge sharing and employee self-service, making information easily accessible and organized. It ensures faster, frictionless employee support, increases efficiency, and reduces manual work. With Gaspar AI, knowledge remains your most potent asset, ready to drive your company's success. 

If you're ready to revolutionize your knowledge sharing, explore Gaspar AI in [a personalized demo meeting](https://www.gaspar.ai/demo-request) and unlock the full potential of your collective intelligence. 

 

Gaspar AI and Helpjuice integration for efficient it self service

Unlock efficient employee HR & IT self-service with Gaspar AI and Helpjuice integration. Instant answers and insightful knowledge enrichment. Learn more!

Gaspar AI and Helpjuice: using AI for HR and IT self-service

In the last few years, working in employee helpdesk support makes you feel like you're stuck in a loop, dealing with the same problems again and again. You're always ready to help your colleagues, but there's a catch: sorting out things often feels like a slow and complicated puzzle. The systems you use struggle to understand the issues people face. And this repetitive work keeps you from doing more important tasks because you're stuck fixing the same old problems.
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On the other hand, picture this: you're one of the end users, grappling with a burning question that's keeping you from moving forward. You're eager for answers, just like you are when you turn to your trusty sidekick, ChatGPT, outside of work. But instead, it feels like you've entered a labyrinth where getting answers is a marathon, not a sprint. The information you need is scattered all over the place, like trying to find lost keys in a big, messy room.
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So, why doesn't the quest for answers and solutions in the workplace give everyone the same thrill as a quick ChatGPT question?
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Let’s first think why we turn to ChatGPT. Well, for starters, it's like a digital wizard that deciphers our questions, even when we don't quite have our thoughts in order. ChatGPT's remarkable natural language understanding makes it adept at interpreting user queries, enabling more conversational and less rigid interactions. Additionally, it makes it extremely easy to find the right answer: it excels in providing contextually relevant responses, delivering personalized and accurate answers based on conversation history. Its diverse knowledge base spans various subjects, offering insights on practically anything under the sun.
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And here's the magic touch—ChatGPT is brilliant at serving up the juiciest, most relevant nuggets of knowledge right when you need them. 

## Gaspar AI, your magic chatbot helpdesk solution

So how would you feel if you had such an assistant at work, automating tasks and accurately answering questions like a human? If you could empower helpdesk teams and employees alike to get the solutions they need right when they need them? 

It would make your help desk job easier and free up your time for bigger, more exciting things, helping your company move forward. At the same time, it would enable employees to solve their issues effortlessly and instantly, like a simple ChatGPT prompt.
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With Gaspar AI, you can now have a ChatGPT-like chatbot at your employee support fingertips!
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Being dedicated to offering the best and most intuitive solution for employee helpdesk automation, we developed our cutting-edge AI technology at Gaspar AI. The result was a one-of-a-kind GPT-powered platform that empowers employees to get quick and effortless IT and HR support, and helpdesk teams to get rid of more than 40% of tickets, decrease their manual work by 80%, and make better decisions thanks to AI-based insights.
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Gaspar AI [automatically resolves employee queries](https://www.gaspar.ai/blog/ai-employee-helpdesk-on-slack-msteams-jira) and answers their questions on Slack, MS Teams and Jira Service Management support portal, by using our AI power and by integrating with multiple applications. The process is very straightforward: an employee asks Gaspar, our AI chatbot, a question on one of the above platforms, and Gaspar answers in seconds in a human-like way, offering the solution they were looking for. 

In case auto-resolution is not possible, employees easily create a ticket on the above-mentioned apps, which is synced with the ITSM platform and routed to the right agent for resolution. It’s that quick and easy!
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But how is this magic happening? Let’s take an exclusive, detailed, step-by-step look at the process and technology behind. 

## Cracking the code: understanding employee issues

**Query type recognition**

The first step to fulfill an employee’s query is to identify what the user wants. We use a Machine Learning system to do so. Depending on several system parameters our chatbot decides about the type of response. There are four main types: 

- Automation 
- Knowledge Base info 
- Personalized Info 
- Unknown 

**Intent recognition powered by BERT**

To automatically resolve queries and automate processes, Gaspar AI comes with a set of automations that serve users’ requests. For instance, if an employee asks “I forgot my password”, the automation that should be triggered is “password_reset”. But how does Gaspar AI know what the user wants? That’s where the AI comes in. 

In order to identify the user’s intention, the query is evaluated by a [BERT-based classifier](https://www.techtarget.com/searchenterpriseai/definition/BERT-language-model#:~:text=BERT%2C%20which%20stands%20for%20Bidirectional,calculated%20based%20upon%20their%20connection.) model trained on thousands of human-labeled queries to ensure top-quality results. 

## Pinpointing solutions: human-like, accurate responses across the Enterprise

Most often, valuable answers are tucked away within different resources and systems. These answers are usually buried deep within knowledge bases and documents, appearing as a paragraph, a sentence, or even a mere phrase. Tracking them down feels like embarking on a quest for hidden treasures! 

That's precisely why we've created Gaspar AI – to put an end to these treasure hunts and offer you accurate answers in a magical way.
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**Knowledge Base article retrieval powered by a Search and Analytics engine**

Gaspar AI integrates with and searches through most Knowledge Base systems, such as Confluence, Coda, HelpJuice, etc., to answer employee questions with information from these systems. The solution articles are indexed in Gaspar AI’s Information Retrieval system. 

All articles from the knowledge base are retrieved, preprocessed and indexed. This allows for better handling of the Knowledge Base and more accurate search results. Queries to the Knowledge Base can be adjusted on a per-customer basis.
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**Knowledge Base answering powered by ChatGPT** 

While a list of articles is a great and useful way to respond to the user, and the most common practice among rule-based chatbots, providing the actual answer is much faster and preferred by users. [Assisted by ChatGPT](https://www.gaspar.ai/blog/chatgpt-integrated-chatbot-for-employees), our AI scans the customer’s Knowledge Base and accurately answers the user’s question in a human-like way. If our AI cannot find the answer, or a generic answer is found, it informs the user to provide more details – that's where our [in-house Dialog Management system](https://www.gaspar.ai/blog/advanced-dialog-management-skills) comes into play. The employee can further interact with our chatbot, ask clarifying questions and offer more details until they get the information they need. Otherwise, our chatbot presents them with the opportunity to open a ticket.
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We fine-tune ChatGPT on the customer’s knowledge base on a regular basis, so that the answers are relevant. The prompts submitted to GPT are carefully engineered to enhance the final user’s experience and avoid unexpected results. Each answer is checked for appropriateness and relevance before being presented to the user.
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**Personalized Info powered by ChatGPT**

Very often, employees want to access non-public information that concerns them specifically. It can be information about their paid time off, their relationship with the company, stock options, daily tasks, etc. Employees often dread these questions as they must log into different systems to get answers. For instance, an employee may need to know how much time-off they have left so that they plan their summer holidays. They would need to log in to their HRIS, drill down to the system’s menus and find the relevant information.
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[Gaspar AI automates this manual work](https://www.gaspar.ai/blog/hr-chatbot-personalized-info). It retrieves the information from the relevant system and feeds this into ChatGPT using carefully engineered prompts. ChatGPT provides an answer, which is being checked for appropriateness and relevance. Gaspar presents the final answer to the user. 

Now, the only thing employees do is ask our chatbot as they would a human colleague. For instance, if they ask “What’s my remaining PTO for the year?” Gaspar would reply with “You’ve got 14 days left until the end of the year”. Within the same dialogue, they can also ask “Can I book my summer holidays?” and Gaspar will also take care of that by automating the time-off request and related approval process. 

## Data Analytics and Insights with Gaspar AI’s query clustering

Some user queries might not be automatically resolved or answered. But they can turn into useful insights that enable IT managers and Admins to make informed decisions. It’s one of Gaspar AI’s most powerful features, our [Proactive Insights](https://www.gaspar.ai/blog/transform-data-into-actionable-knowledge-with-ai-powered-insights). 

Gaspar AI gathers all unanswered questions, groups them and tries to make sense of what the user was expecting to achieve. Admins can view these insights on the Admin Portal so that they can: 

- Determine new opportunities for automating processes. 
- Find information gaps so that they add new articles to their knowledge base. 
- Integrate more applications with Gaspar AI to use the Personalized Info feature. 

For example, if people often ask for information about how to install the company’s VPN client, and such info does not exist in the knowledge base, it would be nice to have an article that has relevant step-by-step instructions. 

## One AI platform to rule them all

At Gaspar AI, our focus is on revolutionizing the IT and HR helpdesk support in the workplace. This is why we developed a robust AI-powered technological framework designed to bridge the gap between employees and the resources they require, while liberating talented help desk professionals from the monotony of answering repetitive questions. Our approach is to offer employees and helpdesk teams a dedicated ChatGPT-like expert assistant to make internal support as quick, easy and accurate as a ChatGPT conversation.
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The result? IT teams can focus on driving large-scale digital transformations, HR experts can dedicate their efforts to perfecting the employee lifecycle, and employees can easily access the information they need to tackle meaningful projects. It's all about streamlining work processes and allowing everyone to concentrate on what truly matters.
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If you want to see how it feels to have your personal ChatGPT assistant at work, [schedule a free, personalised demo](https://www.gaspar.ai/demo-request) with our expert team.

Our AI helpdesk software for automated password reset and process automation

Discover the advanced technology powering our AI helpdesk, driving automated request resolution. Dive in an exclusive behind the scenes in our latest blog post!

Behind the scenes of our AI helpdesk for IT support automation

You have successfully deployed [Ivanti](https://www.ivanti.com/products/ivanti-neurons-for-digital-experience) in your company and have already significantly improved your ITSM. You needed a hassle-free way to support users and deliver services with the flexibility to respond to new business initiatives and growth, and now you finally have it.
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What if you could extend your platform’s capabilities beyond those offered by Ivanti, and get AI-powered automated solutions for your users, and insights for you and your team?
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With Gaspar AI you can transform your company's chat platforms  - Slack or MS Teams - into an AI helpdesk synced with Ivanti, that will make employee support smarter, quicker and more efficient. Read on to learn how!

## Boost your employee service desk efficiency with the Gaspar AI helpdesk

With Gaspar AI’s integration, you can now delight your users and deliver internal support that creates value from day one with a solution that provides all the capabilities and automation you’d expect. And what’s best, there is no need to switch applications, just 1 cutting-edge AI platform that you can deploy in 30 minutes! It’s simple to use and easy to own and will offer you maximum ROI from your Ivanti investment.
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[Gaspar AI’s powerful Generative AI and workflows](https://www.gaspar.ai/platform) allow you to automate internal service delivery like never before. Your employees will be able to solve their requests right where they are - on [Slack](https://www.gaspar.ai/slack-integration) or [Microsoft Teams](https://www.gaspar.ai/blog/using-ms-teams-for-it-support) -, instantly and without human intervention, your helpdesk team can speed-up ticket resolution and run repetitive workflow processes like magic, and you will optimize employee support thanks to data analytics and proactive insights.
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Let’s see in more detail all the extended capabilities you will get.

## Instant automated resolution on Slack and MS Teams

Gaspar, our Conversational AI chatbot that’s available 24/7, can solve your employees' requests quickly and without the need for human agent intervention. It uses Natural Language Processing and Natural Language Understanding to interpret user intent and context, in order to offer unlimited solutions. Since it is not a rule-based chatbot, but trained with a Large Language Model, there is no need to pre-build any rules, questions, or knowledge base content.
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Employees can chat with Gaspar on Slack or MS Teams using everyday language. Thanks to various app integrations in addition to Ivanti, the AI bot will instantly resolve requests via automation, or deflect tickets with accurate answers generated from articles in your knowledge base. You can tailor the platform to your needs: you can select how many app integrations you will allow. The more integrations you activate, the less manual work you will have to do.
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To give you just a teaser of all the goodies you can get, here are some of the issues Gaspar can solve in seconds on Slack and MS Teams, without your involvement or the need to create a ticket on Ivanti: 

- **Password reset**: We know you hate these requests, and this is why we [let our chatbot solve them](https://www.gaspar.ai/blog/how-to-get-rid-of-password-reset-requests-in-ten-seconds)! When an employee forgets their password, Gaspar automatically verifies the end user’s identity and provides a new password. It takes 10 seconds, and you don’t even have to know about it! 
- **Group and channel management**: Employees can create groups and add other users or remove them just by asking Gaspar. Similarly, they ask our chatbot for access to specific channels. If approvals are needed to join a group or channel, they happen on Slack and MS Teams.   
- **Time off requests**: Requesting time off shouldn't be a hassle, and that's why [we've come together with HiBob](https://www.gaspar.ai/blog/streamlining-hr-processes-with-gaspar-ai-and-hibob) to simplify the process and make it as smooth as a summer breeze! You can now effortlessly submit your request in just a few clicks on Slack’s (or MS Teams) intuitive interface. No more switching apps or manual approvals: the whole process happens right where your IT team, managers and employees are! 

