Revolutionizing Internal Inquiry Management with AI Workflows: A Free Practical Guide

Transform Your Internal Inquiry Management Process

Youseful Inc., headquartered in Chiyoda, Tokyo, has launched a free practical guide titled "[Kickstart Edition] Transform Your Business Processes with AI Workflows: A Simple Automation Guide for Inquiry Management." This resource aims to help organizations leverage generative AI and Power Automate to streamline internal inquiry processes. The guide is designed for those who are intrigued by generative AI and Power Automate but are unsure about their application in real-world scenarios, particularly for daily inquiries typically handled by the general affairs, HR, and information systems departments.

Background: Limited Integration of Generative AI in Japanese Companies

Despite the rising interest in generative AI's application in businesses, many companies still limit its use to isolated tasks like drafting emails and summarizing documents. According to a survey by the IPA (Information-Technology Promotion Agency), while 62.1% of companies reported individual use of generative AI for tasks like document creation and brainstorming, only 13.1% have successfully integrated it into their departmental processes. This shows a significant gap in the practical application of AI technologies in business workflows.

In particular, back-office operations often face challenges, including:

- Variability in response quality and speed among staff.
- Difficulty in focusing on core tasks due to overwhelming inquiry management demands.
- Frequent occurrences of missed responses and delayed replies.

Generative AI presents opportunities to address these issues, yet many organizations remain hesitant due to uncertainty about how to integrate AI comprehensively into their workflows.

Features of the Practical Guide: Integrating Generative AI Into Business Processes

This guide empowers users to automate inquiry management operations using generative AI and Power Automate. It emphasizes not merely the use of AI technology but focuses on how to embed it effectively within existing workflows to avoid common pitfalls often seen during initial implementation phases.

The guide elaborates on constructing AI workflows from three perspectives:

1. Understanding Workflow Functionality: The guide sets the stage by defining how automated responses can be generated in real-time, showcasing specific settings and configurations.

2. Implementation via Integration Tools: Automation of inquiry handling is achieved through the integration of Copilot Studio, AI Builder, and Power Automate, allowing for straightforward implementation without requiring complex coding or customizations.

3. Human-Centric AI Utilization: Rather than relying solely on AI to send out responses, the guide insists on a verification step by human personnel before sending communications out. This approach minimizes the chances of incorrect answers, clarifying the distinctions between human and AI responsibilities, and smoothly incorporating generative AI into established business operations.

Free Download of the Practical Guide

Interested readers can download this practical guide for free and explore detailed instructions for embedding AI workflows into their inquiry management practices.

Future Prospects: Pioneering an AI-Integrated Work Environment

Moving forward, Youseful Inc. aims to continue offering practical, applicable knowledge resources while enhancing generative AI's integration into business workflows. For corporate clients, we plan to roll out agent functionalities utilizing Copilot Studio and Power Automate, tailored to align with individual organizational needs through comprehensive training and support programs.

By providing diverse learning opportunities that combine Microsoft 365 with generative AI, Youseful Inc. strives to empower all business professionals to operate as proficient users of AI technology, ultimately fostering a workplace environment where AI is seamlessly utilized.