Case Study

Offer Automation and Centralized Communication for Poland's Leading Training Brand

Softwise.AI partnered with House of Skills - one of Poland's largest and longest-running managerial training and consulting brands - to redesign two of its most operationally painful workflows: personalized sales offer creation and internal communication. Through a Discovery-led, Proof-of-Concept approach, the project delivered OfferWise (an automated offer generator built on three decades of accumulated training content) and a centralized Slack-based communication layer integrated with the company's existing systems - reducing offer preparation time by ~30% and internal email volume by ~50%, while turning a sprawling knowledge base into a usable operational asset.

CLIENT

House of Skills

YEAR

2023

INDUSTIRES

Training & Consulting - Managerial Development

DELIVERABLES

Discovery & Proof of Concept, OfferWise (Automated Offer Generation), Slack Communication Centralization, SharePoint & Workflow Integration

The problem

After thirty years of operation, House of Skills had accumulated an enormous body of training intellectual property: tens of thousands of presentations, modules, exercises, and historical offers spread across SharePoint and the heads of long-tenured consultants. The library was the company's biggest asset - and also a daily operational drag. Finding the right material was becoming harder for both new joiners and veterans alike, and consultants kept recreating content that already existed somewhere on a shared drive.

The pain showed up most sharply in two places: in offer preparation, where consultants spent hours assembling personalized proposals from scratch, manually hunting for relevant slides and ensuring visual consistency in PowerPoint - and in internal communication, where email and phone calls fragmented information across the company, slowing collaboration and burying decisions in inboxes.

Initially, House of Skills assumed AI would solve all of this on its own. Working with Softwise.AI, they reframed the problem: the lever was not "more AI", it was a properly prepared knowledge base, a clear understanding of what was actually broken, and the right tool - sometimes AI, sometimes not - applied to each problem.

{Key Challenges}

Why 30 years of accumulated training IP was slowing the business down?

A Discovery phase, run jointly by the House of Skills and Softwise.AI teams, surfaced four interlocking operational problems:

Time-consuming offer creation
The offer process depended on manually searching for data and on the knowledge of individual consultants - prolonging preparation time, creating inconsistencies between documents, and consuming senior consultant hours on routine assembly.
An underutilized knowledge base
House of Skills' extensive repository of educational materials sat on SharePoint, but training participants typically received only PDFs that did not engage them in continued learning. There was no tool to systematically reuse and tailor the existing content.
Dispersed communication
Without a central channel, information lived across emails and phone calls. The result: delays, harder cross-team exchange, and data fragmented across personal inboxes.
Inconsistent execution processes
Insufficiently defined standards and unclear project stages caused time losses, recurring errors, and difficulties in task management.

{Process}

How we ran a Discovery-led, PoC-based implementation in 5 stages?

Softwise.AI delivered the engagement in clear stages, with the Discovery phase doing most of the heavy lifting and a Proof-of-Concept approach used to validate every tool before broader rollout.

1. Process mapping in Discovery

The teams used Miro to visualize existing processes across the organization - making the actual workflow legible and surfacing the bottlenecks in communication, offer preparation, and execution.

2. Workshops with key stakeholders

Workshops with representatives from across departments gathered detailed information about daily challenges and needs. Just as importantly, they pulled the organization into the project early - building engagement, cultivating internal initiative leaders, and ensuring the eventual tools fit the company's strategy and culture.

3. Prioritization of challenges and PoC roadmap

Based on the data collected, three clear goals were set: automate the offer process, centralize communication, and standardize execution. A detailed roadmap was built around Proof-of-Concept tests with defined success metrics for each initiative.

4. Controlled testing on a limited user group

Tools and processes were tested on a small group first, allowing precise evaluation of functionality, early detection of issues, and adaptation before broader rollout - protecting against the cost of large-scale implementation errors.

5. Iterative refinement based on user feedback

User feedback drove ongoing optimization, while active participation in the PoC built understanding and acceptance of the new tools - turning rollout from "change imposed on the org" into "change shaped by the org."

Solution

The implemented initiatives were designed around the organization's most acute operational pain points, with each tool selected for its fit to the problem - AI where it helped, simpler tools where they were enough.