## Accurate, human-like answers using RAG and dialog management

Gaspar, our Virtual Agent, has a dialog-management component and uses RAG ([Retrieval Augmented Generation](https://blogs.nvidia.com/blog/what-is-retrieval-augmented-generation/)) to answer user queries using state-of-the-art generative LLMs. It will ask follow-up questions to clarify ambiguous queries. All answers are generated directly from your company's internal repositories and knowledge base, and our chatbot will respond in natural language – no need for users to read any solution articles! Employees will love this new experience and you will save time by deflecting tickets, increasing your efficiency and saving costs. 

## Automated workflows on Slack or the Admin Hub

It has never been easier to build the workflows you need without having any coding skills! You can create onboarding and offboarding workflows: create user accounts, add them to the company’s SSO service, grant them access to folders on shared drives. Then you can set them to run on the date an employee joins or leaves the company. The workflows will run automatically on that date! This dramatically decreases your team’s manual work as you can easily [automate repetitive processes](https://www.gaspar.ai/blog/how-to-complete-employee-onboarding-in-under-one-minute).  

## Automated and extended ITSM

Give your Ivanti service delivery an extra boost with Gaspar AI’s automated ticket creation! Any end-user's message on Slack or MS Teams turns into a ticket automatically. When Gaspar resolves an employee’s request, it automatically syncs self-created tickets with Ivanti.
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In case Gaspar cannot resolve the problem, it lets the user create a relevant ticket on Slack or MS Teams, which is then synced with Ivanti. Then both the user and the agent can review and track the ticket status on the chat platform or on the Ivanti portal. Gaspar follows through to ticket completion, and lets the user know that their issue is resolved. 

## Intelligent knowledge management

Thanks to Gaspar AI’s [Business Insights](https://www.gaspar.ai/blog/transform-data-into-actionable-knowledge-with-ai-powered-insights) feature, you get data about the most common employee questions and issues, and identify knowledge or automation gaps. You can then build your knowledge base, if you don’t have one, or optimize your existing one: you can focus on writing first the most critical solution articles. You can also prioritize the automations that will have the biggest impact on employee support. 

## Internal support performance insights

On Gaspar AI's Admin Hub, you get real-time monitoring of key KPIs about your chatbot's performance, such as requests completed, and tickets deflected by Gaspar. Empowered by data, you can now prioritize your next projects accordingly, identify automation opportunities and decide where you should focus your effort.   

## AI that learns and gets better over time

The more you use Gaspar, our Generative AI chatbot, the more it can learn from historical data thanks to Machine Learning. AI has the ability to learn over time by observing feedback from the data and can be retrained to provide a more accurate result.
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There are great benefits to gain from Gaspar AI and Ivanti integration, and unlimited capabilities that you can unlock. If you wish to integrate with Gaspar AI's helpdesk and deliver the future of employee support today, we can [schedule a meeting](https://www.gaspar.ai/demo-request) to discuss. 

 

 

Unlock Ivanti's full potential: enhance employee support by integrating with the Gaspar AI helpdesk. Get started in 30 minutes! Read more.

Integrating Ivanti with Gaspar AI for smarter helpdesk support

Employee turnover can be a persistent and costly challenge for businesses. It's not just a matter of finding the right talent; it's also about retaining and nurturing that talent. High turnover rates can be detrimental to a company's growth, productivity, and bottom line. It not only disrupts workflows but also drains valuable resources in terms of recruitment, onboarding, and training.  

HR helpdesks represent a groundbreaking approach for leading organizations to combat employee turnover and safeguard both workforce efficiency and the company's well-being. 

In fact, HR helpdesks play a pivotal role in mitigating employee turnover through their ability to deliver effective assistance and address employee concerns. 

Let's explore further how HR helpdesk chatbots can emerge as a vital support system for both your company and your valuable employees, and how they can play a pivotal role in reducing employee turnover and improving overall workplace satisfaction. 

## Understanding the employee turnover challenge

Before diving into the solutions, let's first understand the depth of the problem. 

Employee turnover, often referred to as staff turnover or employee attrition, is the rate at which employees leave a company and are replaced by new hires. It's a crucial metric that companies use to assess the stability and health of their workforce. Employee turnover can be classified into two categories: 

- **Voluntary turnover**: This occurs when employees choose to leave the company of their own accord.  

- **Involuntary turnover**: Involuntary turnover happens when employees are terminated or laid off by the company. This can be due to factors such as performance issues, company restructuring, or budget constraints. 

Factors that lead to employee voluntary turnover include: 

- **Job dissatisfaction**: Employees who are dissatisfied with their job roles, work environment, or company culture are more likely to leave. 
- **Lack of career growth**: When employees perceive limited opportunities for career advancement within an organization, they may seek opportunities elsewhere. 
- **Compensation**: Inadequate or uncompetitive compensation packages can be a significant factor in voluntary turnover. 
- **Work-life balance**: Employees value a healthy work-life balance. Excessive work hours or unreasonable expectations can lead to turnover. 
- **Lack of support and poor leadership**: Ineffective or unsupportive management can drive employees away. People often leave managers, not companies. 
- **Company culture**: A toxic or unappealing company culture can lead to voluntary turnover as employees seek a more positive workplace environment. 
- **Job fit**: Employees may leave if they feel their skills and talents are not being utilized effectively in their current roles. 
- **Burnout**: Heavy workloads, ongoing stress, and burnout can cause employees to seek less demanding positions elsewhere. 

## The impact of turnover

The average voluntary turnover rate in the United States across all industries is approximately 12% per year. However, this can vary significantly by industry and region. Let’s take a deeper look into the impact of employee turnover on companies. 

- **Financial costs**: High employee turnover rates can take a significant toll on a company's finances. On average, it costs between 30% to 50% of an entry-level employee's annual salary to replace them and up to 400% for specialized roles. These expenses include not only recruitment and hiring but also lost productivity and knowledge transfer. 
- **Decreased morale**: High turnover can also have a detrimental effect on company culture and employee morale.  As experienced employees leave, those who remain must pick up the slack, potentially leading to increased workloads and stress. Remaining employees may feel overworked and uncertain about their future within the company.  This negative atmosphere can further exacerbate the turnover problem. 
- **Reduced engagement**: Employees who witness a revolving door of coworkers are less likely to invest emotionally in their work or the organization. This reduced engagement can lead to decreased productivity and creativity. 
- **Knowledge drain and erosion**: With each departing employee, the company loses valuable institutional knowledge. This includes industry-specific insights, company history, processes, and best practices that are not always documented. Loss of institutional knowledge can result in operational inefficiencies as new employees struggle to fill the knowledge gap. This can lead to mistakes, rework, and a decline in overall productivity.  
- **Disruption to team dynamics**: Frequent turnover disrupts the stability of teams. Team members must continually adjust to new coworkers, which can hinder their ability to build strong working relationships and collaborate effectively. Moreover, high turnover can erode trust as team members may become skeptical about the commitment and reliability of their colleagues. And constant changes in team composition can lead to project delays and reduced project quality as team members need time to adapt to each other's working styles and preferences. 
- **Cultural impact**: Frequent changes can lead to a lack of cohesion and shared values among company employees. 

In summary, the impact of employee turnover extends beyond the departure of individual employees. It affects employee engagement and productivity, erodes institutional knowledge, and disrupts team dynamics. To mitigate these effects, companies should focus on retention strategies, knowledge management, and creating a positive workplace culture that encourages long-term employee commitment. 

## Demystifying AI-powered helpdesk solutions

So how exactly HR helpdesk solutions fit in the above picture and help address these challenges?  

Traditional helpdesk systems, though well-intentioned, often struggle to provide timely and accurate support. Employees may encounter long response times, impersonal interactions, and difficulty in finding relevant information. These frustrations can erode job satisfaction and contribute to turnover. 

An AI-powered HR helpdesk solution on the other hand is a technology-driven platform that facilitates the management and resolution of various human resources-related inquiries, issues, and requests within a company. It is designed to streamline HR operations, enhance employee experience, and ensure compliance with company policies and regulations.
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Key features and functions of an HR helpdesk solution typically include: 

- **Workflow automation**: HR processes, such as onboarding, offboarding, and performance reviews, can be automated within the platform, reducing manual administrative tasks.  
- **Instant auto-resolution and communication**: The solution often includes communication tools, such as chatbots, to provide real-time responses to common HR queries such as benefits, payroll, leave, policies, and more. 
- **Self-Service portal**: Employees can use the self-service portal to update personal information, request time off, view pay stubs, and access other HR-related services without HR intervention.  
- **Knowledge base**: An HR knowledge base is often integrated into the solution, offering a repository of frequently asked questions (FAQs), HR policies, and resources that employees can access independently. 
- **Ticketing system**: The solution assigns unique tickets to each HR request, allowing for efficient tracking, prioritization, and resolution of inquiries. 
- **Analytics and reporting**: HR professionals can generate reports and analyze data to identify trends, track ticket resolution times, and assess the performance of HR processes. 
- **Integration**: Integration capabilities with other HR systems (e.g., payroll software, time and attendance systems) and collaboration tools (e.g., email, messaging platforms) ensure data consistency and accessibility. 

## The role of AI-Powered helpdesk solutions in employee retention

The implementation of AI-powered helpdesk solutions can yield a wide range of benefits that ultimately lead to reduced employee turnover. By automating routine tasks, offering immediate answers to HR inquiries and providing insights into HR support needs and areas of improvement, they offer effortless support, save time for the HR teams and enhance the employee HR experience.
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Let’s see how they can help to increase employee engagement and better manage turnover. 

- **Elevating employee experience through automated support**: HR helpdesks offer efficient and user-friendly support, including chatbots and ticketing tools, allowing employees to solve their issues instantly, without the need to wait for hours while being unproductive. This reduces frustrations that derive from not being able to get the support they need, enhancing their satisfaction and loyalty while reducing turnover risk. 
- **Streamlining HR tasks with AI-powered automation**: AI-driven HR helpdesks automate repetitive HR processes, from offboarding to administrative tasks, reducing HR workload and errors, saving time, and allowing focus on important projects. 
- **Boosting collaboration with integrated HR helpdesks**: HR helpdesks that are integrated with collaboration tools, such as Slack and Teams, enhance communication among employees, HR and other stakeholders, improving HR process’ coordination and effectiveness, especially in managing employee turnover. 
- **Empowering employees with self-service HR tools**: HR helpdesks offer self-service options, including AI-powered chatbots, for instant answers. They thus reduce HR's routine workload and enable employees to have immediate assistance, making both parties more productive. 
- **Enhancing employee onboarding experience**: HR helpdesks improve the onboarding process with access to relevant information and resources, fostering new employee engagement and reducing turnover. 
- **Fostering HR knowledge sharing**: HR helpdesks facilitate knowledge sharing among HR support agents, HR teams and employees. They serve as knowledge repositories, enabling employees to easily find information they need while capturing turnover insights and trends to help HR departments address turnover challenges effectively.  

 

## Improved satisfaction with Gaspar AI’s quick and accurate support

Gaspar AI, a revolutionary AI-driven HR helpdesk platform, [seamlessly integrates with Slack, Microsoft Teams and Jira Service Management](https://www.gaspar.ai/blog/ai-employee-helpdesk-on-slack-msteams-jira), ushering in immediate employee support to mitigate corporate hurdles and elevate the employee journey. 

