"Please leave a message and we'll take care of your request as soon as possible" - this or something similar is how many telephone inquiries are handled in sales when the team is in the middle of a customer appointment or the call comes in outside of business hours.
In the past, left voicemail messages had to be listened to and the information in the messages had to be documented manually - a time-consuming process that tied up valuable resources. A simple but effective AI function provides a remedy here: MicroNova relies on an optimized AI solution that automatically converts voice messages into text form and thus ensures more efficient processes.
Automatically transcribe audio files with AI: How it works
Many modern telephone systems offer the function of forwarding voicemails as audio files directly to recipients by email. Automated transcription of these audio files can significantly speed up the workflow. MicroNova uses the OpenAI model "Whisper" as the basis for the solution. The audio file is automatically converted into text and the finished transcript is sent as a comment to the recipient attached to the original e-mail. This allows the information to be processed quickly and in a structured manner.
Whisper is provided via Microsoft Azure. In order to meet German data protection requirements, the data is processed exclusively in the Swedish region. This ensures that the solution is GDPR-compliant and adheres to the highest security standards.
The integration of this solution into existing company systems is simple and cost-effective to implement and does not require any major adjustments to the existing infrastructure. This allows companies to respond more efficiently to customer inquiries and optimize their internal processes.
Contextual knowledge for better results
To further optimize the quality of the transcription, the AI is provided with contextual knowledge via prompts. For example, a list of all product names can be particularly helpful. This ensures that the AI recognizes the correct context even if terms are pronounced unclearly or incorrectly.
The result: more efficient processing of customer inquiries
Before the AI integration, messages had to be listened to in full or the transcription had to be initiated manually using other tools in order to capture the relevant information. This time is now completely eliminated: thanks to the automatically generated transcript, the sales team recognizes the content at a glance and can process the request more quickly
In a next step, the messages can also be divided into categories such as quotation request, technical support or test license with AI support and forwarded to the right contact person. You can find out more about our solutions for categorizing data with the help of AI at here.
In addition, when connected to a CRM system, the contact information provided can be created as a lead at the touch of a button and all interactions with a customer can be documented centrally - making the entire process much more efficient.
Conclusion: A simple use case with a big impact
This use case shows that even small AI solutions can make everyday work much easier. Automated transcription saves time, reduces errors and relieves employees of time-consuming routine tasks.
MicroNova supports you in optimizing your processes with the help of artificial intelligence - from the initial idea to successful implementation in your company.
