Knowledge assistant on the production floor – how to reduce Information search time to just a few seconds?
An AI knowledge assistant is a practical solution that streamlines knowledge management in a manufacturing company. Instead of searching through procedures, instructions, or technical documentation on their own, employees simply ask a question, and the Knowledge Assistant analyzes the company’s materials and provides an accurate answer in a matter of seconds. How does artificial intelligence help reduce the time spent searching for information and increase employee autonomy?
Why does it take so long to find information on the production floor?
Let’s imagine a situation in which an operator needs to start up a machine he hasn’t worked on for several months. The employee remembers the general operating procedures but isn’t sure of the startup parameters. So he starts looking for the manual, goes through various documents, and eventually asks a more experienced colleague thereby distracting that colleague from his duties as well. The machine startup process takes longer, and the downtime for everyone involved in searching for answers increases as well.
Such incidents are an everyday occurrence at many manufacturing facilities. The problem isn’t a lack of knowledge companies have manuals, SOPs, health and safety materials, and technical documentation. The problem is that knowledge gets lost in such a vast collection, and finding the right information takes too much time. Documentation is scattered across various systems, folders, and binders. Once an employee finds the right manual, they must make sure they’re using the most current version of the document. Then they still have to locate the relevant section and interpret the instructions. And what if they still have doubts? Ultimately, they’ll have to turn to their supervisor or a more experienced colleague anyway.
What are the consequences of slow access to information? At first glance, spending a few minutes looking for instructions doesn’t seem like a big deal. However, if such situations occur every day, they result in losses, including:
- increased downtime,
- a higher risk of errors,
- longer onboarding of new employees,
- frequently having to involve other people to answer the same questions,
- and difficulty maintaining consistent work standards.
What is an AI Knowledge Assistant in manufacturing?
An AI assistant in production is a tool that uses artificial intelligence to search for information contained in an organization’s documents and generate answers to users’ questions. Instead of manually reviewing one manual after another, an employee types a question into a chat window and, within a few seconds, receives a ready-made answer based on the company’s knowledge base.
This is an important distinction. The goal of the solution is not to find a document via a search engine, but to locate specific information. Therefore, the operator does not need to remember where the machine’s user manual is located—all they need to do is ask the question in their own words, for example: “What are the startup parameters for machine X?” The AI assistant analyzes the meaning of the question, searches through the documents available to that user, and prepares a response along with a reference to the source.
| Document Search Engine | AI Knowledge Assistant |
|---|---|
| Searches for files using keywords. | Understands questions asked in natural language. |
| Displays a list of relevant documents. | Provides a ready-to-use answer. |
| Requires users to read the documentation themselves. | Extracts the most relevant information from available sources. |
| Does not interpret content. | Analyzes the context of the question. |
| Does not highlight the most important sections. | Provides answers together with references to the source. |
At the same time, it is worth noting that a secure solution generates responses based solely on the organization’s documents. The documents it refers to are most often:
- SOPs,
- job descriptions,
- machine operating instructions,
- technical documentation,
- quality procedures,
- health and safety materials,
- internal regulations,
- HR documents.
If the knowledge base does not contain information on a specific issue, the system clearly indicates that there is no answer, rather than making assumptions or relying on unverified sources.
How does the Knowledge Assistant reduce the time spent searching for information?
The greatest value that artificial intelligence brings to a manufacturing company is a significant improvement in operational efficiency. With the Knowledge Assistant, employees can access specific information in just a few seconds. How exactly does an AI assistant work in manufacturing?
In what situations does the Knowledge Assistant help employees?
An AI knowledge assistant eliminates dozens of minor issues that waste production teams’ time every day. In what situations does this intelligent solution work best?
- Machine operation and technical documentation. Employees can quickly check machine startup parameters, changeover procedures, or operating guidelines without having to search through manuals or ask coworkers.
- Implementation of SOPs and quality procedures. The assistant reminds users of the successive stages of the process and quality requirements based on applicable SOPs and procedures.
- Questions regarding health and safety. Users can get answers regarding personal protective equipment, safety rules, and how to proceed in specific situations.
- Support for HR and administrative departments. The assistant also answers questions regarding company policies, vacation time, working hours, and other internal procedures.
The knowledge assistant also helps leaders by increasing employees’ independence. Quick access to verified information reduces the number of questions directed at supervisors, significantly streamlining day-to-day work.
How can you prepare your company for the implementation of the Knowledge Assistant?
The effectiveness of an AI Knowledge Assistant depends primarily on the quality of the data it works with. Before implementation, you should therefore prepare and organize the knowledge base, remove outdated documents, and ensure that it is kept up to date. It is equally important to define user roles and permissions, since the assistant generates responses based solely on the documents available to the logged-in employee.
How does noSilo support knowledge management in manufacturing?
In noSilo, the Knowledge Assistant is part of a comprehensive platform designed for managing production staff. The system features a central knowledge base where the organization stores documentation used in day-to-day operations. The AI assistant searches exclusively through materials provided by the organization, prepares a clear response, and cites the sources it used.
Importantly, the solution guarantees data security – the assistant does not use the internet or external knowledge sources. It analyzes only the documents stored in the system and accessible to a specific user based on their role and permissions. This means that a front-line employee will see only the information assigned to their position, while a manager or specialist will have access to a broader range of knowledge.
noSilo supports knowledge management in manufacturing by providing easy and quick access to real-time information. Artificial intelligence helps reduce the time spent searching for information, minimize the number of repetitive questions, and increase employee autonomy at every level of the organization.
FAQ
Answers generated based on internal documents ensure compliance with the procedures in place at a specific organization. This ensures that employees use up-to-date SOPs, instructions, and policies, rather than general information available on the internet.
The effectiveness of the Knowledge Assistant can be measured, among other things, by analyzing the time it takes to find information, the number of questions directed to leaders, or the number and duration of downtimes resulting from problems with access to knowledge. It is also worth monitoring user satisfaction with the tool’s ability to quickly find answers to questions.
A Knowledge Assistant reduces the time spent searching for information, increases employee autonomy, reduces the number of repetitive questions directed at supervisors and coworkers, and supports onboarding. As a result, the organization can make more effective use of its knowledge and reduce downtime.
Yes. The scope of responses depends on the permissions assigned to a specific user. An operator can access information regarding machine operation, quality procedures, or health and safety rules applicable to their position, while documents intended exclusively for management remain inaccessible to them. The noSilo Knowledge Assistant ensures both the convenience of using the tool and the security of information.
Translated with DeepL.com (free version)
Bibliography:
https://www.akamai.com/glossary/what-are-ai-assistants;
https://www.researchgate.net/publication/391865754_From_Hours_to_Minutes_The_Impact_of_Generative_AI_on_Work_Turnaround_Time_and_Productivity;
https://www.synergissoftware.com/blog/workforce-efficiency-its-time-to-calculate-the-cost-of-opportunity-loss.
She has many years of experience in the manufacturing environment, gained in both team management and the coordination of in-plant processes. Her experience in both operational and managerial roles has given her a deep understanding of the challenges faced by managers and production staff - from work standardization and communication to skills development.
This experience forms the foundation of her current expert work. In her articles, she demonstrates how digital solutions and modern management methods can tangibly support the day-to-day operations of manufacturing facilities, making processes more transparent, organized, and efficient.