Our platform presents a holistic HR helpdesk solution enriched with distinctive features, including an intelligent chatbot, simplified employee onboarding, workflow automations, HR expert connectivity, self-service functionality, and the capacity to reduce HR support tickets. With Gaspar AI, HR operations are streamlined, and employees no longer need to wait hours or days for answers to their queries. They can access information swiftly, leading to increased job satisfaction and a sense of empowerment.
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Let’s see Gaspar AI’s unique features: 

- **ChatGPT-powered HR chatbot for instant and personalized support**: [our ChatGPT-integrated chatbot](https://www.gaspar.ai/blog/chatgpt-integrated-chatbot-for-employees) stands ready to deliver immediate and personalized employee assistance. It automatically solves HR-related issues, such as time-off requests, and answers questions with information from the knowledge base, all within Slack, Microsoft Teams and Jira Service Management support portal. Our chatbot crafts human-like responses, and thanks to [advanced dialog management capabilities](https://www.gaspar.ai/blog/advanced-dialog-management-skills), employees can enjoy interactive conversations and ask clarifying questions until they get exactly what they need. They now independently address common HR requests, thereby diminishing the dependence on HR support and bolstering overall productivity. Employees can promptly and autonomously find answers to their HR-related queries, allowing HR teams to save valuable time as well. 
- **Effortless employee onboarding**: Gaspar AI offers workflow automation to [simplify the onboarding process](https://www.gaspar.ai/blog/how-to-complete-employee-onboarding-in-under-one-minute) for new hires, automating account creation, user provisioning, and introducing an AI knowledge companion to address their inquiries. This ensures that new employees become productive and experience support from their very first day. 
- **Automated ticketing**: In case an issue can’t be automatically resolved, Gaspar AI simplifies HR helpdesk ticket creation. The user fills in a simple form on Slack or MS Teams (depending where they are) and ensures intelligent routing to the appropriate HR teams. The process is tracked and can be reviewed on the chat platforms. This optimizes HR case management and ensures the efficient handling of HR inquiries. 
- **Reducing HR support ticket volume by 40%**: Harnessing the power of artificial intelligence and multiple integrations with commonly used apps and HR systems, Gaspar AI offers more than 100 automations to [autonomously resolve common HR issues](https://www.gaspar.ai/blog/streamlining-hr-processes-with-gaspar-ai-and-hibob), effectively reducing the overall volume of HR support tickets. This empowers HR teams to focus on more complex and strategic tasks. 

## Elevate employee experience, reduce turnover

Adopting an AI-powered helpdesk solution offers a comprehensive approach to reducing employee turnover. By improving the employee support experience, boosting their satisfaction and enhancing productivity, it becomes a valuable asset in creating a thriving workplace. Investing in such a solution not only benefits employees but also strengthens your company’s overall stability and success.
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We encourage you to proactively address employee turnover by exploring Gaspar AI's platform. [Request a demo today](https://www.gaspar.ai/demo-request) to witness the transformation it can bring to your workplace. Don't let high turnover rates hold your business back; invest in a solution that empowers your workforce and sets your company on a path to success. 

 

AI-powered HR help desk to reduce employee turnover and increase employee engagement

Reduce turnover with Gaspar AI's HR helpdesk: elevate employee engagement & happiness, and streamline support for a thriving workplace. Explore how!

Reducing employee turnover with Gaspar AI's HR helpdesk

## Service desk teams can reduce their manual work by up to 80%
Founded in 2020, Gaspar AI uses an advanced LLM-trained chatbot to instantly auto-resolve up to 40% of recurrent team member requests without human involvement and without switching platforms or apps, including Slack, Microsoft Teams and Jira Service Management support portal. It includes integrations with more than 30 apps and enables 100+ automation to answer questions and make intelligent recommendations. Plus, deployment takes as little as 30 minutes.
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The platform also includes workflow automation to build templates and automate repetitive processes such as team member onboarding and offboarding. It means your service desk teams can create workflows for repetitive business processes and decide which apps, features and actions to enable without coding skills. This way, service desk teams reduce their manual work by up to 80%, freeing resources to focus on higher-priority projects.


>_"Our partnership with Gaspar AI represents a significant advancement in our ITSM existing solutions portfolio. AI is vital for organisations looking to streamline their ITSM operations, enhance user satisfaction, and optimise resource allocation in an increasingly digital and demanding business landscape. Skilled IT personnel can dedicate their time to projects that have a more significant impact on the organisation, while at the same time, employees enjoy quick and accurate responses, receiving the same level of service quality regardless of the time of day or workload."_
>**Effie Bagourdi**, **Managing Director Nimaworks (Part of The Adaptavist Group)**


The partnership between Adaptavist and Gaspar AI strengthens our existing portfolio and expands ITSM capabilities for enterprises. Our transformative ITSM and ESM services include licence sales, ITSM platform integrations and full ITSM solutions, all delivered by our expert Adaptavist Group consultancy teams.

>_"Our partnership with Adaptavist marks a pivotal moment in our journey. Together, we're not just selling AI chatbots but delivering innovation and game-changing solutions that will empower large enterprises to thrive in today's AI era." _
>**Christos Karafeizis**, **CEO, Gaspar.ai**

At Adaptavist, we believe in harnessing the power of the latest technologies to transform how organisations work. Gaspar AI uses the latest in AI technology to deliver better and quicker IT and HR support. For enterprises juggling different locations, time zones and hundreds of new team member tickets, Gaspar AI's automation workflow can offload the backlog and decrease your teams' manual work by 80%.


>_"At Gaspar AI, our vision is to offer AI-powered and effortless service desk experiences that will increase employee productivity and allow service desk teams to focus on things that matter. Our collaboration with Adaptavist is a testament to our shared vision of a future where the latest AI technology transforms organisations and accelerates growth."_
>**Ash Arnold**,** CTO, Gaspar.ai**

### About Gaspar AI
Gaspar AI is a Generative AI platform that transforms employee support. With an advanced LLM-trained chatbot, [it auto-resolves issues on Slack, MS Teams and the JSM support portal](https://www.gaspar.ai/blog/ai-employee-helpdesk-on-slack-msteams-jira) in natural language and automates workflows. It allows service desk teams to streamline repetitive, manual processes while enabling employees to autonomously solve their issues, empowering them to be more productive and have a frictionless support experience. It integrates on top of Jira Service Management (Cloud and Data Center), ServiceNow, Freshservice, Ivanti and most ITSM platforms, and more than 30 software applications out-of-the-box to optimise your service desk operations. Gaspar AI offers the perfect mix of cutting-edge AI and human expertise for effortless employee support.
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For more information, [schedule a demo](https://www.gaspar.ai/demo-request) or contact us at sales@gaspar.ai

### About Adaptavist
Adaptavist is a global technology and innovative solutions provider, helping organisations boost agility and overcome the challenges of digital transformation. Founded in 2005, its team spans over 750 employees globally, with an 18,000+ customer base representing more than half of the Fortune 500.
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Adaptavist supports customers with applications, consultancy, agile implementation, app integration, training, managed services and licensing solutions – through strong partnerships with Atlassian (a Platinum Atlassian Solutions Partner and a Platinum Marketplace Partner) as well as partnerships with Slack, Monday.com, AWS, GitLab, Aha!, and more. The company has been awarded the Queen's Awards for Enterprise and Deloitte's Technology Fast 50.
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Media Contact: adaptavist@wearetfd.com 

Adaptavist partners with Gaspar AI for unique Atlassian chatbot solutions

Exciting News: Gaspar AI teams up with Adaptavist for effortless IT and HR Support! Reduce the Service Desk manual work by 80% with cutting-edge AI solutions.

Gaspar AI partners with Adaptavist

In the world of employee helpdesk support, where every second counts and knowledge is power, there's a new player on the scene that's changing the game. We are happy to introduce today Xence by Gaspar AI – the culmination of innovation, expertise, and a relentless pursuit of efficiency. With this groundbreaking chatbot, you can say goodbye to the days of endless searches and drawn-out support processes, and hello to instant, accurate solutions. 

## Instant answers, zero hassle

Imagine if employees could get answers to their queries the moment they log into the Jira SM support portal, without bothering your IT team. With Xence, this is now a reality: you can instantly answer more than 85% of employee questions on Jira SM without human intervention! Employees just ask our chatbot, which then accesses [Confluence](https://www.atlassian.com/software/confluence) and offers immediate, efficient, and top-notch assistance in the form of straightforward, human-like answers. 

The process is very simple: 

- Employees log into Jira SM. 
- They fire their burning work-related questions directly at our exclusive Xence AI chatbot. 
- Our chatbot answers with human-like responses of unmatched quality, with information from Confluence. 
- If needed, employees can ask clarifying questions and get additional details to enhance solution accuracy. 

To get a better idea of how Xence works, you can check out this [short demo video](https://youtu.be/u8O9Tieh0xI).  

## A native, exclusive Confluence chatbot on Jira SM

Xence is not just an AI chatbot; it's a masterstroke that seamlessly bridges Confluence, Jira SM and ChatGPT. It allows you to pluck precise information from your Confluence knowledge base without leaving your Jira SM support portal. No more tab-switching or endless searches through Confluence articles! And thanks to our [ChatGPT integration](https://www.gaspar.ai/blog/chatgpt-integrated-chatbot-for-employees), we ensure that all responses are in everyday language, relevant and instant. Xence streamlines your workflow by seamlessly connecting these three essential tools. It's a level of integration that redefines efficiency. 

## Jira SM portal, a hub of intelligent interactions

With Xence, your Jira SM support portal turns into an intelligent interaction hub. It's about more than just creating tickets and answering questions; it's about revolutionizing your support approach. You will no longer constantly answer repetitive Q&As, allowing you to focus on the things that matter. With Xence’s ability to auto-resolve more than 85% of queries and offer round-the-clock support, you will reduce your manual work by 80% - we’re talking about unparalleled efficiency that will save time and money to your company. And what’s best is that you only need minutes to install it!
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Fast, accurate responses, seamless integration, no human intervention – that's Xence's promise.
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[Try it today](https://marketplace.atlassian.com/apps/1231831/xence?hosting=cloud&tab=overview) or [schedule a free demo](https://www.gaspar.ai/demo-request) and elevate your employee support operations and experience!

AI chatbot for Confluence on the Jira SM portal

Effortlessly address 50% of employee queries right within your Jira SM support portal, thanks to our AI chatbot specially designed for Confluence. Discover now!

Xence - Your Confluence chatbot guru on Jira SM support portal

In today's fast-paced world, we understand the importance of convenience and efficiency when it comes to accessing information about your employment. That's why we are thrilled to introduce the latest feature of Gaspar AI’s [HR chatbot](https://www.gaspar.ai/blog/streamlining-hr-processes-with-gaspar-ai-and-hibob) – Personalized HR Info. Gaspar AI is evolving to become your go-to companion for all things HR-related, offering you quick and easy access to information tailored specifically to you.
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Ever wondered, "How many days of vacation do I have left” and dreaded the whole process of asking the HR team and getting an answer days after?
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Now, imagine having a friendly, responsive HR chatbot available to answer your questions and provide you with personalized information whenever you need it. Gaspar AI has once again raised the bar with its groundbreaking new feature. Whether you're curious about your remaining vacation days, sick leave allowance, or the latest time-off policies, Gaspar AI has you covered. 

 
## Your time off, your way

Gaspar AI enables you to inquire about your personal time-off details effortlessly. Simply ask Gaspar, our AI HR chatbot, questions like: 

- "How many days of vacation do I have left?" 
- "What is my sick leave allowance?" 
- "When was the last time I took some time off?"

Gaspar AI will provide you with accurate and up-to-date information tailored to your specific employment situation, making it easier than ever to keep track of your work-life balance. No more digging through emails or paperwork to find the answers you need! 

## Stay in the loop: know who's out of the office with ease

Tired of scrolling through endless emails or spreadsheets to figure out who's out of the office today?
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Now, staying informed about your colleagues' availability is a breeze. With just a simple query to Gaspar, you can instantly access a list of who's out of the office, ensuring you're always in the know and can plan your day accordingly.  

## Demystifying HR policies

Understanding your company's time-off policies is essential for planning your days off effectively, but navigating the labyrinth of HR policies can be a daunting task. Gaspar AI can help you get a grip on your organization's policies with ease. Just ask Gaspar, our HR chatbot, and you'll receive comprehensive information that ensures you're always up to date with your organization's HR regulations.
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Some examples of information you can ask about include: 

- "What are the types of policies available for time-off?" 
- "Can you explain the procedure for requesting time off?" 
- "Are there any special policies for maternity leave?"