OfferWise (a.k.a. Ofertomat) - automated offer generation

Problem: Offer preparation was time-consuming and inconsistent, dependent on the knowledge of individual consultants, with no graphic standardization - consultants spent significant time ensuring slide consistency in PowerPoint, and offers went out to clients in varying formats.

Solution: OfferWise was developed to automate offer generation from historical data and predefined parameters - producing coherent, professional documents quickly and freeing consultants from routine assembly work.

Outcome:

~30% reduction in offer preparation time.
Improved offer quality and consistency.
Consultants freed to focus on complex, high-value projects.

Video thumbnail linking to a presentation of the solution.

Source: Loom video

Slack - centralized communication

Problem: Dispersed communication based on emails and phone calls was time-consuming, caused delays, and hindered collaboration.

Solution: Slack was implemented as the central communication tool, with dedicated topic-based channels routing messages to the right people and teams. It was integrated with SharePoint and other systems, creating a coherent operational ecosystem.

Outcome:

~50% reduction in email volume.
Better access to institutional knowledge via search across communication history.
Improved collaboration through cross-system integration, reducing information fragmentation.

Workflow standardization and SharePoint integration

Alongside the two flagship tools, the project introduced clearer execution standards and tighter SharePoint integration - reducing recurring errors, making project stages predictable, and turning the accumulated content library into an active operational asset rather than a dormant archive.

{Results}

30% less time on offers and 50% fewer emails at Poland's leading training brand

The implemented solutions delivered measurable, double-digit improvements in the two most painful operational areas:

~30% reduction in offer preparation time through OfferWise, by automating generation from historical data and defined parameters.
~50% reduction in internal email volume through Slack-based centralization, with search across communication history.
Faster response time to client inquiries.
Improved offer quality and visual consistency.
Better internal information flow across teams and departments.
A reusable knowledge base - SharePoint content activated through OfferWise and Slack integration, no longer dormant.

{Business impact}

Consultants refocused on complex projects, not routine document assembly

For House of Skills, the project shifted both day-to-day operations and the organization's broader posture toward technology:

Senior consultant time refocused. With offer assembly automated, the team spends more hours on the complex client work that drives revenue and reputation, less on document mechanics.
Faster, more professional client response. Shorter preparation time and more consistent visual quality strengthen the sales process from first touch.
Institutional knowledge activated. Three decades of accumulated training content moved from a hard-to-search SharePoint archive into a system that actually surfaces and reuses it.
A cleaner operational backbone. Centralized communication and standardized execution stages reduce the everyday friction that erodes margin in a project-based business.
A more mature internal posture toward AI. The organization now evaluates technology against real problems and ROI, rather than reacting to hype - a lasting capability beyond the project itself.

{Key recommendations}

5 lessons from a project that put problem-solving ahead of AI hype

A few principles emerged from this engagement that apply to any consultancy or training business looking to modernize without falling into the "AI for AI's sake" trap:

Discovery before tools. A thorough analysis of real organizational problems is the difference between solving the right thing and shipping an ineffective solution.
Use PoC, not big-bang implementation. Testing tools on a small user group minimizes risk, surfaces real issues early, and builds organizational acceptance.
Prepare the knowledge base first. AI on dirty, scattered data delivers disappointing results. Cleaning, structuring, and integrating the content is what makes the AI layer useful.
Pick the right tool, not the trendiest tool. Sometimes the answer is an AI offer generator. Sometimes it's Slack with smart channel design. Match the tool to the problem.
Pull the organization into the build. Workshops with stakeholders aren't a formality - they cultivate internal initiative leaders and turn rollout from imposed change into co-owned change.

SUMMARY

The House of Skills project demonstrated that a well-run Discovery phase is the foundation of a successful implementation. Through detailed analysis and a Proof-of-Concept approach, Softwise.AI helped House of Skills cut offer preparation time by roughly 30% and internal email volume by roughly 50% - while activating three decades of accumulated training content as a real operational asset. Four key initiatives were delivered: communication centralization via Slack, offer automation via OfferWise, process standardization, and SharePoint-based document management improvements. Each contributed to measurable gains in efficiency, consistency, and clarity - while leaving House of Skills with a more mature, problem-first approach to deploying technology.