28.10.2025 | News From generalist to specialist: How AI truly adds value in everyday work

Generative AI tools are ideal for broad use cases and creative thinking. In everyday office life, however, the technology unfolds its greatest value through specialized assistants precisely tailored to particular work contexts. Such assistants can be implemented by precisely aligning language models with system prompts in advance or linking them to the organization's own data via RAG (retrieval-augmented generation) architectures. AI and enterprise search specialist IntraFind shows some examples of how companies and public authorities can benefit from this.

1. HR assistant. Employees gain quick access to internal guidelines, processes, or forms and answers to questions about responsibilities, processes, or official channels. Users can ask questions about documents they find and be guided step by step to the information they need via chat. This frees the HR department from frequently recurring inquiries and helps new colleagues find their way around the company more quickly.

2. IT support assistant. It helps employees from specialist departments with simple IT problems – from resetting passwords to accessing VPN and cloud services to using collaboration tools or internal specialist applications. If necessary, it automatically provides the appropriate forms or further information, including download links. Ideally, employees can resolve issues themselves before a help desk ticket is even created. This reduces the workload on the IT help desk, cuts waiting times, and increases productivity throughout the company.

3. Meeting assistant. Meetings are often poorly prepared or inadequately followed up. A meeting assistant can be used to collect relevant documents, summarize project statuses, and prepare agendas in advance. During or after the meeting, the assistant records the key points, documents decisions, and works out clear to-do lists. This makes unproductive meetings a thing of the past. 

4. Note assistant. This assistant supports administrative staff in public authorities in creating file notes. Content from multiple source documents is automatically analyzed, evaluated, and summarized. The final evaluation and recommendation remain the responsibility of the employees, but their writing workload is reduced and they have more time for the actual administrative work. 

5. Citizen service assistant. This assistant provides citizens with answers to questions about forms, responsibilities, deadlines, or legal foundations in clear, easy-to-understand language. In addition, they receive the information they need directly, including links to forms or online services, as well as information on required documents or fees. This reduces the workload for employees and increases the service quality and citizen-friendliness of public administration.

"These are just a few examples of helpful AI assistants. There are virtually no limits to what’s possible," says Franz Kögl, CEO of IntraFind. "Modern enterprise search software with integrated generative AI offers companies and public authorities a central platform for a wide variety of applications. They can use special assistants in a consistent and secure solution and are not dependent on separate individual solutions or costly in-house developments."

Also read our blog about the solutions behind generative AI.