System 04 · AI team
The AI company for small teams
Several specialised AI agents handle clearly bounded tasks in marketing, sales, customer service and administration – connected to calendars, contacts and documents.
A small company gains digital capacity without giving up control, personality or responsibility.
Discuss a use caseTypical starting point
- Enquiries, contacts and appointments are spread across inboxes and lists.
- Marketing and follow-up happen inconsistently during busy daily work.
- Documents are scanned, but the information is then entered again manually.
What the system does
- Marketing agent plans content and prepares campaigns
- Sales agent qualifies enquiries and reminds the team of next steps
- Service agent unifies customer history, appointments and open issues
- Document agent reads scans and passes reviewed data to the right systems
Best cases
Specific applications instead of abstract promises.
The AI team is especially effective when a small workforce must cover many roles reliably.
From lead to appointment
- Situation
- An enquiry arrives through the website or email and must not be missed.
- System
- The sales agent records the contact, qualifies the need and suggests open slots.
- Outcome
- Fast, consistent response with human approval.
Marketing tied to sales
- Situation
- Content is created but rarely connected to real customer topics.
- System
- Marketing and sales agents share topics, target groups and feedback.
- Outcome
- More relevant communication and a traceable editorial flow.
Scan to customer record
- Situation
- Forms, business cards or orders arrive as photos and PDFs.
- System
- The document agent recognises data, checks required fields and assigns it to the contact, calendar or order.
- Outcome
- Less re-entry and more complete customer records.
Workflow
How the digital team is built
Not four isolated phases but one continuous path: every step passes context, responsibility and measurable quality to the next.
- 01
Define roles
Every agent receives a clear task, permitted data and an escalation rule.
Defined step - 02
Connect tools
Inbox, calendar, contacts, documents and business systems are connected in a controlled way.
Defined step - 03
Test collaboration
Handoffs, approvals and exceptions are tested with real workflows.
Defined step - 04
Expand gradually
New abilities are added only when the existing workflow is reliable.
Defined step
Control remains in the system.Every handoff is visible, reviewable and extensible.
- Data
- Approvals
- Audit trail
- Quality
Impact
Measurable impact
We measure process quality and responsiveness, not the number of autonomous actions.
- ↓Waiting time
- Time between an enquiry, processing and the next useful step.
- ↑Completeness
- Share of correctly maintained contacts, appointments and documents.
- ↑Focus time
- Time employees regain for advice, decisions and customer relationships.
Background in the AI Wiki