Chatbot: Your Latest Recruit

Do you know what a chatbot is? We look at how chatbots use an old idea, to create the technology you need for tomorrow

Chatbot: Your Latest Recruit

In the infancy of the internet, AOL Instant Messenger was a state of the art means of communication, used as an early social platform to help office workers get faster responses from colleagues.

A few years on, the dot-com entrepreneurs stormed ahead with innovation after innovation, making early messenger services seem as obsolete as they had seemed ground breaking a few years prior. In the last few years though, chatbots have given us a glimpse into the future.

The Bad and the Good

Millions of people already use platforms like Facebook Messenger and conventional text messaging every day - but chatbot technology is set to take the message format to the next level.

Admittedly, chatbots have not been without their problems. As one of the world’s largest software firms, Microsoft's first steps into using this technology were halted due to racist remarks generated by its chatbot ‘Tay’. What started out as something innocent and helpful turned rather more sinister when the chatbot started posting inflammatory and offensive tweets as a result of the comments it gathered from online posts.

Thankfully, that’s not the case for the many chatbots that are making a positive impact on people’s lives. In fact, Chatbots Magazine have stated that 2018 is the ‘year of the chatbot’, owing to huge advances and investment in chatbot technology by major firms.

A great example is the Lark chatbot, which is already saving lives and improving health as a piece of technology that assists people who live with chronic diseases, and it has gathered a great reputation by doing so. By checking people have been eating the right food, or have taken their medication at the right time, support is offered by giving feedback which is comparable to having a nurse on hand - at a fraction of the cost, and with less intrusion.

This is just one example of the importance that chatbots can and will have in our lives and rather than being novelty items, they are extremely useful tools.

Cost Savings and Expenses

Reducing or removing the burden of manual administrative tasks is an example of the time, cost and effort savings chatbots can bring. Organisations can also save money by reallocating employee duties to more crucial business tasks as well as avoiding the many costly mistakes that can occur through human error. As well as these benefits, it provides an easier way to monitor expenditure in terms of payroll access and expense processing, as well as providing a faster communication channel to ensure all parties agree over monetary amounts.

Expense claims can be a bugbear for many employees who want them processed as quickly as possible, but face delays due to archaic processing methods and outdated technology.

Consider this scenario: a sales person has to stay away from home for two nights to meet with customers. They keep all their receipts in a safe place for when they get back to the office to make an expense claim. They fill in an expense form and post the receipts to the payroll or expenses department. There is then a long wait for the expenses to be approved and the money paid. It’s a frustrating process for the employee, particularly if they are left struggling because they’re out of pocket.

Had they used a chatbot: it would have read the image, turned the text from the paper into digital text and automatically logged the information within the expenses software for manager approval - with a response back in minutes. They could also check and confirm the amount, saving precious time, without having to keep mounds of paperwork.

Appointment Scheduling Software

Chatbots work for a diverse mix of businesses, including make-up retailer and online brand Sephora. A historic brand, Sephora has started using an innovative chatbot through Facebook Messenger to add further value for its customers. Already offering ‘virtual makeovers’ online through an augmented reality app which uses customer photos to show how products would look, the company are a good example of how technology can keep your business fresh. Their chatbot is used by customers to reserve appointments, currently for their US stores only, but with a far-reaching application for all businesses worldwide, and in every sector.

By implementing scheduling software of this type, it can benefit employees as well as customers who can use it manage themselves, and arrange meetings – but the real benefit is that they can do all this whenever and wherever they are. The mobile and intuitive nature of chatbots means that appointments can be easily arranged in environments where using technology is not usually practical, for example on a building site. By using the chatbot, a few pressed buttons can do all the work, and chatbots can memorise several common commands, such as ‘site survey’ or ‘boiler repair’ which are most frequently used, meaning mobile workers can organise themselves mid-job if required.

The Ultimate Attendance App

Attendance is a challenge and high priority for many employers. By using a chatbot, staffing levels can be checked through a series of questions. Staff can also virtually check-in when they have arrived at work, training or customers’ premises. This makes it simple to see how many staff are working, and what staff are doing; for example who’s in or out of the office.

An Interactive Online Holiday Booking System

Busy employees sometimes need a rest from the challenges the day throws at them and they, their managers and the HR department all have limited time and energy for carrying out administrative tasks. When a break is required, booking a holiday doesn’t need to be a challenge for anyone, as chatbots now have the functionality to do this in an instant.

Imagine you are that employee: after checking the dates and availability, your company chatbot can automatically send a message to one of your managers to authorise your annual leave, and the usefulness does not stop there. Once leave is authorised, it is now possible to book your actual holiday through a chatbot, selecting the best flights or using a questionnaire to establish the best kind of holiday for you.

Many holiday companies like Kayak and are already using chatbots to good effect, taking the hassle out of booking. The traditional airline British Airways took the bold step recently of using emojis to operate its messenger chatbot, after finding that more people prefer communicating by emoji than words. The so-called ‘Emojibot’ works by asking a chain of questions about the kind of holiday you are after, so a quick response can be made to speed up the search. This quick-fire rendition of a chatbot shows that as AI chatbots continue to develop, the time saved for businesses is going to be very significant, and bots a joy to use.

With the multi-use nature of chatbots, the benefits they bring will be hugely important for the future of business, and personnel management.

Why We All Need a Chatbot

From a practical standpoint chatbots are a great thing, saving time, money and (when programmed effectively) offering consistently useful help to both customers and employees. Having already been adopted successfully by many international companies, they do not seem to be going away.

When a new technology emerges, consumers and business leaders want to know the benefit of purchasing the product, and what it does. With an AI chatbot, the question is almost ‘what can’t it do?’ From organising, to engagement, to cost saving - a new era of technology has begun, and its possibilities are endless.


To find out how a chatbot can help optimise your business and boost employee engagement, click here.