New employees should be able to start working as quickly as possible, understand internal processes, and navigate existing systems with confidence. In practice, the knowledge necessary for this is often scattered across many different sources: process descriptions, training materials, SharePoint, Teams, wikis, manuals, emails, ERP/CRM systems, or experienced colleagues. As a result, new employees have to ask many questions, experienced professionals find themselves explaining the same topics over and over again, and important practical knowledge is often only passed on informally. This becomes particularly challenging when employees leave the company, change roles, or when several new colleagues need to be trained at the same time. Translated with DeepL.com (free version)
Liquam works with the client to develop an AI-powered onboarding assistant that helps new employees get up to speed and makes internal knowledge directly accessible in their day-to-day work.
The solution answers typical questions, explains internal processes, refers to relevant documents, and helps new employees navigate systems, responsibilities, and workflows. Depending on the role or department, different knowledge areas, onboarding plans, and learning paths can be provided. This creates a digital guide that is always available, walks new employees through the process step by step, and lightens the load for experienced colleagues in their day-to-day work.
A practical example:
A medium-sized company faced the challenge of onboarding new employees more quickly and in a more structured manner. Much of the important information was scattered across process documentation, training materials, file repositories, presentations, and the minds of experienced employees. New colleagues had to gather knowledge laboriously or regularly consult experienced specialists. At the same time, there was a risk that important experiential knowledge would be lost during staff turnover.
The goal of the project was to make this knowledge centrally accessible and to develop an AI assistant that supports new employees with common questions, explains internal processes, and guides them through their first weeks at the company.
Liquam first works with the client to analyze what information is relevant for onboarding new employees. This includes, for example, process descriptions, work instructions, training materials, organizational charts, system documentation, internal guidelines, FAQs, presentations, or existing knowledge bases.
This content is structured and transferred into a company-specific knowledge base. Building on this, Liquam develops an AI onboarding assistant that is accessible via a simple user interface and supports new employees with their questions. Among other things, the assistant can explain internal processes, find relevant documents, provide contact persons, describe typical workflows, or help with using internal systems. Answers can be provided with source references, ensuring transparency about the internal information they are based on. Optionally, role-based onboarding plans can be added. For example, a new employee in inside sales would then receive different content, tasks, and learning steps than a new colleague in quality assurance, purchasing, or production.
Another component is the structured preservation of experiential knowledge. For this purpose, conversations with experienced employees can be recorded, transcribed, and converted into usable knowledge modules. This not only makes existing documented knowledge accessible but also secures informal know-how in the long term.
The solution is individually tailored to the client's existing IT landscape, data structure, and requirements. This can include considering rights and role concepts, data protection requirements, and existing systems such as SharePoint, DMS, ERP, CRM, or internal wikis.