## Project status transparency: get a glimpse of your teammates to-do list

No more digging through project management tools or bothering coworkers with questions about their tasks. With a simple request to our AI chatbot, you can now access your teammates to-do list and task status effortlessly. This feature not only fosters transparency but also promotes better collaboration, enabling you to stay in sync and work seamlessly together. Project management has never been this efficient! 

## Unveiling the technology of our latest HR chatbot feature

To offer you this revolutionary update that empowers users to effortlessly retrieve crucial HR information tailored to them, we had to take [our software](https://www.gaspar.ai/blog/how-ai-solves-support-issues) some steps further and perform several changes in the workflows.
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When an employee is asking a question, our internal ticketing system receives and sends the request to our AI, which now identifies that it is a question about private knowledge information sharing. We fetch the necessary data from your company’s applications and repositories. [Our AI](https://www.gaspar.ai/blog/gaspar-generative-ai-helpdesk) then consults ChatGPT to answer the question and sends it back to ticketing, which then provides a human-like, personalized response to the employee. Everything is hard coded so that we only give info to the specific user who is asking, based on their individual data. As for our [ChatGPT integration](https://www.gaspar.ai/blog/chatgpt-integrated-chatbot-for-employees), we only give the data it needs to answer the question, and don’t keep them.  

## The future of HR chatbot assistance

With Gaspar AI's Personalized HR Info, you have access to a wealth of information that is tailored to your unique needs and employment situation. This feature is designed to [save employees time and reduce the hassle](https://www.gaspar.ai/blog/hr-helpdesk-for-employee-engagement) of HR-related inquiries. Whether you're planning a vacation or need to understand your company's policies better, Gaspar AI is here to help.
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We believe that this latest addition will revolutionize the way you interact with your HR department, making it more accessible and user-friendly:

- **Efficiency**: No more digging through emails or HR documents. Gaspar AI provides quick and accurate answers, saving you time and effort. 
- **Compliance**: Stay compliant with your organization's HR policies by having the latest information at your disposal. 
- **Peace of mind**: Gaspar AI's personalized HR information feature ensures you're always aware of your time-off allowance, eliminating any last-minute surprises.

Say goodbye to the days of waiting for email responses or navigating complex HR portals – Gaspar AI is your 24/7 HR chatbot assistant, ready to help you at a moment's notice. [Schedule a demo](https://www.gaspar.ai/demo-request) to experience the future of HR assistance first-hand! 

HR chatbot answering employee questions with personalized information

Read our blog for Gaspar AI's newest feat. Personalized HR information, office updates, and more, all thanks to our HR chatbot!

HR chatbot revolution with Gaspar AI's Personalized Info feature

Imagine you're at work, you want to take some days off and decide to ask the company's chatbot about it. You ask, "Hey Bot, what's the time-off policy?" The chatbot delivers a prompt response, "Your vacation days’ number depends on your length of employment, and you can take them all at once or per month." Ecstatic, you decide to dig deeper, "Great! And how are the days calculated with regards to my length of employment?" To your astonishment, the bot's digital gears grind to a halt, and it responds, "My favorite color is blue. What's yours?" You can't help but scratch your head in disbelief. It turns out, your company’s chatbot might be the best at one-liners, but when it comes to a real conversation, it's more like a comedy show than a helpful chatbot!
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When your employee support relies on an AI-powered platform to solve IT & HR issues more quickly and efficiently, having a chatbot that employees want to use and talk to is essential. That's why our employee support chatbot is taking a significant leap forward with its new feature – advanced Dialog Management capabilities. 

## What is Dialog Management?

Advanced Dialog Management is a sophisticated system integrated into our chatbot that allows for more natural and human-like interactions between employees and the bot. It is responsible for the state and flow of the conversation, and for multi-turn interactions. It allows us to control how the bot navigates between tasks, i.e., how it behaves when required to pause a particular task, switch intent, complete a different task, and then return to the original user request without losing context. Thus, it enables the chatbot to comprehend and manage complex dialogues, offering a seamless and efficient support experience. 

## Why is Dialog Management important?

Dialog management is essential for maintaining context and guiding dynamic conversations. It allows for flexibility and customization options and empowers the chatbot to deliver engaging and coherent conversational experiences to users. 

**Enhanced user experience**: Traditional chatbots often struggle with understanding nuanced queries or maintaining context during a conversation. Dialog Management bridges this gap, ensuring that employees feel heard and understood, thus enhancing their experience. 

**Improved problem-solving**: The chatbot can now ask and answer clarifying questions, dig deeper into the issue, and provide more accurate solutions, reducing frustration for employees. 

**Faster issue resolution**: With the ability to manage complex dialogues, the chatbot can pinpoint issues more accurately and provide quicker solutions. This means less downtime and increased productivity for your workforce. 

**Reduced help desk workload**: Help desk teams often face a high volume of routine queries. Our advanced Dialog Management allows the chatbot to handle more of these routine tasks, freeing them up to focus on more strategic initiatives. 

## How does it work?

Our chatbot leverages Natural Language Processing (NLP) and machine learning algorithms to understand the intent behind each user query. It uses this understanding to maintain context, ask follow-up questions when necessary, and provide relevant solutions from your internal repositories and knowledge base.  

## Dialog mastery for enhanced help desk operations and experiences

Advanced Dialog Management capabilities in Gaspar, our employee support chatbot, signify a major leap in providing exceptional support to your workforce. It's not just about solving technical issues but also about ensuring a positive, efficient, and user-centric experience. By investing in this technology, you're not only optimizing your help desk support operations but also empowering your employees to work seamlessly and productively.
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Upgrade your IT and HR support today and witness the transformation it brings to your company. [Schedule a demo](https://www.gaspar.ai/demo-request) with us and see Gaspar’s human-like conversations in real time! 

Employee chatbot with Dialog management capabilities

Unlock seamless employee support with Gaspar AI's upgraded chatbot for better, more interactive conversations

Employee-chatbot conversations redefined with new dialog capabilities

Knowledge is a superpower, but it's often hidden in complex and siloed systems. That's where Gaspar AI comes in – it gathers all your info and gives employees the right answers quickly, so they can get things done faster! 
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By integrating with multiple knowledge bases, Gaspar AI deflects tickets by providing accurate information from solution articles. [Gaspar, our AI chatbot](https://www.gaspar.ai/blog/ai-employee-help-desk-software), responds to employee questions in natural language on Slack, MS Teams or the Jira SM support portal. It gives them exactly the info they need in a human-like way. Should they need more clarifications, they can keep up the conversation until they have everything they want: Gaspar is highly interactive and conversational! 


## Why a knowledge base – chatbot integration matters in employee support?

With an integrated knowledge base and chatbot platform, companies can provide comprehensive yet efficient support to their employees. It enables businesses to make the most of their self-service platform and extend it with a chatbot that interacts with end users in real time on the communication platform of their choice.
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By leveraging this knowledge and making it accessible, businesses will be able to quickly resolve employee queries without having to rely on human agents for mundane tasks. Companies that have knowledge base-chatbot integration in place will find themselves better equipped to provide fast and accurate answers and swift issue resolution, leading to improved employee experience, increased productivity, and higher operational efficiency.
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Therefore, when it comes to AI-powered employee support platforms, the more knowledge base apps they integrate with, the better. It means that they can address the needs of most companies, guaranteeing better and effortless employee support.
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Gaspar AI already integrates with [Confluence](https://www.gaspar.ai/blog/optimize-your-knowledge-management-with-confluence-and-gaspar-ai-integration), Sharepoint, ServiceNow, HelpJuice, Notion, Dropbox. Today, we welcome Coda docs in our Gaspar AI family! 

 

## Coda & Gaspar AI: a powerful duo for knowledge optimization

 

By integrating Gaspar AI with Coda, companies can effortlessly convert knowledge from their Coda documents into accurate solutions to employee support requests. Gaspar AI can also help create and optimize solution articles. 

 

### Effortless content retrieval

Say goodbye to endless scrolling through documents and folders. Gaspar AI quickly scans your Coda knowledge base and retrieves information. Our Virtual Agent uses this knowledge to resolve an internal request in seconds, providing the precise info employees are looking for, in a human-like answer. This reduces the helpdesk’s repetitive, manual work, and allows employees to go on with their work immediately.   

### Knowledge enrichment

Thanks to the Proactive Insights feature, companies get data about the most common employee questions and issues. They can thus identify information gaps and start creating relevant solution articles or update the existing ones, keeping the knowledge base dynamic and up-to-date. Helpdesk teams will be happy to know where to focus their knowledge base efforts, and employees will be satisfied to have accurate information.
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Gaspar AI's integration with Coda elevates the way businesses harness their collective intelligence, making knowledge easily accessible, organized, and actionable. It enables companies to have faster and frictionless employee support, increases efficiency and reduces manual work. Gaspar AI ensures that knowledge remains your most potent asset, ready to drive your success.  
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Ready to give Gaspar AI a try? [Schedule a demo](https://www.gaspar.ai/demo-request) and see the magic in action!

Gaspar AI integrates with Coda for better knowledge management

Learn how to use AI for better knowledge management and ticket deflection in our latest blog. Gaspar AI partners with Coda for top-notch knowledge sharing. 

Gaspar AI teams up with Coda for excellent knowledge sharing

With AI-powered solutions gaining traction in IT support, you might be concerned that we are moving towards a rational, tech-overwhelmed help desk of the future, lacking any emotional connection.
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Truth is, as AI takes center stage in the IT world, finding the right balance between AI-driven automation and genuine human interaction is crucial for creating meaningful employee experiences. AI has certain limitations that make human agents invaluable, and both have many advantages to offer in IT support. The question is: how do we find a balance that leverages the strengths of both AI technology and human agents?
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In this blog post, we will delve into the role of AI and human agents in modern IT support and explore how to strike the right balance for optimal results. 

## The rise of AI in IT Support solutions

AI has made significant inroads into IT support, and for good reasons: 

- **Speed and efficiency**: AI can process and resolve routine queries and issues at lightning speed, ensuring minimal downtime and quick resolutions for employees. 

- **Consistency**: AI consistently provides accurate responses, reducing the variability that can occur when relying solely on human agents. 

- **Scalability**: AI can handle an increasing volume of support requests without the need for additional human resources, making it scalable as businesses grow. 

- **Cost savings**: By automating repetitive tasks, AI can significantly reduce operational costs associated with IT support. 

- **Data-driven insights**: AI can analyze support data to identify trends, patterns, and areas for improvement, aiding in proactive issue resolution.
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With this in mind, AI-based IT support solutions are particularly good for: 
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- Answering users' frequently asked questions, thanks to their 24/7 availability.  

- Perform repetitive tasks that do not require complex reasoning,  

- Collect preliminary information from users and then refer them to the most appropriate human operator. 

- Provide basic support and troubleshooting, such as for frequent employee problems. 

 

## Limitations of AI tools in service desk operations

It's important to acknowledge that AI-powered solutions also come with certain limitations that companies need to be aware of.  

- **Lack of human empathy**: AI tools lack the ability to genuinely empathize with users. While they can provide standardized responses, they cannot fully understand or address the emotional aspects of user frustration or stress.

- **Inability to handle complex scenarios or ambiguous questions**: AI tools excel at handling routine and well-defined tasks but may struggle with complex, non-standard issues that require human judgment and creativity.

- **Dependency on training data**: The effectiveness of AI tools heavily relies on the quality and diversity of training data. If the data used is biased or limited in scope, it can lead to skewed results and inaccurate responses.

- **User learning curve**: Introducing AI tools to IT support may require users to adapt to new interfaces or procedures, potentially leading to a learning curve and resistance to change.

- **Cost of implementation**: While AI tools can ultimately lead to cost savings, the initial investment in developing and integrating AI systems can be substantial. Small and mid-sized businesses may face financial barriers to adoption.  

 

## The human touch in IT support

While AI offers numerous advantages, human agents bring essential qualities to the table: 

- **Complex problem solving**: They excel at addressing intricate and non-standard issues that require creativity, and critical thinking.

- **Empathy and understanding**: Human agents can empathize with employees who may be frustrated, anxious, or upset due to technical issues, offering emotional support and understanding during challenging situations. Empathy and understanding can go a long way in improving the overall user experience.

