AI agents for SME management and administration

Today

Before each meeting, management rereads e-mail threads, quotes and scattered notes to get back up to speed. Time is short and open items get forgotten.

With AI

The day before each appointment in the calendar, the agent searches the mailbox for exchanges with the participants, then SharePoint for related quotes and notes. It writes a one-page brief (history, commitments made, open questions), attaches it to the appointment and flags the documents it could not find. The person preparing the meeting checks and completes the brief.

Today

A management decision has to reach teams that do not all speak the same language. The memo goes out late, or in a single language.

With AI

From a few key points, the assistant drafts the memo in the company’s tone, then adapts it into the other national languages. Someone from each language region reviews their version before it is circulated.

Today

Minutes are written several days after the meeting from incomplete notes. Decisions and who owns each action are not always clear, and nobody chases overdue actions.

With AI

When the meeting ends, the agent takes the authorised transcript or the notes, drafts the minutes in your template and files them as a draft in SharePoint. It then prepares one task per action, with an owner and a deadline, and sends a reminder before each deadline for actions still open. The meeting secretary corrects, the chair approves and signs; tasks are only assigned after that approval.

Today

Staff regulations, internal directives, old minutes: the information exists, but in shared folders nobody knows how to navigate. The same questions keep landing on management’s desk.

With AI

We connect the assistant to selected folders, keeping existing access rights. It answers by citing the source document and passage; the person checks the document before acting, and management decides which content is made available.

Today

Operating licences, renewal of a cantonal authorisation, extended opening hours: every application ties up management in gathering documents and working out what the authority expects. A renewal date can arrive before the file is ready.

With AI

When a date approaches in the permit register, the agent opens the file: it compares the documents in SharePoint with the list required by the cantonal guidelines you provided, prepares the descriptive texts and drafts requests for missing documents to the colleagues concerned. Finally, it assembles the file as a PDF. Management checks the requirements with the authority, completes the application and submits it itself.

Today

Each shop or garage sends its report in its own way: figures, incidents, requests. Management spends Monday reading everything and chasing those who have not replied.

With AI

Every Monday morning, the agent collects the reports entered in the shared form and sends an internal reminder to branches that have not yet replied. It then consolidates figures, incidents and requests into a summary posted in management’s Teams channel, and creates a task for each request awaiting a decision, linked to the original report. Management reads the summary and decides.

Today

Scanned letters, e-mails to the general address, notices from public authorities: everything lands in one place and the office spends time every day reading, filing and forwarding. A deadline can slip through.

With AI

For each scanned letter or e-mail received at the general address, the agent reads the document, assigns it according to the routing table you defined, picks out the deadlines and files it in the document management system. It then creates a task for the person responsible, adds the deadline to their calendar and prepares a draft acknowledgement. Someone in the office confirms every uncertain assignment, and official notices are always referred to them.

Today

For each condominium managed, the notice, agenda and appendices must be prepared, followed by the minutes and the follow-up of resolutions. During meeting season, the administrative load piles up.

With AI

As soon as the meeting date is set, the agent pulls the list of owners and pending items from the property management software, prepares the notice and agenda according to the condominium regulations and gathers accounts, budget and quotes as appendices. After the meeting, it structures the minutes and drafts the requests for quotes that were decided. The property manager checks quorums, majorities and wording, then sends everything to the owners personally.