AI in Business Processes – Secure Automation and Digital Efficiency for Businesses
Industry: Technology | Duration: 1 month | Team size: 3 consultants
AI in specialized processes opens up new opportunities for companies to optimize business processes, use information more efficiently, and support employees in tackling challenging tasks. For artificial intelligence to realize its full potential over the long term, a shared understanding, clear guidelines, and specific use cases are needed. Especially in dynamic organizations, experiences with and requirements for AI often vary depending on role and department. Structured competency development therefore provides guidance and enables the safe, responsible, and efficient use of AI. The goal of the project was to consolidate existing experience, expand expertise, and integrate AI in a targeted manner into everyday work. To this end, fundamentals, prompting, context engineering, enterprise search, and agent development were directly linked to real-world tasks in sales, development, and procurement.
Challenge: Diverse Conditions and New Requirements for AI Deployment
- Varying Levels of Experience: Prior experience with artificial intelligence varied within the organization; as a result, there was initially no common ground for collaboration.
- Abstract Applications: The concrete benefits of AI for sales, market research, development, and procurement had to be made tangible and applied to the respective business processes.
- Increasing regulatory requirements: The requirements regarding AI expertise and responsible use had to be clearly defined and translated into appropriate training programs.
- Lack of common working practices: Initially, no uniform methods or standards had been established for prompting, context design, and the use of AI systems.
- Different business contexts: Each business unit required its own specific information, use cases, and application scenarios in order to effectively integrate AI into its processes.
Success Journey: Three Steps to Implementing AI in Business Processes
01
This resulted in a uniform level of knowledge and a solid basis for further cooperation.
02
Through hands-on application, specific improvements were developed for the respective business processes.
03
The teams applied their subject matter expertise to create initial, usable AI solutions, thereby laying the groundwork for further process automation.
Impact At Launch: Shared AI Expertise and Concrete Solutions for Business Processes
- 22 employees successfully completed the training: Participants from all departments—from the executive board to administrative staff—developed a shared understanding of AI, prompting, and potential applications.
- Clear guidance on the use of AI: Data protection, responsible use, and regulatory requirements were explained in an accessible way and applied to the corporate context.
- Documented AI Competency under Article 4 of the EU AI Act: Certificates of participation document the competency development activity that was completed and provide a solid foundation for further implementation.
- Four agent prototypes were developed: Departmental squads created their own AI solutions for sales, market research, development, and purchasing—each tailored to their specific context.
- Direct benefits for day-to-day work: Real sales, development, and purchasing documents were used for prompting, context engineering, and content sprints.
- A sustainable knowledge base has been created: Five cheat sheets and a curated context package are available to employees as reference materials.
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Summary: AI in Business Processes as a Combination of Expertise, Security, and Efficiency
A structured approach to building AI expertise lays the groundwork for the safe and effective deployment of artificial intelligence in business processes, such as sales, development, and procurement. Diverse levels of experience were consolidated into a shared understanding and supplemented with concrete methods, guidelines, and use cases. The key success factor was the combination of regulatory guidance, direct application, and department-specific enablement. In this way, AI becomes an effective component of business processes, process management, and digital efficiency.
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- Experience: Over 20 years of consulting and transformation in complex business environments.
- Security: Clear guidance on data protection, responsible use, and the requirements of the EU AI Act.
- Application: AI is implemented directly in real-world business processes and tasks.
- Enablement: Employees independently develop skills, prompts, and agents.
- Sustainability: Methods, cheat sheets, and context packages ensure long-term benefits.
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