- **Adaptability**: Human agents can adapt to dynamic and unpredictable scenarios, ensuring that unique issues are resolved effectively. 
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However, they also have limitations, which is also the reason why AI is gaining ground:
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- **Limited availability**: Human agents work within set hours, and their availability may not align with the needs of users in different time zones or those requiring assistance outside of regular business hours.

- **Human error**: Despite their expertise, human agents are prone to errors, which can include misdiagnosing issues, providing incorrect information, or overlooking critical details.

- **Scalability challenges**: As the volume of support requests grows, relying solely on human agents can be cost-prohibitive and may lead to longer response times and reduced support quality.

- **Resource Intensive**: Training and retaining skilled IT support professionals can be resource-intensive for companies, with ongoing costs associated with recruitment, training, and employee turnover. 

 

## IT support with emotion: striking the right balance between AI and Humans

The key to optimizing IT support lies in finding the right balance between AI and human agents. Here's how to achieve it: 

- **Clearly defined roles**: Use chatbots as the first level of assistance to reduce the workload of help desk teams. AI should handle routine tasks, while human agents focus on complex issues and personalized support. 

- **Seamless integration**: Ensure that AI and human agents work in harmony by integrating AI tools into the support workflow. This integration should be transparent to employees, they should be able to move seamlessly from one channel to another and issue history should be shared. 

- **Regular feedback loops**: Establish feedback mechanisms to continuously improve AI algorithms and human-agent performance based on user feedback and support data. 

- **Use AI for proactive support**: Identifying problems before they arise can significantly improve user experience and productivity. As human agents struggle to analyze large datasets and identify patterns that could inform proactive support strategies, AI is your best ally. 

- **Training and upskilling**: Invest in training and upskilling your human agents to ensure they stay relevant in an AI-driven environment. 

- **Flexibility**: Be prepared to adjust the balance as your organization evolves and as AI technology advances. 

 

## Gaspar AI, the perfect blend of cutting-edge AI and human expertise

With Gaspar AI, you can provide seamless digital workplace support that perfectly mixes the finest aspects of human expertise with the capabilities of AI technology. Gaspar, our cutting-edge Virtual Support Agent, automatically answers employee inquiries and resolves their requests, delivering personalized solutions within mere seconds. This not only enhances employee retention, satisfaction, and productivity but also contributes to driving positive business outcomes.  
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It blends the best of AI technology with the best of human experience: a chatbot that is trained on advanced LLMs to accurately solve employee queries, with the option to easily create a ticket which will be automatically routed to the right human agent when auto-resolution is not possible.  
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What’s best is that it does not require any special skills from employees and service desk teams to be used: the chatbot is added on Slack, MS Teams or Jira SM support portal, employees interact with it in their everyday language, and the whole support process happens on these platforms. And if you are afraid to ask about the implementation costs, fear not! With our low-cost pricing, which offers discounts depending on the number of monthly users, Gaspar AI is suited even for small businesses that want to enter the AI-powered era.  
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If you’d like to learn more, you can [schedule a demo](https://www.gaspar.ai/demo-request) and explore the world of perfectly balanced and efficient IT support.  

Balancing AI and Human Agents in IT Support Solutions

Learn why finding the right balance of AI and Humans in your IT support solutions is crucial, and discover how to achieve it in our latest blog post. 

AI vs. Human: striking the right balance for IT support with feeling 

In a world brimming with technological advancements, Artificial Intelligence stands out as one of the most transformative innovations of our time. Beyond its capabilities in revolutionizing industries and simplifying daily tasks, AI has also shown its potential for social good. From disaster response to climate change mitigation and healthcare accessibility, AI is emerging as a powerful tool to address pressing societal challenges. However, as we embark on this journey, it's essential to keep a watchful eye on the ethical considerations that come with it.  
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In this blog post, the last in our [#ethicalAI series](https://www.gaspar.ai/blog/paving-the-path-to-responsible-innovation-and-ethical-ai), we'll explore the inspiring examples of AI being used for social good and delve into the critical ethical considerations involved. 

## AI in disaster response

Disasters, whether natural or man-made, can have devastating consequences. AI has proven to be a game-changer in disaster response, aiding organizations in mitigating damage and saving lives. For instance, predictive analytics and machine learning algorithms can analyze historical data to forecast natural disasters like hurricanes, earthquakes, and wildfires with greater accuracy. This enables authorities to issue timely warnings, evacuate vulnerable areas, and allocate resources efficiently. 
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Additionally, during and after a disaster, AI-powered drones and robots can navigate hazardous terrain to search for survivors and assess damage, minimizing the risk to human responders. These innovations showcase the incredible potential of AI to improve disaster preparedness, response, and recovery. 

## AI in climate change mitigation

The urgency of addressing climate change requires innovative solutions, and AI is at the forefront of this battle. One notable application is in energy optimization. AI algorithms can analyze vast datasets to optimize energy consumption in buildings, factories, and transportation systems. By making these processes more efficient, AI can reduce greenhouse gas emissions and contribute to a sustainable future. 
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Furthermore, AI can enhance our understanding of climate change by processing and interpreting climate data, helping scientists make more accurate predictions and formulate effective mitigation strategies. AI can also assist in monitoring deforestation, tracking wildlife movements, and managing water resources, all vital components of preserving our planet's delicate ecosystems. 

## AI for Healthcare accessibility

Access to quality healthcare is a fundamental human right, yet millions of people worldwide lack it. AI has the potential to bridge this gap by improving healthcare accessibility, especially in underserved communities. Telemedicine powered by AI enables remote consultations and diagnosis, extending healthcare services to remote areas. 
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Machine learning models can analyze medical data to detect diseases at an early stage, aiding in timely intervention. Moreover, AI can enhance drug discovery, making the process faster and more cost-effective, potentially leading to breakthrough treatments for diseases that disproportionately affect marginalized populations. 

## AI changing business processes for the better

In addition to its impact on disaster response, climate change mitigation, and healthcare accessibility, AI is also revolutionizing business processes in ways that promote societal well-being. By optimizing operations, enhancing customer experiences, and driving innovation, AI is not only benefiting companies but also contributing to a more efficient and ethical business landscape. 

### - Streamlined operations

Efficiency is the cornerstone of successful businesses, and AI is becoming an indispensable tool for streamlining operations. For instance, supply chain management, a critical component of many industries, is being transformed by AI-driven predictive analytics. Companies can use AI algorithms to forecast demand, optimize inventory levels, and identify potential disruptions in the supply chain, reducing waste and ensuring goods are delivered on time. 
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Another example is AI-driven automation, which can handle repetitive, time-consuming tasks with precision. This frees employees to focus on more creative and value-adding tasks, leading to higher job satisfaction and innovation. 

### - Enhanced employee and customer experiences

Employee and customer satisfaction is a key driver of business success, and AI is playing a significant role in enhancing these operations and experiences. Chatbots, powered by natural language processing and machine learning, provide immediate and accurate responses to employee and customer inquiries, improving support efficiency and accessibility.  

## Ethical considerations in AI for Social Good

While AI offers immense promise for social good, it is not without its ethical challenges. We must tread carefully to ensure that AI developments align with human values and global well-being. Here are some crucial ethical considerations, that we analyzed in our previous #EthicalAI blog posts: 

### - Bias and fairness

AI algorithms can inadvertently perpetuate biases present in training data. It's essential to actively mitigate bias and ensure fairness in AI systems, especially in applications like criminal justice, hiring, and healthcare. 

### - Privacy

As AI collects and analyzes vast amounts of personal data, [privacy concerns](https://www.gaspar.ai/blog/ai-and-privacy-preserving-individual-rights-in-the-age-of-data) become paramount. Proper data protection and consent mechanisms must be in place to safeguard individuals' privacy. 

### - Accountability and transparency

Clear [accountability and transparency](https://www.gaspar.ai/blog/ethical-considerations-for-algorithmic-design-to-build-trustworthy-ai) are essential in AI systems. Developers and organizations must take responsibility for the outcomes of their AI applications. 

### - Job displacement

While AI can create new opportunities, it may also displace certain jobs. Society must prepare for workforce transitions and ensure that displaced workers have access to retraining and education. 

### - Security and misuse 

AI can be exploited for malicious purposes, such as deepfake technology used for misinformation. Robust security measures and ethical guidelines are necessary to prevent misuse. 

 

## Advancing societal well-being through ethical AI innovation

The harnessing of AI for social good represents a remarkable leap forward in our collective ability to address some of the world's most pressing challenges. Whether it's aiding in disaster response, fighting climate change, streamlining business operations, or improving healthcare accessibility, AI's potential is vast and inspiring. However, it's crucial that we leverage AI with ethical considerations at the forefront.
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By ensuring that AI developments align with human values and global well-being, we can harness the true power of AI to create a better, more equitable world for all. 

Using Artificial intelligence in an ethical way for good business and social well-being

Discover the transformative power of AI for social good! Explore inspiring examples from disaster response to climate change in our latest EthicalAI blog.

Transforming society one AI algorithm at a time

As the summer sun sets and the work desks beckon, you gear up for the inevitable post-holiday tech frenzy. Employees returning from vacation often find themselves grappling with tech-related issues, from forgotten passwords to baffling software glitches. It's no secret that the return to work can be a bit overwhelming.
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But what if there was a way to make this transition smoother and more exciting?
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Enter Gaspar AI employee helpdesk – the perfect back-to-work gift that promises to revolutionize internal support for your employees.  

## Unveiling Gaspar AI: your employee helpdesk's new best friend

If you've ever wished for a magic wand to resolve all your IT and HR support woes, Gaspar AI might just be the enchanting solution you've been waiting for. [Gaspar AI](https://www.gaspar.ai) is an innovative and cutting-edge AI-powered employee helpdesk that's designed to redefine the way internal support operates. With its intuitive interface and intelligent capabilities, Gaspar AI is here to transform mundane tech hiccups into swift problem-solving experiences.
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Gaspar, [our AI chatbot built for Slack, MS Teams and Jira SM support portal](https://www.gaspar.ai/blog/ai-employee-helpdesk-on-slack-msteams-jira), automatically and instantly resolves 40% of employee requests without human involvement.  

It uses a Large Language Model to learn and produce text and has Natural Language Understanding to comprehend user intent and context. Employees simply chat with Gaspar on [Slack](https://www.gaspar.ai/slack-integration), [MS Teams](https://www.gaspar.ai/blog/using-ms-teams-for-it-support) or Jira SM portal in everyday language.
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The AI bot resolves requests instantly thanks to numerous integrations with different apps, or deflects tickets through solution articles from your knowledge base.

When employees receive prompt and tailored assistance, their engagement and enthusiasm skyrocket. This, in turn, leads to amplified employee productivity, elevated job satisfaction, and a noticeable boost in business ROI. 

## Benefits galore: Why your employees will love Gaspar AI

### 1. User-friendly interface

Gaspar AI's employee helpdesk is designed with the end-user in mind. This is why our chatbot has been designed to natively fit and work right where your employees are: on Slack, MS Teams or [Jira Service Management support portal](https://www.gaspar.ai/blog/auto-resolve-issues-with-jira-service-management-and-gaspar-ai-integration). This means your employees won't have to spend precious time trying to navigate complex IT jargon – Gaspar AI makes tech support accessible to everyone.  

### 2. Instant assistance

Picture this: an employee walks into the office after a relaxing vacation, only to find their computer acting up. Gaspar AI is like having an expert IT professional at their beck and call 24/7. Our AI chatbot interacts with them like a human agent and resolves their requests in seconds.  

And in case our Virtual Agent can’t solve their issue, they can create a ticket directly on Slack or MS Teams without having to switch applications. Then, it will automatically sync with the ITSM portal and be routed to the most suitable human agent.  

### 3. Time-efficient solutions

In the fast-paced world of business, time is money. Gaspar AI understands this implicitly and automates routine processes and tasks, such as password resets or software licensing. By swiftly diagnosing issues, delivering accurate solutions and auto-fulfilling workflows, it ensures that your employees can focus on what truly matters – their work – eliminating frustrating downtimes. 

### 4. Human-like dialogs and expertise

[Our Chat-GPT integration](https://www.gaspar.ai/blog/chatgpt-integrated-chatbot-for-employees) ensures that employees can engage with Gaspar, our AI chatbot, in everyday language, and that the answers will be accurate, specific and natural. Thanks to advanced dialog flow capabilities, they can keep the conversation going and enhance solution accuracy by asking for additional details – Gaspar will keep up with them! 

