Software solutions that optimize time-consuming processes are a decisive success factor for companies. But what happens when valuable working time is lost due to inefficient information searches? This was precisely the challenge faced by a service company whose knowledge database, file storage and document management system (DMS) did not enable efficient searches. The search for information was limited to keywords and text content, which meant that even simple queries such as “Have we communicated the new company address to all our project contacts?” or “What are the statements on IT infrastructure mentioned in the last five project meetings?” often took hours. At this point, new direction GmbH came into play - and together with the company, we were able to fundamentally optimize the process.

The Problem

The main challenge was that the existing system was not able to answer contextual search queries efficiently. Instead of finding relevant answers, employees had to work their way through numerous documents to find the information they needed. This manual search led to significant time losses and slowed down internal processes.

It was essential to develop a solution that would make all company knowledge directly and intuitively searchable. The aim was to enable access to relevant information in seconds instead of hours and to noticeably increase employee productivity.

The Solution

Our collaboration with the company was based on three key factors: artificial intelligence, intuitive usability and seamless integration into existing systems.

Introduction of a custom GPT for intelligent knowledge retrieval

By implementing a customized “Custom GPT” solution, we have made company knowledge directly queryable. Similar to ChatGPT, users can now ask specific questions and receive precise answers in a matter of seconds without having to laboriously work their way through documents. The system analyzes the entire database and delivers relevant, context-related results.

Maximum efficiency through immediate answers

Instead of spending hours researching, it is now enough to ask a question - and the answer comes straight away. For example, it only takes a few seconds to find out whether a particular certification was included in the latest tenders or which key points were mentioned in the last project meetings on the subject of IT infrastructure.

Seamless integration into everyday working life

Custom GPT was developed in such a way that it integrates seamlessly into the company's existing systems. Employees did not have to learn any new processes - they simply use their familiar system, but now with an intelligent, AI-supported search function.

Added value

The new solution almost completely eliminates manual research work. Information that previously took between five minutes and four hours to research is now available in a matter of seconds.

This considerable time saving frees up valuable resources within the company and allows the team to concentrate on more important strategic tasks.

Worth knowing

Own / Custom GPTs offer personalized digital assistance that is tailored specifically to the needs of the user and helps to automate and optimize productive tasks.

At new direction GmbH, we implement these and similar solutions quickly and reliably. If you have any questions or specific concerns, please feel free to contact us directly.