DESCRIPTION
The project started with a company group operating in four different areas, which was present in retail, real estate leasing, legal services, and IT development simultaneously. Due to the size and diversity of the organisation, daily operations varied significantly by business unit, with the types of tasks, processes, and data differing across each department. It became increasingly clear to management that artificial intelligence could offer a real competitive advantage; however, a unified foundation among employees needed to be established first. The goal was to develop a program that could be rapidly implemented, yet had a profound and lasting impact, providing usable knowledge for all four companies and serving as a basis for future AI developments. To this end, DetSystems held an intensive, one-day AI Office training for the entire fifty-member team, where participants could learn about the logic of how AI works, its practical applications, and how they could start using the technology in their own work. Throughout the day, a common framework of thought was established, enabling participants from different business units to understand the same concepts, methods, and approaches, thus creating a shared language about AI.
PROBLEM
The biggest challenge facing the group was that the employees and departments were at completely different levels in terms of the use of AI. There were colleagues who were already using certain AI tools daily and quickly recognised the opportunities they presented, while many felt there was no real connection between the technology and their own work. Due to the completely different operations of the four business units, it was not clear how to establish a unified direction for the whole organisation and how to launch AI developments that would create value for multiple departments. The different areas did not speak a common professional language about AI, and there was a lack of internal knowledge on which a consistent, strategically based development program could later be built. In addition, there was no internal system or knowledge base that would make learning sustainable in the long term, so the impact of all previous training faded over time, as employees had nowhere to turn if they forgot a function or were unsure about the correct use of a tool. It became clear to the management that the introduction of AI would only be successful if the entire team had a common, stable foundational knowledge and if this was supported by a lasting system that was continuously available to them.
SOLUTION
DetSystems has developed a solution that provided quick results while also creating a long-term, sustainable knowledge base. The first step was a one-day, eight-hour AI Office training specifically tailored to the operations, tools, and tasks of the company group. The aim of the training was for every employee to clearly understand what AI is, how it works, what types of tasks it can be applied to, and how it can assist their specific area of work. During the program, we demonstrated through practical examples how AI can be used for the analysis of legal documents, speeding up commercial administration, optimizing real estate processes, or supporting IT development tasks. By the end of the day, the team was able to identify points in their own areas where AI could lead to significant time or cost reductions.
Following the training, we began to build the company's internal AI knowledge platform, which contains over fifteen hours of educational materials, case studies, training videos, and guides. The goal of the platform was to ensure that the knowledge gained is not tied to a one-time event but provides a lasting foundation for all employees. As fifty individuals learn at different paces and work in varying roles, the platform allows them to deepen their understanding of the knowledge acquired during the training at their own pace. The interface was designed in such a way that deeper materials are also available for power users while making it easy for those who are just starting to explore the world of AI. The knowledge platform will serve as the basis for future AI Office days, as when collaborative work continues, the team will no longer start from scratch but will be able to meaningfully contribute to development issues and suggest their own ideas.
RESULT
The impact of the project was already clearly measurable by the end of the first day. Thanks to the training, staff approached AI with much more confidence and saw more clearly how the technology could relate to their own tasks. The majority of participants indicated that previous uncertainties were replaced by a much clearer, forward-looking vision. Representatives from different business areas received a common framework for thinking, which facilitates the launch of future, cross-departmental AI projects. The long-term results were even more significant, as the creation of a fifteen-hour internal knowledge platform established a stable system that continuously supports the organisation's learning. Staff can return to the materials at any time, refresh their knowledge, or explore new topics, which provides a decisive advantage in future AI Office collaborations. The group’s AI maturity has significantly increased: staff are no longer passive users but active participants who understand the technology, ask questions, suggest ideas, and are able to shape the opportunities provided by AI into strategic advantages in their own fields.