### 5. Round-the-clock availability

Post-holiday blues can strike at any hour, and so can technical glitches. Gaspar AI's employee helpdesk is available 24/7, ready to tackle problems whenever they arise. No more waiting until the IT team is back in the office – help is always at hand. 

### 6. Personalized experience

Gaspar AI isn't just a chatbot spouting generic advice. It learns and adapts to the unique environment of your company, offering personalized solutions that align with your systems and processes. It integrates with your knowledge base and internal repositories, providing answers straight from your internal sources. Consequently, employees will get the right information for their queries at the right time. 

### 7. Seamless onboarding and training

New hires joining the team as you return to the office? Gaspar AI's employee helpdesk makes their integration smoother. It makes their [onboarding process faster ](https://www.gaspar.ai/blog/how-to-complete-employee-it-onboarding-in-under-one-minute) by automating their account creation and licensing software as needed, allowing them to hit the ground running without overwhelming the IT and HR department. 

 

## The ultimate after-summer gift: why Gaspar AI takes the crown

As summer winds down and the work rhythm picks up, gifting Gaspar AI to your employees can be a game-changer. Here's why it's the ultimate post-holiday present: 

### - Smooth transition

Returning to work after a vacation can be a bumpy ride, but Gaspar AI ensures that your employees' tech-related hurdles are smoothed out, making their transition seamless. 

### - Productivity surge

When tech issues are swiftly dealt with, productivity soars. By equipping your team with Gaspar AI's employee helpdesk, you're setting the stage for a highly efficient work environment. 

### - Boosting morale

By showcasing your commitment to your employees' productivity, you show them how much you value their time and want to make their work lives easier, instantly boosting their morale. When employees receive quick and accurate support, they will be happier and motivated to work with your company for a long time. This can lead to improved employee retention and a better overall company culture. 

### - Future-ready operations

Embracing AI-driven solutions isn't just a trend – it's the future. Gifting Gaspar AI demonstrates your company's forward-thinking approach to technology and innovation. 

 
## Gaspar AI, more than just an employee helpdesk

In a nutshell, Gaspar AI isn't just an employee helpdesk for IT and HR issues; it's a game-changing tool that empowers your employees, enhances productivity, and makes the return to work a delightful experience. 

As you gear up to welcome your team back after the summer break, consider the invaluable gift of Gaspar AI. Revolutionize your employee helpdesk, enhance your employees' work lives, and set the stage for a productive and tech-savvy future. If you want to explore the wonders of Gaspar AI you can [schedule a demo](https://www.gaspar.ai/demo-request) and witness the transformation firsthand. 

Remember, the return to work doesn't have to be daunting – not when Gaspar AI is by your side.

Gaspar, the AI chatbot within our employee helpdesk platform

Empower your workforce with Gaspar AI: elevate helpdesk support, enhance productivity & embrace a future of AI-driven innovation. Discover your benefits!

Gaspar AI’s employee helpdesk: the ideal back-to-work gift

In today's fast-paced corporate world, where efficiency is the name of the game, employees expect seamless and prompt solutions to their workplace challenges. However, the traditional service desk, once hailed as the bastion of problem-solving, seems to be falling out of favor with modern workforces. Instead, a revolutionary alternative has emerged - Artificial Intelligence (AI) service desks.
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In this blog post, we will delve into the reasons why employees are turning away from conventional service desks and embracing AI-powered alternatives that promise to revolutionize the way we handle workplace support. 

## The inefficiency of traditional service desks

While traditional service desks have been the norm for decades, employees are reluctant to use them. Ever wondered why?   

### Slow response and resolution times

Time is of the essence, and employees know it better than anyone. The conventional service desk often leaves them hanging on the line, trapped in long waiting queues, drowning in a sea of emails or dealing with redundant ticketing systems. This archaic approach not only causes frustration but also disrupts productivity. To emphasize this, since the pandemic, the Mean Time to Resolution has further increased from 6.18 to 9.72 hours! These lengthy wait times for issue resolution, along with the lack of proactive communication and updates lead to such low use of the traditional service desk.  

 

### Limited accessibility and availability

Modern business knows no bounds, and time zones are rendered obsolete. However, traditional service desks are constrained by operating hours and limited availability. In a globalized work environment, employees need support at any time, be it late at night or during holidays. Work doesn't always adhere to a 9-to-5 schedule: traditional service desks might not be equipped to provide round-the-clock support, leaving remote or distributed teams stranded during critical situations.   

 
### Lack of user-friendly interface  

The complexity of traditional service desk systems poses a significant challenge for employees trying to navigate through convoluted menus and interfaces. This complexity leads to a steep learning curve for new users, who must invest considerable time and effort to grasp the system's functionalities. Moreover, the frustration caused by difficult navigation and complex workflows further exacerbates the problem, making employees reluctant to engage with the service desk 

 

### Impersonal and Inefficient Communication

Traditional service desks often struggle with personalizing interactions. Employees may have to repeat information multiple times, leading to frustration and poor user experience. Moreover, without access to the context of previous interactions, service desk agents may struggle to understand the full scope of the issue, leading to longer resolution times, or repetitive steps: imagine having to explain the same issue to different service desk agents repeatedly. The monotony of providing account information or recounting the problem from scratch is a major turn-off for employees seeking support.
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Inadequate self-service options also pose an issue that leads to low use: traditional service desks tend to operate in a top-down approach, with employees being passive recipients of assistance. In the age of instant gratification though, employees are increasingly self-reliant and prefer finding solutions independently. With the internet at their fingertips, they can quickly search for knowledge bases, FAQs, and online communities to troubleshoot their problems without having to wait for assistance. Traditional service desks can feel redundant when employees can find answers with a simple Google search. 

 

### Ineffective knowledge management

Traditional service desk systems often struggle to efficiently capture, organize, and update the vast amount of information required for resolving various issues. As a consequence, employees frequently encounter outdated or irrelevant solutions, leading to frustration and wasted time. The lack of a robust knowledge base also hampers self-service capabilities, as employees may not find the information they need to troubleshoot problems independently.  

 

## The AI alternative: welcome the intelligent Virtual Agents

 

Enter the world of AI-powered intelligent virtual agents (IVAs). These smart and intuitive systems are reshaping the way employees seek assistance and support. Here's how they address the limitations of traditional service desks described above: 

### Instant access and faster response times

IVAs provide real-time support, ensuring that employees receive assistance precisely when they need it. With AI's lightning-fast capabilities, IVAs can analyze queries instantly and offer relevant solutions without delays. Employees can now receive immediate responses and resolution to their queries, thereby boosting efficiency and morale. 

### Beyond boundaries - 24/7 availability

IVAs can operate tirelessly, providing support around the clock. Employees, no matter their location or time zone, can rely on IVAs for immediate assistance whenever they require it, significantly reducing downtime and optimizing productivity. 

### Empowering self-service capabilities

AI chatbots excel at promoting self-service by integrating with knowledge bases and learning from past interactions. This means employees can access information quickly and independently, boosting their productivity and confidence. By offering a plethora of self-service options, such as knowledge bases and AI-driven FAQs, employees can take charge of their problems, fostering a sense of autonomy and pride in resolving issues on their own terms. 

 

### Enhanced personalization and contextual understanding

 

AI-powered IVAs leverage natural language processing and machine learning to understand employees' queries contextually. This enables them to deliver personalized responses and draw upon previous interactions, making the support experience seamless. And regarding repetition, AI alternatives employ sophisticated algorithms that store and analyze historical data, ensuring that employees are spared the tedium of repeating themselves. This not only saves time but also enhances the overall experience, making employees feel valued and understood. 

### Intelligent knowledge management

 

AI-powered alternatives leverage advanced natural language processing and machine learning to quickly access and learn from a comprehensive knowledge repository. This ensures that up-to-date and accurate information is readily available to employees, boosting their confidence in the support system. Moreover, they can help in optimizing and keeping the knowledge base updated by offering data on the questions employees ask, defining the most critical ones. 

 

## The future lies in AI-powered intelligent Virtual Agents

 

The writing is on the wall - traditional service desks are losing their luster, and the future of workplace support lies in the realm of AI-powered alternatives. The reasons for this paradigm shift are evident: the need for immediate responses and effective knowledge management, the burden of repetition, the desire for self-reliance, and the allure of 24/7 availability. Employees demand faster, personalized, and always-available support. The adoption of AI is not just a trend; it's a transformative step towards empowering both employees and businesses alike.
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AI service desks epitomize efficiency, convenience, and empowerment, setting the stage for a more productive and contented workforce. As the world hurtles towards a digital frontier, embracing these intelligent innovations is not only a choice but a necessity. So, the question is: are you ready to join the AI revolution and redefine the way we support our employees?
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If you are, let’s [schedule a demo](https://www.gaspar.ai/demo-request) to discuss how your company can benefit from Gaspar AI’s cutting-edge AI platform. The future is here, and it’s intelligent! 

Understand the key reasons behind the traditional service desk inefficiency, and learn why the AI-based help desk and chatbots are the IT support future!

Why employees don't use the traditional service desk

Chatbots and AI platforms are by far the one tool most companies want to invest in nowadays. 46% of IT professionals are actively researching AI solutions, while 62% consider implementing AI in the form of chatbots for ITSM.
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Since the pandemic, the volume of interactions handled by conversational agents increased by 250%. Worldwide spending on AI-Centric systems is forecasted to reach $154 Billion in 2023 and increase to more than $300bn in 2026.
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The data is unquestionable: we live in the AI transformation era. This cutting-edge technology is revolutionizing the way businesses handle user queries, troubleshoot technical issues, and deliver seamless IT support. AI technology is progressing extremely fast, which begs the question: are you really ready to embrace it? Does your company and IT team have what it takes to reap its benefits and optimize their operations?
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Let's take a step back and explain this AI transformation. What does it entail, what are the best practices for companies to successfully implement it, what are the main challenges, and what are the key elements of good AI applications.  

## Conversational AI: The game-changer for IT support

 

Conversational AI is an umbrella term encompassing various AI-driven technologies like chatbots, virtual assistants, and natural language processing. These technologies enable computers to understand and respond to human language, effectively simulating human-like interactions. In the realm of IT support, this means faster, more accurate responses, and a more efficient employee experience. 
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AI transformation involves strategically integrating and deploying artificial intelligence solutions into a business infrastructure to boost operational efficiency. The central idea is to replace manual, repetitive tasks with advanced AI systems that optimize performance, streamline processes and provide 24/7 assistance. Employees no longer have to wait for an available agent, and simple queries can be addressed immediately, freeing human agents to focus on more complex tasks. 
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One can easily understand the benefits of AI for business:  

- **Enhanced employee experience**: Conversational AI offers personalized, instant support, creating a positive and seamless experience. 

- **Increased efficiency**: Automated responses and issue resolution reduce resolution times, boosting operational efficiency. 

- **Cost savings**: With reduced dependency on human agents for basic queries, businesses can save on labor costs. Shorter resolution time also means fewer resources attached to issues and thus lower costs.  

- **Scalability**: Conversational AI can handle multiple conversations simultaneously, accommodating growing user demands without added overhead. 

But there is one big challenge in the road to company AI adoption. 

## The challenge in AI transformation lies in the people-intensive nature of employee support

Currently, employee support heavily relies on human intervention, resulting in prolonged waiting periods for assistance. Lengthy manual processes and uncertainty about the appropriate channels for help often compound the issue. 
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Moreover, AI accuracy and understanding adds to the challenges. Ensuring AI comprehends the nuances of human language and provides accurate responses remains critical. Conversational AI may also handle sensitive information, making data security and privacy critical considerations. 
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How does a company move from people-intensive support to balanced, safe, accurate, AI support? 

## The road to successful AI implementation

 

Successfully managing AI transformation for any organization is a significant undertaking. It demands a well-thought-out combination of various elements, meticulously designed to synergize and function harmoniously.  

 

1. **Define clear objectives**: establish specific goals and outcomes you want to achieve with Conversational AI in your IT support system. 

2. **Start small and iterate**: Begin with pilot projects, test the system, gather feedback, and make iterative improvements. 

3. **Monitor and measure performance**: Track key performance metrics to assess the AI's effectiveness and user satisfaction. 

4. **Provide human escalation**: Offer an easy way for users to escalate to human support when necessary, ensuring employee confidence. 

