--- title: "AI assistants method: steps and deliverables" description: "Dealmood & Solutions' method for your AI assistants projects: kickoff, taking over existing work, steps, timelines, deliverables and approvals." url: https://dealmood-solutions.com/en/services/ai-assistants/method lang: en alternates: fr: https://dealmood-solutions.com/services/assistants-intelligents/methode de: https://dealmood-solutions.com/de/leistungen/ki-assistenten/methode it: https://dealmood-solutions.com/it/servizi/assistenti-intelligenti/metodo --- How we work # How we run your AI assistants project From the first conversation to delivery, every decision is explained, every step produces a verifiable result and nothing moves forward without your approval. [Choose your starting point](https://dealmood-solutions.com/en/services/ai-assistants/method#points-de-depart) · [Back to the service](https://dealmood-solutions.com/en/services/ai-assistants) Where you stand ## We don't restart every project from scratch. We tailor the first days of the engagement to your reality: a brand-new idea, an existing solution or a problem that needs solving fast. Website · 01 ### Your website keeps getting the same questions Opening hours, prices, lead times, availability: we add an assistant to your site that answers from your content and passes real enquiries to your team. How we get started - List of the most frequent questions - Collection of your pages, FAQ and catalogue - Prototype on your test site Teams · 02 ### Your teams look for information everywhere Procedures, contracts, technical sheets: we build an internal assistant that answers from your documents while respecting everyone's access rights. - Inventory of document sources - Access rules by team - Test with a pilot team Automation · 03 ### You want a task to run on its own Handling incoming requests, preparing quotes, updating a CRM: we design an agent that acts in your tools under human control. - Step-by-step description of the current process - List of the tools and access needed - Definition of the human approval points The full process ## A clear path forward, with no gray areas. At every step, you know what was done, what was delivered and what decision is needed to move on. 1. 01 · 3 to 7 days **Scoping** We pick the use case that pays off most, define what the assistant must be able to do and estimate its cost. What we do - Workshops with the teams involved - Inventory of questions, documents and tools - Choice of model and hosting Why this step: An assistant that tries to do everything ends up doing everything badly. This scoping focuses the effort on the most profitable use case, sets what the assistant must never do and chooses the model and hosting suited to how sensitive your data is, before a single line of code is written. How we proceed, line by line 1. 1 A first video call sets your goals: winning customers, relieving support, speeding up an internal task. 2. 2 With your teams, we list the repetitive questions and tasks, based on your emails, tickets or chat histories. 3. 3 We take stock of the documents and tools the assistant will need to know or use. 4. 4 We rank the use cases by expected benefit and risk of error, and select the first one. 5. 5 We choose the AI model and hosting according to your privacy requirements and budget. 6. 6 We write the assistant's personality, tone and limits, and the success indicators. Who does what An AI consultant runs the workshops and writes the specification, and an architect checks technical feasibility and estimates costs. On your side, a business owner describes the needs and a few customer-facing colleagues share the questions they receive. What you provide - Real examples of questions or requests you receive. - The list of your documents, tools and confidentiality constraints. - One hour of availability from the people who handle these requests today. What you receive Assistant specification and cost estimate Your approval You approve the use case, scope and budget. 2. 02 · 1 to 2 weeks **Prototype** We quickly build a first version fed with your content and test it on your real questions. What we do - Import and preparation of your content - First instructions and safeguards - Test question set and answer measurement Why this step: With AI, only real questions show whether an idea works. A short prototype tested on your actual cases shows the quality that can be reached and the gaps in your content before you invest in the full integration. How we proceed, line by line 1. 1 We import, clean and chunk your documents, pages and FAQ into a knowledge base. 2. 2 We write the assistant's instructions: role, tone, permitted topics and what to do when it does not know. 3. 3 Together with you, we build a test question set, with the expected answer for each. 4. 4 We measure answer accuracy, source citation and response time. 5. 5 Your teams try the prototype online and rate the answers. 6. 6 We adjust the instructions and fill in missing content until the agreed quality level is reached. Who does what An AI engineer builds the prototype and the knowledge base, while the AI consultant prepares the test questions and analyses the results. On your side, a few testers judge the answers and a business contact settles doubtful cases. What you provide - Your documents, pages, FAQs or catalogues in their up-to-date version. - A review of the expected answers in the test set. - A few testers available for a few days. What you receive Online prototype and quality report Your approval Your teams judge the prototype's answers. 3. 