Short answer
Gather the documents that hold the answers (instructions, procedures, product descriptions), sort out access rights and build a RAG solution that finds information in these documents before answering. The assistant can live in your intranet, Teams or your own system.
Steps
1. Decide who the assistant is for. New employees? Customer service? Technical support? This determines the documents and the style.
2. Gather and tidy up the documents. Outdated and contradictory documents give poor answers. It’s a good moment to put internal documentation in order.
3. Access rights. The assistant should only show what a given employee is allowed to see — for example, salary information isn’t meant for everyone.
4. The technical solution. Documents are indexed, and the assistant works on the RAG principle: find, then answer and cite the source.
5. Put it where people work. In the intranet, Microsoft Teams, your ERP or a separate app.
6. Improve it. Questions the assistant can’t answer show which documents are missing.
What you get
Fewer repeated questions to colleagues, faster onboarding of new employees, and knowledge that doesn’t disappear when someone leaves the company. Such an assistant complements an intranet well.
For data security, read is it safe to give AI company data.