5. **Boost employee adoption**: communicate the benefits employees get with AI, provide multilingual support, and integrate AI across various channels like chat platforms, web, and phone support. 

## Key elements of a robust AI transformation

 

In order for an AI application to succeed in your company and transform the way you offer employee support, you must ensure it has the following: 

 

#### Analytics

Any good AI platform should offer data to enable you to monitor its performance and evaluate its effectiveness. This will help you identify improvement opportunities for both AI systems and human workflows, and discover new areas for AI automation. 

#### Workflow automation

This aspect focuses on optimizing business processes by automating and streamlining tasks, implementing AI-based routing, and triggering existing workflows across enterprise systems. 

#### Security

Emphasis is placed on safeguarding infrastructure through data masking, implementing stringent security measures, obtaining multiple certifications, ensuring data residency compliance across continents, and maintaining FedRAMP compliance. 

#### Content finding and creation

This involves efficiently searching and summarizing knowledge, FAQs, documents, and files from multiple sources, as well as authoring new content based on existing enterprise data. 

#### Advanced AI features

It is critical for your AI tool to have advanced and updated features, such as a reasoning-based architecture powered by GPT models, fine-tuned LLMs grounded in enterprise data, and domain-specific capabilities (e.g. IT, HR), to enhance AI performance. 

#### Integrations

This encompasses establishing deep, enterprise-wide connections, including permissions and live ingestion, with every enterprise system. The AI app you will choose must support integrations with multiple software vendors.  

 

## So, are you ready for IT?

Conversational AI is reshaping the landscape of IT support. Its ability to transform employee experiences, increase efficiency, and save costs is propelling it to the forefront of modern business practices. 
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If you want to embrace Conversational AI and take your IT support to new heights, Gaspar AI is your best option. With a robust AI chatbot, automated workflows, proactive insights and analytics, and most importantly expert guidance and support, it covers everything you need for a successful AI transformation in your company. 
You can [contact us](https://www.gaspar.ai/contact-us) or [schedule a demo](https://www.gaspar.ai/demo-request) to discuss how we can help you navigate this AI transformation era and get everything positive it has to offer.  

Getting ready for the AI chatbot transformation

Get ready for the AI-enabled transformation of IT support. Discover the roadmap to successful AI implementation and excel in your help desk automation!

Conversational AI: are you ready for IT?  

Since the launch of ChatGPT, Conversational AI platforms have become increasingly popular for businesses looking to boost IT support, enhance employee interactions and streamline operations. These platforms leverage artificial intelligence and natural language processing to enable more dynamic and personalized conversations. More importantly, they can reduce manual and repetitive work, increase productivity and save your company tons of money, while increasing your employees’ satisfaction.   

If you're evaluating different Conversational AI platforms for your company, asking the right questions during a demo is crucial to make an informed decision. This is why in this blog post we will outline the six essential tips and questions to ask during your next demo. 

## 1. How does your platform handle Natural Language Understanding (NLU) and how are you using Large Language Models (LLMs)?

Effective natural language understanding is a fundamental aspect of Conversational AI platforms. Ask the demo presenter to explain how their platform processes and understands user queries. Inquire about the algorithms and techniques employed to extract meaning and context from conversational data. Understanding the NLU capabilities will help you evaluate the platform's accuracy, ability to handle complex queries, and adaptability to different languages and dialects.
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Moreover, when using conversational AI within your company, you will need a deep understanding of industry-specific language and terminology. Vendors may face challenges in developing this capability independently due to limited access to relevant data. Similarly, vendors who rely solely on pre-existing language models may struggle to effectively address business-related inquiries. The true extent of their understanding can be quickly revealed through a demo. You can also get a very good idea about how often they update and retire their LLMs. Given that this space is moving at a lightning-fast pace it is crucial for the vendor to be up to date. 

 

## 2. Can you showcase real-time integration with backend systems?

Integration with backend systems is crucial for providing comprehensive and accurate responses to user queries. During the demo, inquire about the platform's ability to integrate with your existing systems, such as CRMs, apps you use or knowledge bases. Ask for specific examples of real-time data retrieval and seamless integration to ensure that the Conversational AI platform can access and leverage the relevant information your company possesses. 

 

## 3. How does your platform handle Dialog Management?

Dialog management is essential for maintaining context and guiding dynamic conversations. Ask the presenter to explain how their platform handles dialog flows, context switching, and multi-turn interactions. Inquire about the flexibility of the dialog management system, the ability to handle complex conversations, and customization options. Understanding the dialog management capabilities will help you determine if the platform can deliver engaging and coherent conversational experiences to your users. 

 

## 4. What security measures are in place to protect our data?

In light of the increasing occurrence of data breaches and cyber-attacks, it is of utmost importance to prioritize your data security. It is crucial to ascertain that the vendor has established a well-defined and comprehensive security plan, encompassing essential measures like data encryption, access control, and routine security audits.
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Furthermore, inquire about the vendor's compliance certifications and adherence to industry regulations, such as HIPAA. This ensures that they are meeting the necessary standards for data protection. By posing these inquiries, you can acquire a deeper understanding of the security protocols implemented by the vendor, empowering you to make an informed decision regarding the safety and protection of your valuable data. 

 
## 5. Can I get a demo with my company’s data?

It is common for vendors to conduct demos using their own data, which may not accurately reflect the platform's performance when applied to your unique data and needs. Although these demos can be impressive, it is crucial to test the system using your own data to evaluate its suitability. This approach provides valuable insights into the system’s performance and its ability to address your specific use cases. You gain a clearer understanding of its capabilities and can make a more informed decision regarding its suitability for your company’s needs. It allows you to identify any potential issues or limitations before committing to a purchase, ultimately saving you time and resources in the long run.  

 

## 6. How does your platform support Analytics and Insights?

Analytics and insights provide valuable data for improving your Conversational AI solution’s performance. Ask the presenter to explain the analytics capabilities of their platform. Inquire about the types of metrics and insights available, such as % of tickets deflected, actions automated, conversation success rates, user satisfaction, or Mean Time to Resolve. Understanding these features will help you evaluate the platform's ability to track and measure Key Performance Indicators and continuously optimize your conversational experiences. 

 

## Regarding Conversational AI platforms, a demo is worth a thousand slides

 

As you explore different Conversational AI platforms, asking the right questions during a demo is vital to make an informed decision. By asking about natural language understanding and LLMs, integration with your systems, dialog management, data security processes, personalization to your data, and analytics capabilities, you'll gain valuable insights into the platform's potential to meet your company’s unique requirements. Take advantage of demos to assess how each platform aligns with your goals and objectives, ultimately choosing the best Conversational AI platform to revolutionize your internal employee support interactions and boost productivity and satisfaction.  

Tips to consider and questions to ask when doing a demo for a Conversational AI platform

What you need to ask during your next demo to ensure you choose the best AI platform for your employee internal support. Read now!

5+1 expert tips to master your next Conversational AI platform demo

In today's digital age, the immense potential of artificial intelligence has captured the attention of researchers, industries, and governments worldwide. The ability to leverage vast amounts of data for AI advancements offers unprecedented opportunities for innovation and progress. However, it also raises crucial concerns about the protection of individual rights, privacy, and the ethical implications of data collection and usage.  

In this blog post, we will delve into the critical issues surrounding the delicate balance between leveraging data for AI advancements and safeguarding individual rights. 

## The balance between data leverage and individual rights

The advancements in AI heavily rely on data, and the more extensive and diverse the datasets, the more powerful the AI systems become. However, this reliance on data raises significant concerns regarding privacy and individual rights. On one hand, data is the fuel that powers AI systems, enabling them to learn, make predictions, and generate valuable insights. On the other hand, the unrestricted use of personal data raises concerns about privacy, consent, and potential misuse.  

Striking a balance requires implementing robust regulations and frameworks that protect individuals' rights while allowing for responsible data usage. 

Transparency and informed consent are essential elements in achieving this balance. Organizations must be transparent about their data collection practices, the data they collect, how it is used, and who has access to it. This transparency empowers individuals to make informed decisions about sharing their data and enables them to understand the implications and potential risks associated with its use. It also establishes a sense of trust between individuals and organizations, as transparency fosters accountability and responsible data practices.  

Informed consent should not be limited to a mere checkbox during user interactions. It should be an ongoing process that provides individuals with meaningful choices and options regarding their data. Organizations should clearly communicate the purpose of data collection, the intended uses, and any potential third-party sharing. Individuals should have the ability to easily access, review, and modify their consent preferences. Moreover, they should have the right to withdraw consent at any time, with their data promptly and securely deleted. 

Data protection regulations, such as the GDPR, have emerged as powerful tools to protect individual rights and privacy in the context of AI. These regulations emphasize the need for organizations to adopt privacy-by-design principles, ensuring that privacy considerations are embedded into the development and deployment of AI systems. By integrating privacy into the core architecture of AI solutions, organizations can proactively address privacy concerns, minimize risks, and protect individual rights.  

Collaboration between policymakers, technology companies, and privacy advocates is crucial to establishing comprehensive guidelines that prioritize individual rights without stifling innovation. 

## Data minimization

Another aspect of achieving the balance between data leverage and individual rights is the concept of data minimization. Data minimization refers to the practice of collecting only the necessary data for a specific purpose, reducing the overall amount of personal information processed.  

By adhering to the principle of data minimization, organizations can limit the potential risks associated with data breaches, unauthorized access, and data misuse. This approach aligns with the idea of preserving privacy and respecting individual autonomy by limiting the exposure of personal data to unnecessary risks. 

## Privacy-Enhancing Technologies

To address privacy concerns, privacy-enhancing technologies (PETs) have gained prominence. PETs encompass a range of tools and methods that enable individuals to control their personal information and limit unnecessary data exposure. Techniques such as differential privacy and federated learning allow for data analysis while preserving individual privacy.  

The fundamental principle of differential privacy is to add a controlled amount of noise to the queries or computations performed on the data. By doing so, it becomes difficult for an adversary to determine with high confidence whether a particular individual's data was included in the dataset or not. This prevents the leakage of sensitive information and protects the privacy of individuals. 

Federated learning is a decentralized approach to machine learning that enables training models across multiple devices or edge devices without the need to transfer raw data to a central server. It allows for collaborative learning while preserving data privacy and security. 

Traditional machine learning involves collecting data from various sources, centralizing it in a single location, and training models on that centralized data. However, in scenarios where data is sensitive, large in volume, or distributed across multiple devices, centralizing the data poses challenges in terms of privacy, bandwidth, and scalability. 

Federated learning addresses these challenges by distributing the model training process to the edge devices themselves. Instead of sending raw data to a central server, the training process takes place locally on each device. The models are then aggregated or combined on the central server, which updates the global model with the knowledge gained from each participating device. 

## Data anonymization

Anonymization involves removing or altering personally identifiable information (PII) from datasets, rendering them non-identifiable. However, it is important to recognize that achieving true anonymization is challenging due to the potential for re-identification. Advancements in data science and re-identification techniques have made it increasingly difficult to ensure complete anonymity. Therefore, organizations must adopt rigorous anonymization methods that balance data utility with privacy protection, taking into account the potential risks of re-identification. 

## Ethical considerations for data collection, storage, and usage in AI Systems

The ethical implications of data collection, storage, and usage in AI systems cannot be ignored. It is crucial to ensure that data is obtained ethically and without infringing upon individuals' rights. This includes obtaining informed consent, ensuring data accuracy, and minimizing biases that can perpetuate social inequalities.  

Furthermore, organizations should prioritize data security to protect against breaches and unauthorized access. The principles of fairness, transparency, and accountability mentioned in [our previous blog post](https://www.gaspar.ai/blog/building-trustworthy-ai-ethical-considerations-for-algorithmic-design) should guide the design and deployment of AI systems to prevent discriminatory outcomes and preserve public trust. 

## Balancing data utility and privacy rights at all stages of AI development

As AI continues to revolutionize various domains, finding the delicate balance between leveraging data for advancements and safeguarding individual rights is paramount. Privacy-enhancing technologies and data anonymization techniques provide effective mechanisms to protect individuals' privacy while enabling data-driven innovation. Ethical considerations must underpin every stage of data collection, storage, and usage to ensure fairness, transparency, and accountability.  

By fostering collaboration between stakeholders, we can navigate these challenges and build a future where we harness the transformative power of AI while upholding the fundamental values of human rights and dignity.

