Spend less time on repetitive administrative tasks
Anna helps your employees with the administrative work that keeps repeating itself: she reads incoming requests, finds information, prepares replies and tasks, and can carry out the work in your systems once an employee has approved it.
- Lene Krogh Nordvent ApS 09:12 Acceptance of quote 1187 Hi, we would like to accept the quote and place the order as described… Quote
- Jonas Mikkelsen Brdr. Holt 09:04 Documentation for order 45821 Could you send the data sheet and certificate for the valves you delivered? Documentation
- Sofie Aagaard Vestbyg A/S 08:51 When will order 45790 be delivered? We need an updated delivery date for our planning. Delivery
- Accounts Kragh & Co. 08:37 Copy of invoice 2280 We can't find the invoice in our system. Could you resend it? Invoice
Acceptance of quote 1187
Lene Krogh · Nordvent ApS
Hi, we would like to accept the quote and place the order as described…
Anna suggests
- Update Nordvent ApS from lead to customer in the CRM
- Create an invoice for quote 1187 in the accounting system
Draft reply Confidence 94%
It works today – it just takes longer than it should
An email lands in the inbox.
An employee reads it, finds the customer, looks up information, opens another system, registers data, passes something on to a colleague and writes a reply.
Each task may not seem like much. But when the same routines repeat several times a day, week after week, employees spend many hours on work that could be made easier.
That is where Anna helps.
- 1Email received
- 2Read and understand the email
- 3Find the customer
- 4Open the ERP
- 5Find the information
- 6Register data
- 7Create a task
- 8Write a reply
- 9Send
How many of those steps actually need an employee?
Let Anna take care of the repetitive steps
Anna learns how you want a specific administrative task handled. When the task comes up again, Anna prepares the work following the workflow you have defined.
Today 8 steps
- Email arrives
- The employee reads it
- Finds the relevant information
- Looks up the customer
- Registers data
- Creates a task
- Writes a reply
- Sends it
With Anna 4 steps
- Email arrives
- Anna reads it and prepares the work
- The employee approves
- Anna carries out the approved actions
Anna prepares the work. Your employee makes the decision.
What a task can look like with Anna
A customer sends an email asking for documentation on a product.
Anna reads the email and summarises the request:
Anna then follows the workflow the company has defined.
Once the employee has reviewed and approved the suggestion, Anna carries out the actions she has been given access to.
If Anna is missing a piece of information, or the case needs a judgement call, she flags it to the employee instead.
Jonas Mikkelsen, Brdr. Holt
Documentation for order 45821
Hi. Could you send the documentation for product XX, which was delivered with order 45821? We need it for our quality control.
New request
The customer is asking for documentation on product XX from order 45821.
Anna suggests
What can Anna help with?
Anna isn’t built for one specific administrative task. She can be set up around the workflows that repeat themselves in your business.
From “the way we usually do it” to “the way we do it”
In smaller companies, much of the know-how about workflows often sits with the employees themselves.
One employee knows how a particular order should be registered. Another knows where the documentation is. And a third has their own way of entering information into the system.
With Anna, you can define how a specific task should be handled.
When the same type of task comes up again, Anna follows the same workflow.
What you get:
- More consistent workflows
- Tasks are handled according to the procedure you have decided on.
- Fewer manual errors
- Information isn't copied and registered differently from one time to the next.
- Better data
- Information is registered consistently in the systems your employees work in.
- Less dependence on individuals
- Knowledge of the workflow doesn't have to live in one employee's head.
Start carefully and give Anna more responsibility when you're ready
You don’t have to hand your administration over to AI overnight.
Anna can start by simply reading a request, summarising it and suggesting what the employee should do.
As you grow comfortable with the workflow, Anna can be given access to more.
She can, for example, find information in a system, draft replies or prepare changes. And when you want her to, she can also carry out approved actions.
Anna suggests
I have found the customer and the relevant order. I suggest updating the delivery date to 14 October and sending the customer the reply below.
You decide which systems Anna can access and which actions she is allowed to carry out.
Free up time for the work that asks more of you
A working day is made up of tasks that call for experience, expertise and human judgement – and of the administrative routines that simply have to get done.
It is those repetitive steps Anna can help with.
When Anna finds information, prepares replies, registers data and sets up the next action, employees spend less time on routine work.
That frees up time for the more interesting and challenging tasks, where their experience and expertise make a difference.
Less time on:
- Copying
- Look-ups
- Data entry
- Repetitive replies
- Forwarding
- Routine tasks
More time for:
- Problem solving
- Coordination
- Planning
- Specialist work
- Development
- Customers and partners
When a task moves from desk to desk
An administrative task isn’t necessarily completed by the person who receives it.
One employee can start handling it and then pass it on to a colleague who takes the next step.
In Anna, employees can see all the activity on the task, who did what, and who is responsible now.
That gives a better overview – also when the task moves between employees or departments.
- Email received
- Anna has summarised the request
- MA Actions approved by Marianne
- Customer updated in the CRM
- MA Task assigned to Thomas
- TH Documentation added
- TH Reply sent
Anna works across your systems
Administrative work rarely stops at the inbox.
An email can mean that an employee then has to open the ERP system, find the customer, check an order, fetch a document, update the CRM and pass information on.
Anna can be connected to the systems you already use, so more of the work can happen as one continuous workflow.
- EmailReceive and understand requests.
- ERPFind and work with relevant information.
- CRMFind, create and update customers, leads and tasks.
- FinanceFind relevant invoice and financial information.
- InventoryLook up products and stock information.
- Other systemsAnna can be connected to other systems when they allow access.
And if you mostly work from email today? Then Anna can start there too. You don’t need a large system landscape to get help.
Get more out of the time you already have
The purpose of Anna isn’t automation for the sake of automation.
It is about making repetitive administrative workflows easier, so employees get more time for other work.
Free up working hours
Spend less time on repetitive administrative tasks.
Make fewer mistakes
Let defined workflows be followed the same way every time.
Get a better overview
See what has happened on a task, and who is responsible.
Get more consistent data
Register information following the same procedure – whoever is handling the task.
Make time for more
Free up your employees' time for more challenging, interesting and valuable work.
Start with one workflow
You don’t need to know in advance how AI should be used in your business.
Start instead with something you already do.
An order that needs processing. An invoice that needs finding. Documentation that needs sending. Data that needs registering. Or another administrative task that keeps coming back.
Together we go through how you handle the task today and look at which steps Anna can help with.
If it makes sense, we teach Anna your workflow and follow up together with the employees who will be using her.
Once you’re comfortable with Anna, you can build on it with more workflows.
Which task do you do again and again?
Maybe you already know where your employees spend more time than they need to.
Maybe you don’t.
In a discovery meeting, we start from your administration and find the repetitive workflows where Anna could free up time.
You don’t need to prepare an AI strategy or know what can be automated. Just tell us how you work today.