Tailored AI

92%

Data submission compliance rate across all levels

70%

Reduction in time spent by managers chasing updates

More ground-level insights surfaced to leadership weekly

The Client

Large IT Services Company – 300,000+ Employees

A global IT services organization with 300,000+ employees and a deeply layered org structure. Built for a sales leader managing a $15Bn+ P&L – spanning on-ground delivery managers and project leads across hundreds of client accounts to regional and global leadership teams needing real-time visibility into what's actually happening at the grassroots.

The Challenge

Critical Tribal Knowledge Was Trapped at the Grassroots

The most valuable operational intelligence – project risks, client sentiment shifts, resource bottlenecks, competitive threats – lived in the heads of delivery managers and project leads on the ground. Leadership relied on manual weekly reports, email chains, and monthly review calls to surface this information. The result: a chronic 2-4 week lag in critical signals reaching decision-makers, low response rates on internal surveys (averaging 34%), and middle management spending 8-10 hours per week simply chasing people for updates.

What We Built

Omni-Channel Data Collection Agent – Persistent, Personalized, and Relentless

We built and deployed a custom AI Data Collection Agent that reaches out directly to the source of information – delivery managers, project leads, account heads – through their preferred channel, asks the right questions based on their role and context, and follows up intelligently until the data is provided. Custom-built for the client's org structure, roles, and reporting cadence.

1. Org Structure & Role Mapping

Deep mapping of the client's organizational hierarchy, role definitions, reporting lines, and data ownership – so the agent knows exactly who to ask, what to ask, and when.

2. Omni-Channel Outreach Engine

Deployed across Slack, Microsoft Teams, Email, WhatsApp, and telephonic conversations – meeting people where they already work. The agent adapts its channel based on individual response patterns and preferences.

3. Context-Aware Questioning

Dynamic question generation based on the respondent's role, active projects, recent submissions, and organizational priorities – no generic surveys, every interaction is personalized.

4. Intelligent Follow-Up & Escalation

Adaptive follow-up sequences that adjust tone, timing, and urgency. After configurable thresholds, the agent escalates to reporting managers – maintaining accountability without being intrusive.

5. Knowledge Aggregation & Insight Dashboard

All collected data is structured, tagged, and surfaced in a leadership dashboard – transforming scattered tribal knowledge into actionable, searchable organizational intelligence.

Technology

Powered By

Custom-Trained LLM Omni-Channel (Slack, Teams, Email, WhatsApp, Phone) Org-Hierarchy Engine Adaptive Follow-Up Logic AWS (Client Cloud) Real-Time Insight Dashboard

The Results

From 34% Response Rates to 92% – Tribal Knowledge Finally Surfaced

Data collection compliance jumped from 34% to 92% within the first quarter of deployment. Managers reclaimed 70% of the time previously spent chasing updates – roughly 6-7 hours per week per manager returned to productive work. Leadership now receives 5x more ground-level signals weekly, with critical risk indicators surfacing in real-time instead of the previous 2-4 week lag. The agent handles follow-ups across 5 channels with zero additional headcount, and the structured knowledge base it builds grows more valuable every week.

"The agent does what no amount of emails and reminders could – it actually gets people to respond. And it does it without annoying them, because it asks the right questions at the right time through the right channel."

– Chief Operating Officer, IT Services Client

Ready to Surface Your Organization's Hidden Knowledge?

We've delivered $100M+ in business impact across IT services, healthcare, HR tech, and fintech.

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