Discover how AI and Privacy intersect in the Age of Data, exploring the delicate balance between innovation and safeguarding individual rights. Dive in now!

AI and Privacy - preserving individual rights in the Age of Data

A well-structured and comprehensive knowledge base is the backbone of an efficient IT helpdesk. It serves as a repository of information, providing self-service options and empowering your company’s users to find solutions independently. However, creating a knowledge base might seem like a daunting task. And even if you already have one, keeping it up to date can also require too much of an effort! 

Thankfully, Gaspar AI can help you build and optimize your knowledge base effortlessly to ensure it becomes a valuable resource for both your support team and end-users. 

Let’s explore how!  

## Understand you audience

The first step towards optimizing your IT helpdesk knowledge base is to understand your audience. Identify the different types of users who will be accessing the knowledge base. Consider their level of technical expertise and the common issues they face. By understanding your audience, you can tailor the content and structure of your knowledge base to meet their specific needs. 

That’s where Gaspar AI can be of great help. By providing daily data to your IT team on the Admin portal about what employees are asking and what are the most common questions and problems they face, you’re off to a great start in your knowledge base creation journey! You know which are the most burning issues and therefore can prioritize these and first work on creating the related articles.  

## Regularly update and review content

Technology evolves rapidly, and so should your knowledge base. Regularly review and update your articles to reflect the latest software updates, product features, or changes in procedures. Set up a process to review the knowledge base periodically, ensuring that outdated or inaccurate information is removed or corrected. Encourage your support team to contribute to the knowledge base by documenting new solutions or frequently asked questions.
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By getting insights from Gaspar AI about what employees ask and their evaluation of solution articles offered, you know which content needs to be updated to reflect procedures or solutions accurately, or optimized to be more helpful and clear. You also have great insight into solution articles that are missing from your knowledge base and for which you must create content.
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Demonstrating a commitment to information accuracy and relevance can foster trust in the knowledge base, which in the end leads to more trust towards your department and its work. Moreover, having accurate and relevant information means that you can deflect more tickets via solution articles, ultimately leading to less repetitive, manual and boring work for your team.  

## Promote self-service options

Empowering users to find solutions independently not only reduces the burden on your support team but also improves user satisfaction. With Gaspar AI, even if you don’t have a knowledge base you can still enable your employees to self-serve. Our platform integrates with all the applications you wish to enable and their related content. Therefore, users can directly ask our AI chatbot their question and their ticket will be deflected via auto-resolution (instantly getting their issue resolved).
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The use of our AI chatbot can bring added value by suggesting related topics and offering answers that match the entered query, even if it’s not exactly how it’s been phrased.
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What’s more, with our [ChatGPT integration](https://www.gaspar.ai/blog/chatgpt-integrated-chatbot-for-employees), instead of receiving articles, the user gets a direct answer to their question from ChatGPT, in a human-like way. They no more have to go through knowledge articles (which might yet not exist in your company), they have their answer right in front of them in seconds! 

And the best part is that it is not a generic answer, but a personalized answer! One of the caveats about using bots like ChatGPT for information retrieval is that it searches for answers through public sources on the internet, which isn’t always reliable. Since Gaspar AI integrates with multiple knowledge management systems (e.g. Notion, Helpjuice, Confluence, etc.), ChatGPT will form the answer from your company’s knowledge base, content repositories and internal sources – therefore it will be more credible. It also means that as long as you have content in any form – and not necessarily a knowledge base-, your users can still find answers to their questions. 

## Gather user feedback

To continuously improve your knowledge base, it's crucial to gather user feedback. Provide a rating system or a feedback form for users to share their thoughts on the helpfulness and clarity of the articles. Analyze this feedback and use it to identify areas for improvement. If users consistently report difficulty finding information or understanding certain topics, it may be necessary to reevaluate and revise those articles.
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With Gaspar AI’s chatbot you can ask for immediate user feedback: whenever employees ask Gaspar (our Virtual Agent) a question and it answers with a solution article, it can then ask them to evaluate the response and article quality via an easy rating system. Thus, you can easily gather all the user feedback you need to ensure a high-quality knowledge base! 

## Optimized knowledge base, a valuable asset

An optimized IT helpdesk knowledge base is an asset for your company, empowering users to find solutions independently and reducing the workload of your support team. By understanding your audience, organizing the content effectively, and regularly updating and reviewing the information, you can create a knowledge base that delivers exceptional user experiences. Embrace self-service options and gather user feedback to continuously improve and refine your knowledge base.
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Gaspar AI is your best ally throughout this process thanks to all the data and insights shared daily. If you would like to learn more, you can [schedule a demo](https://www.gaspar.ai/demo-request) and better understand how we can help you manage your knowledge and deflect tickets.  

Knowledge base insights for most common employee queries on Gaspar AI admin portal

Discover how Gaspar AIcan help optimize your IT support knowledge base to ensure it becomes a valuable resource for your support team and end-users.

How to optimize your IT helpdesk knowledge base with Gaspar AI

In the aftermath of the NTIA's (the National Telecommunications and Information Administration) call for public commentary and the responses by heavy hitters like Microsoft, Google and OpenAI, the complexities of AI regulation and the delicate balance between innovation and responsibility are more evident than ever.  

As explained in our previous [post](https://www.gaspar.ai/blog/ethical-ai-paving-the-path-to-responsible-innovation) in our #EthicalAI series, the first step towards AI systems that align with moral principles and human values is to design and develop them in such a way. By incorporating these principles into AI development, we can create solutions that enhance human lives while safeguarding their rights and dignity. 

The most critical principles in AI design and algorithmic decision-making processes are fairness, transparency, and accountability.  

## Transparency and accountability

AI systems should be accountable and transparent in their decision-making processes. Transparency refers to the ability to understand and explain how algorithms make decisions. Transparent algorithms provide insights into the factors and processes influencing outcomes, enabling users to assess their validity and fairness. Developers should strive for explainable AI, ensuring that users can understand how decisions are made and identify potential biases or discriminatory practices.  

Lack of transparency can lead to distrust and inhibit the ability to identify and rectify biases or errors in algorithmic decision-making. For example, in content moderation, lack of transparency in algorithms can raise concerns about the removal or suppression of certain types of content without clear justifications.  

Accountability ensures that developers and organizations take responsibility for the outcomes and impacts of their algorithms. It involves establishing mechanisms to address biases, errors, and unintended consequences, as well as providing recourse for individuals affected by algorithmic decisions.  

Social Media algorithms are a great example of accountability issues in AI. Algorithms used in social media platforms can shape users' experiences and information consumption, raising questions about accountability in content recommendations and potential amplification of harmful or biased content. 

Absence of accountability can result in algorithmic decisions with significant societal implications without proper oversight or recourse. Biased algorithms can perpetuate harm, violate individual rights, and erode public trust in AI systems and the organizations deploying them. 

## Fairness

Fairness is the principle of treating individuals and groups equitably, without bias or discrimination. In algorithmic decision-making, fairness ensures that decisions and outcomes are not influenced by stereotypes, judgments or prejudices. Human bias however, consciously or unconsciously embedded in the design and implementation of AI algorithms, can lead to discriminatory outcomes and perpetuate social inequalities.  

#### Understanding human bias in AI algorithms

Human bias refers to the subjective judgments, prejudices, or stereotypes that individuals may hold. When designing AI algorithms, developers rely on large datasets that contain human-generated information, which may inadvertently incorporate these biases. As a result, AI algorithms can perpetuate and amplify existing societal biases, leading to discriminatory decisions and outcomes. 

#### Types of human bias in AI algorithms

1. Sampling bias 

Sampling bias occurs when the training data used to develop AI algorithms is not representative of the entire population. If the data disproportionately represents certain groups, the algorithm may not learn to generalize accurately, leading to biased predictions and decisions. For example, in Criminal Justice, risk assessment algorithms have been found to disproportionately predict higher recidivism rates for minority individuals, perpetuating racial bias in sentencing and parole decisions. 

2. Selection bias  

This type of AI bias occurs if training data is either unrepresentative or is selected without proper randomization. Selection bias occurs when certain attributes or factors are disproportionately considered or given more weight in the algorithm's decision-making process. This can result in discriminatory outcomes and reinforce existing social inequalities. For example, AI-based recruiting tools could favor certain demographics, leading to discrimination and lack of diversity. 

3. Confirmation bias 

Confirmation bias refers to the tendency to seek and interpret information in a way that confirms pre-existing beliefs or hypotheses. If not addressed, AI algorithms can inadvertently perpetuate and amplify these biases, leading to skewed decision-making processes. 

#### Addressing human bias in AI algorithm design

Solving the problem of bias in artificial intelligence requires multidisciplinary collaboration among tech industry stakeholders, researchers, policymakers, and social scientists. Eliminating AI bias is a huge challenge, but there are actionable measures we can implement now to ensure that our algorithms promote equality and inclusivity. 

#### Design AI models with inclusion in mind

Prior to embarking on the design of AI algorithms, it is prudent to involve humanists and social scientists to safeguard against the incorporation of biased judgment within the models we develop. 

1. Train our AI models on diverse and representative data ethically collected 

To mitigate bias, it is essential to ensure that the training data used to develop AI algorithms is diverse and representative of the population it aims to serve. This also involves ensuring that data collection methods are unbiased and diverse. Incorporating diverse perspectives during the data collection phase can help mitigate biases. Datasets should be carefully curated, taking into account various demographic factors and considering potential biases that may exist. 

2. Ensure Diversity and Inclusion in Development Teams 

Building diverse and inclusive development teams is vital to challenge biases and bring different perspectives to the forefront. By including individuals from various backgrounds, organizations can mitigate the risk of unconscious bias during AI model development. 

3. Perform targeted testing 

When we test our AI models, we should examine AI’s performance across different subgroups to uncover problems that can be masked by aggregate metrics. Also, we should perform a set of stress tests to check how the model performs on complex cases.  

4. Monitor regularly to mitigate bias 

AI models should be continually monitored post-deployment to ensure that they remain unbiased and fair and to identify and mitigate biases that may emerge over time. Implementing feedback loops and mechanisms for ongoing evaluation can help ensure that biases are corrected promptly and responsibly. Regular updates and improvements can address emerging biases and maintain the integrity of AI systems. 

5. Improve AI explainability and transparency 

Additionally, we should keep in mind the adjacent issue of AI explainability mentioned previously: understanding how AI generates predictions and what features of the data it uses to make decisions. Understanding whether the factors supporting the decision reflect AI bias can help in identifying and mitigating prejudice. 

## The human touch: ethical AI and human-centered design

AI systems should reflect and respect human values to avoid adverse impacts on individuals and society and ensure that AI systems serve the common good and do not undermine fundamental rights. 

- Empathy and User-Centric design 

Infusing empathy into AI development involves understanding and addressing the needs, perspectives, and experiences of users. By prioritizing user-centric design, AI systems can be tailored to meet diverse user requirements, fostering inclusivity, and enhancing user experiences. This approach also promotes the ethical use of AI, considering the potential impact on individuals' well-being and emotions. 

- Inclusivity and diversity 

Promoting inclusivity and diversity in AI development is crucial to mitigate bias, discrimination, and exclusionary practices. Developers should strive to incorporate diverse perspectives and ensure that AI systems consider the needs of marginalized groups. By including underrepresented voices in the development process, AI technology can better reflect the diversity of human experiences and contribute to more equitable outcomes. 

- Human oversight and responsibility  

While AI systems can automate tasks and make decisions, ultimate responsibility should lie with humans. Developers and organizations must recognize the limitations of AI technology and ensure that humans retain control over critical decisions. Human oversight helps prevent undue reliance on AI systems, promotes accountability, and allows for ethical judgment and intervention when necessary. 

 
## A fair, accountable, transparent algorithmic design for trustworthy AI systems

Addressing fairness, transparency, and accountability in AI algorithm design is crucial to mitigate biases, uphold ethical standards, and build public trust. Incorporating human values, empathy, and inclusivity into AI development is essential for creating AI solutions that enhance human lives while safeguarding their rights and dignity. By actively addressing these ethical considerations, we can shape AI technology to be a force for positive change, fostering a more equitable, inclusive, and human-centric society.  

Designing a fair, transparent and accountable AI algorithm

Learn why we need to design fair, transparent and accountable AI algorithms and the essential steps to develop and build them as such. 

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