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AI for Operation

I. Why Use Simplamo AI in Operations?​

Using Simplamo AI brings new energy to your business by automating processes and enhancing efficiency. With intelligent data analysis capabilities, AI helps identify trends and supports smart decision-making. In particular, it improves customer service with quick and accurate responses, leaving a positive impression. It optimizes operational costs by streamlining processes and minimizing repetitive tasks. Simplamo AI opens up new opportunities, leading your business to tremendous success on the path to development.

II. AI for Operations​

1. Creating Accountability Diagrams / Building Functions​

An accountability diagram helps HR professionals understand their roles and responsibilities, improving team coordination and enhancing operational efficiency. Simplamo AI can shorten the setup time for complex diagrams to just a few clicks while ensuring logical and cohesive content.

Here are the steps to apply Simplamo AI in creating an accountability diagram for Operations staff:

Step 1: Access your accountability chart. Beforehand, ensure that the structure of the functional boxes has been agreed upon.

Step 2: Select the “Edit” command to assign roles for HR functions.

Step 3: Select the “Ask AI Assistant” command, then enter the main job descriptions for that position for AI to search.

Step 4: Select the “Suggest” command and wait a few seconds for Simplamo AI to process the data.

Note: Simplamo AI provides 3 creativity levels: Low, Normal, and High. Consider using the “normal” level first to avoid AI giving unreliable answers.

Step 5: Choose the suggestions you want to collect by ticking them and selecting “Create Role" (1).

If you want to change the job description, select “Update” (2).

If you want Simplamo AI to suggest other answers, select “Try again” (3).

You can fully customize the roles collected from Simplamo AI.

2. Setting Goals​

SMART goals on Simplamo help Operations staff clearly define what needs to be achieved in practice. With specific and measurable goals, you can track progress and improve operational efficiency. This not only provides motivation but also significantly contributes to optimizing operational costs, helping you quickly achieve success at work.

Here are the steps to apply Simplamo AI in setting priority goals for HR staff:

Step 1: Access the official OPS department group on Simplamo (1), then open the department’s goals page (2).

Step 2: Select the Create Goal button (1) and select the “Ask AI Assistant” command (2).

Step 3: In the pop-up window, describe the results you want to achieve by the end of the quarter (1).

For example: “Strengthen sustainable development with 20% recycled materials, reduce carbon emissions, expand the market to one country in Asia, and launch a new shoe model for ages 18-30.”

Then provide information about the “Field” you are working in (2).

For example: Services, Manufacturing, Consulting, Trade, etc.

Step 4: Select the “Suggest” command, then wait a few seconds for Simplamo AI to search and organize answers for you.

Note: Simplamo AI provides 3 creativity levels: Low, Normal, and High. Consider using the “normal” level first to avoid AI giving unreliable answers.

Step 5: Select the suggestions you want to collect by ticking them and selecting “Create Role” (1).

If you want to change the job description, select “Update” (2).

If you want Simplamo AI to suggest other answers, select “Try again” (3).

3. Setting Performance Metrics​

Setting performance metrics in Operations enhances individual accountability and creates transparency about work performance. Employees gain a better understanding of their contribution to overall goals, increasing engagement and productivity. Using Simplamo AI assistants makes it easy to establish effective performance metrics. AI not only quickly analyzes data but also provides detailed performance reports, helping you identify issues in time and adjust strategies accordingly.

Here are the steps to apply Simplamo AI in setting performance metrics for HR staff:

Step 1: Access the operations department's metrics dashboard on Simplamo.

Step 2: Select the create metrics button and choose the “Ask AI Assistant” command.

Step 3: Select the position (1), describe the roles (2), and choose the department (3) for the position you want to set metrics for.

Note: At this point, if you have a fully completed function unit in the accountability diagram, the system will automatically fill in the above information for you.

Step 4: Select the “Suggest” command, then wait a few seconds for Simplamo AI to search and organize answers for you.

Note: Simplamo AI provides 3 creativity levels: Low, Normal, and High. Consider using the “normal” level first to avoid AI giving unreliable answers.

Step 5: Collect the ideas to use by ticking them and clicl "Create Metrics" (1) to use the suggested ideas.

If you want to change the description of the output to have AI suggest better answers, select the “Update” (2) command.

If you want Simplamo AI to suggest other answers, select “Retry” (3).

You can fully customize the content of the goals collected from AI.

4. Guide to Effectively Using Simplamo AI Chat for HR​

Simplamo AI Chat can help Operations staff optimize many repetitive processes.

Workflow optimization: Supports analyzing current workflows, identifying bottlenecks, and providing solutions to improve performance. This can include automating repetitive tasks and improving internal communication.

Training and skill development: Provides training materials, guides, and resources for Operations staff to enhance their skills and knowledge about new technologies, workflows, and industry trends, thereby improving work performance.

Data analysis and reporting: Assists staff in collecting and analyzing performance-related data, creating detailed reports that help make strategic decisions and improve operational processes.

Follow the example of using Simplamo AI to set up an action plan for Operations staff below:

Step 1: Select the Simplamo AI icon on all Simplamo screens.

Step 2: Choose a suitable assistant from the list of AI assistants provided by Simplamo. If you are in operations, consider checking out a few prominent assistants in this field:

  • Strategy Planning Expert: Provides customized guidance and information to optimize execution strategies, ensuring the Operations team and leadership are closely aligned - supporting each other in achieving common goals.
  • Data Analysis Assistant: This tool helps Operations staff optimize their reporting time. However, to ensure your data closely matches reality, you need to perform steps for Simplamo AI to learn real data from the company's operations.
  • Simplamo Chat: This is a helpful companion for those unfamiliar with where to start. To ensure Simplamo AI provides relevant answers, your questions should describe expectations and provide points for AI to easily analyze. You can also suggest using formulas like AIDA, 4C, BAB, SMART, etc., to make the content detailed and easy to visualize.

Note: Each assistant has its own area of expertise. The style, language, source materials, and content of responses can vary depending on the assistant you choose.

If you feel that AI’s response is not specific enough and cannot guide your action plan, try referring to our article on "How to write good prompts for AI?" to get more “on-point” answers.

Let’s look at the example below: With the same request, we provided the AI with a more structured command, and the output was entirely different.

Step 4: Add and delete conversations.

The conversations you have had with AI will influence the answers AI gives you later. To start a completely new conversation, select the Add Conversation command (1).

To delete old conversations, hover over the conversation you want to delete and select the trash can icon (2).