A company assistant may fail because its sources contradict one another, not because its model is weak. An old policy, a recent offer and an unapproved staff message can produce a fluent answer that represents no actual company decision.
Organize before connecting
Begin with a narrow area such as one service or a stable internal procedure. Give each document an owner, review date and approval status. Remove superseded versions from the assistant’s search scope while retaining appropriate archives.
Imagine delivery terms changing while an older document remains searchable. The assistant may confidently repeat the obsolete terms. Test questions involving changing information and provide references to approved sources where useful.
Permit uncertainty
When no reliable answer exists, the system should acknowledge the gap and escalate. Demanding an answer to every question merely to raise automation rates encourages poor outcomes. Measure supported correct answers, escalations and errors caused by obsolete sources separately.
The operating model must identify who updates information, who approves it and how changes are tested. A useful assistant reflects the quality of the organization’s knowledge. Expanding scope before governing sources increases the area of possible error, even when the conversation becomes more fluent.
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