Create chatbot - guide

 For readers in a hurry:

• The definition of clear goals and a targeted focus on the needs of users are decisive factors for the creation and subsequent success of your own AI chatbot.
• The integration of internal company data and the provision of up-to-date and personalized information can significantly increase efficiency and improve the user experience.
• Thorough planning, the use of APIs, data cleansing and security as well as comprehensive testing and continuous optimization based on feedback are essential for effective integration.

Create a chatbot: An overview

Chatbots have become an integral part of modern communication. They improve customer service, support employees and increase efficiency in companies. What preliminary considerations are necessary to create your own chatbot? How do chatbots actually work? In this article, we provide an overview of the steps required to develop a powerful and efficient digital assistant. Our practical example at the end of the article illustrates how chatbots can help to simplify your workflows and interaction with your customers.

If you would like to deepen your understanding of the importance of chatbots, we invite you to read our blog posts "Chatbot - Importance in the company" and "Chatbots - Advantages and challenges".

Target definition for the creation of chatbots

Creating a powerful chatbot starts with clear goals and a precise definition of use cases. Without these basic steps, a chatbot cannot develop its full potential. Do you want to improve customer service, optimize internal processes or support marketing campaigns by creating your own chatbot? A precise definition and focus on use cases, such as answering FAQs or making appointments via bots, is crucial for user interaction.

Steps to effective target definition

1. identify the main objectives: Ask yourself what you want to achieve by using the chatbot. Is the focus on improving customer service, supporting sales processes or optimizing internal processes?

2. involve relevant stakeholders: Involve all departments that could benefit from the chatbot. The perspectives of areas such as customer service, sales or IT help to formulate comprehensive goals.

3. prioritize the goals: Determine which goals are most important and prioritize them. This helps you not to lose focus and to use resources in a targeted manner.

Data integration in chatbots

A chatbot can only be as good as the data it can access. By integrating internal company data, chatbots are able to provide relevant and up-to-date information. Be it for customer inquiries or internal support requests. By accessing central data sources, chatbots reduce the need for manual intervention. This saves time and resources, as information is automatically and immediately available. By accessing individual customer data or employee profiles, chatbots can provide personalized answers, which significantly improves satisfaction and the user experience.

Steps to successful integration

Successfully integrating a chatbot into existing systems requires careful planning and implementation. The following steps provide a structured guide to make this process effective:

1. inventory and data analysis: Start by integrating the chatbot into your existing systems and databases to provide relevant information. Identify which internal data sources are relevant for the chatbot, such as CRM systems, knowledge databases, ERP systems and more.

2. use of APIs: Use APIs (Application Programming Interfaces) to connect the chatbot with the relevant data sources. APIs ensure standardized and secure data transfer between systems.

3. data cleansing and security: Ensure that data is accurate and up to date. Implement security measures to ensure the protection of sensitive information.

4. test and optimize: Conduct comprehensive tests in different scenarios to ensure that the chatbot works correctly and responds meaningfully to different inputs. Based on the test results and subsequent user feedback, the bot can be continuously optimized.

Platform and technology selection

With a well thought-out platform and technology selection, you lay the foundation for an effective and efficient chatbot that optimally supports your goals. First decide on which platforms your chatbot should be available - e.g. on your website, in social media or within internal communication systems.

There are various platforms such as Dialogflow, Microsoft Bot Framework, and Amazon Lex that offer different benefits. The choice of technology will depend on your existing systems and technical capabilities, with JavaScript, Python and C# being common options. In addition to integration with existing systems, user experience, scalability and maintenance requirements are also important factors to consider. Choose the technology that best meets your requirements.

Practical example - How AI chatbots work

In the following practical example, you will learn how chatbots work together to provide customers with fully automated support for their requests. Imagine you are the owner of a company. You use the following chatbots to efficiently support your customers around the clock and without waiting times:

About Business Automatica GmbH:

Business Automatica reduces process costs by automating manual activities, increases the quality of data exchange in complex system architectures and connects on-premise systems with modern cloud and SaaS architectures. Applied artificial intelligence in the company is an integral part of this. Business Automatica also offers automation solutions from the cloud that are geared towards cyber security.