03 · 2 to 6 weeks **Build and integration** We integrate the assistant into your website, tools and channels, and connect it to your systems when it needs to act. What we do - Integration into the website, Teams, Slack or WhatsApp - Connection to the CRM, ERP or calendar - Security, human handover and dashboard Why this step: A good assistant on its own remains a gadget. Integrated where your customers and teams already are, connected to your systems and surrounded by safeguards, it becomes a reliable work tool that alerts the right person when it needs to hand over. How we proceed, line by line 1. 1 We embed the chat window in your site, in your brand colours, or the assistant in Teams, Slack, WhatsApp or your app. 2. 2 We connect the assistant to your systems through their APIs: CRM, ERP, calendar, online shop or ticketing tool. 3. 3 We add human approval before any sensitive action and a log of every action. 4. 4 We set up the handover to a human, with a summary of the conversation so the customer does not have to repeat themselves. 5. 5 We add data protection: anonymisation, retention period, access rights and user information. 6. 6 We set up the conversation dashboard, alerts and spending cap. 7. 7 A weekly video demo shows you the progress. Who does what An AI engineer and a developer integrate the assistant and its connections, an architect looks after security and a project manager organises the demos. On your side, an administrator opens the access and a business contact validates the behaviour. What you provide - Access to your website, your tools and their APIs. - The handover rules: who takes over, on which channel and at what times. - Your brand assets and the notices to show users. What you receive Complete assistant in a test environment Your approval Every integration and every action is checked with you. 4. 04 · 1 to 2 weeks **Testing and go-live** We test the assistant to its limits, launch it gradually and train your teams. What we do - Quality, security and load testing - Gradual launch to part of your users - Training and documentation Why this step: Users always ask questions nobody anticipated, and some try to misuse the assistant. Testing it to its limits and then launching gradually lets us fix issues on a small scale, before your customers see the flaws. How we proceed, line by line 1. 1 We replay the test question set and check the agreed quality level. 2. 2 We try to misuse the assistant: off-topic questions, requests for other customers' data, prompt injections. 3. 3 We check how it holds up under load and its response time. 4. 4 We open the assistant to part of your visitors or to one team, then widen access based on the results. 5. 5 We train your teams to follow conversations, take over and update the knowledge base. 6. 6 We hand over the technical documentation and a simple user guide. Who does what The AI engineer runs the tests and the launch, the AI consultant trains your teams and the project manager coordinates go-live. On your side, the people who will take over conversations attend the training. What you provide - Approval of the test results. - Training slots for the teams concerned. - Your green light for each launch stage. What you receive Live, documented assistant and trained teams Your approval You approve the launch for all users. 5. 05 · Ongoing **Monitoring and improvement** We analyse conversations, improve the assistant every month and keep its costs under control. What we do - Monthly analysis of conversations - Knowledge base enrichment - Model updates and cost tracking Why this step: Your offers, prices and procedures change, and AI models evolve every few months. Without monitoring, an assistant gets old and ends up giving outdated answers; with monthly follow-up, it gets better the more it is used. How we proceed, line by line 1. 1 Each month we analyse conversations, unanswered questions and requests passed to a human. 2. 2 We fill gaps in the knowledge base and adjust the instructions based on these results. 3. 3 We replay the test set after every change to prevent regressions. 4. 4 We evaluate new AI models and switch when they are better or cheaper. 5. 5 We send you a clear report: volume, success rate, costs and next improvements. 6. 6 Once the first assistant has proved itself, we suggest the next use cases. Who does what A Dealmood AI engineer monitors and improves the assistant, and the AI consultant presents the monthly report. On your side, a business contact flags changes to offers or procedures and validates priorities. What you provide - Changes to your offers, prices or procedures. - Feedback from your teams and customers. - Half an hour a month for the review meeting. What you receive Monthly report and improved assistant Your approval Success indicators improve every month. Our commitments ## A collaboration designed to stay under your control. 01 ### Transparency You see progress, decisions, risks and next steps without waiting for a crisis meeting. 02 ### Continuous validation Key choices are demonstrated and approved along the way rather than discovered at delivery. 03 ### Verifiable quality Every outcome is tied to concrete criteria for functionality, security, performance or adoption. 04 ### Knowledge transfer Documentation and onboarding are part of the engagement, so you never depend on us unnecessarily. First step ## Let's start by understanding your situation. Tell us about your project, even if it's still vague or already in trouble. Together, we'll find the safest place to start. [Tell us about your project](https://dealmood-solutions.com/en/contact?service=assistants-intelligents)