Overview
The Webex BOT Automated Reminders and Messaging system is designed to enhance team communication and accountability. By automating reminders and providing a centralized messaging platform, it reduces manual communication efforts and ensures timely data entry.
Background / Context
The company operates in a fast-paced environment where team members are expected to log critical information after scheduled tasks. However, instances of data being forgotten or missed were common. Additionally, managers often had to send repetitive reminder messages to all team members manually. Since Webex was the team's central communication platform, they sought an automated and centralized solution.
Problem Statement
Team members frequently forgot to input data after schedule completion, causing gaps in records. Managers had to manually follow up, which was inefficient. The company needed:
- An automatic reminder system that integrates with Webex.
- A way to send broadcast messages to all members at once via Webex.
- Visibility into all interactions with the BOT for audit and tracking purposes.
Solution
We developed a Webex BOT-powered system with the following key features:
- Scheduled Auto Reminders: The BOT automatically sends reminders to specific team members right after their scheduled task ends, ensuring they don’t forget to log data.
- Broadcast Messaging: Managers can now send a single message that is delivered to all team members through Webex simultaneously, reducing time and effort.
- Chat Interface Dashboard: A backend interface was developed to view and manage all conversations between the BOT and users, offering transparency and traceability.
Impact
- Drastic drop in missed data entries.
- Improved accountability and response times.
- Saved time and reduced communication effort for managers.
- Timely data entry led to increased efficiency, allowing the company’s clients to assign more work confidently.