Automation of Training Offers and Communication Centralization at House of Skills

House of Skills, together with Softwise.AI, implemented a project for the semi-automation of personalized sales offer creation. Thanks to the initiatives introduced, the time required to prepare offers was reduced by ca. 30%, and response time to inquiries was shortened. Additionally, the flow of information within the company was improved, reducing the number of emails by ca. 50%.

Key Results

The implemented solutions provided measurable benefits, significantly improving key areas of House of Skills' operational activities.

• Reducing offer preparation time by 30% - The OfferWise tool automated the generation of offers using historical data and defined parameters, reducing the number of manual tasks.

• Reducing the number of emails by 50% - Centralizing communication on Slack improved the internal flow of information, enabling faster and more efficient communication exchange.

About House of Skill

House of Skills is one of the largest and longest-operating training and consulting brands in the Polish market, specializing in managerial development. The company offers a wide range of services, from implementing programs that develop employees' specific competencies to proposing solutions at the strategic level for organizations.

House of Skills collaborates with clients from various industries, including finance, technology, FMCG, and administration, providing solutions such as:

• Development programs: Enhancing leadership skills, team management, and organizational change.

• Strategic consulting: Supporting process optimization and organizational transformations.

• Competency training: Targeted at managers at various levels.

• Innovative technological tools: Such as e-learning platforms and remote work tools.

Key Challenges

During the Discovery phase, conducted in close collaboration between the House of Skills and Softwise.AI teams, key operational challenges were identified. Through an in-depth process analysis and stakeholder involvement, the main areas requiring improvement were precisely defined:

• Time-consuming offer creation: The offer process relied on manually searching for data and knowledge from individual employees, which prolonged offer preparation time and led to inconsistencies in documents. Lack of access to standardized templates and historical data further complicated the process.

• Underutilized knowledge base: House of Skills had an extensive repository of educational materials stored on SharePoint. However, training participants often received only PDFs that did not engage them in continued learning. There was a lack of tools to efficiently utilize this knowledge and tailor it better to users' needs.

• Dispersed communication: The lack of a central communication system caused delays, hindered information exchange between teams, and led to data fragmentation. This issue significantly impacted the speed and efficiency of collaboration.

• Inconsistent execution processes: Insufficiently defined standards and a lack of clearly defined project execution stages resulted in time losses, recurring errors, and difficulties in task management.

Process

At House of Skills, the project execution process was divided into five key stages, which together formed a comprehensive system of activities leading to the achievement of set goals.

Discovery Phase

The Discovery Phase was the foundation of the project, representing a critical moment for understanding the organization's problems and challenges. This process helped establish priorities and build a solid foundation for subsequent actions.

Key steps in this phase included:

1. Process mapping: The team used Miro to visualize existing processes within the organization. This enabled a detailed analysis of workflow and the identification of key areas requiring optimization, such as communication, offer preparation, and project execution.

2. Workshops with key stakeholders: Workshops with representatives from different departments helped gather detailed information about their daily challenges and needs. The collaborative process analysis facilitated the development of initial solutions and improved mutual understanding between teams. Additionally, involving people from the organization helped increase engagement in changes among team members and cultivate initiative leaders, ensuring that implemented actions aligned with the organization’s specific characteristics and strategic goals.

3. Prioritization of challenges: Based on collected data, three main project goals were identified:

• Automating the offer process to increase the speed and quality of prepared offers.

• Centralizing communication to eliminate inefficiencies resulting from scattered channels.

• Standardizing execution processes to reduce errors and improve operational predictability.

4. Developing an action plan: A detailed roadmap was created, including tests within a Proof of Concept (PoC) framework. Success metrics were defined for each initiative, allowing for the evaluation of the proposed solutions' effectiveness.

Why Proof of Concept?

This approach provided an optimal solution, minimizing implementation risk and maximizing the adaptation of tools to organizational needs. PoC enabled:

• Testing in controlled conditions – Tools and processes were tested on a limited user group, allowing for precise evaluation of their functionality.

• Solution adaptation – User feedback helped optimize tools to better fulfill their tasks.

• Risk minimization – Testing prevented problems related to large-scale implementation errors.

• Building engagement – Active participation of teams in the PoC process increased their understanding and acceptance of new tools.

• Early problem identification – Tests enabled the early detection of potential challenges and their swift resolution.

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Solution

The implemented initiatives were designed with the organization’s key needs in mind, supporting its long-term strategy. The Proof of Concept (PoC) approach allowed for testing tools and processes on a limited scale before full implementation. This minimized risks and enabled flexible adaptation of solutions to evolving requirements. Below are the key initiatives and the problems they addressed.

Source: https://www.youtube.com/watch?v=v3dE9PhK5bs&ab_channel=Marketplanet%7CPoweredbyHubexo

Automation of the Offer Process with OfferWise (aka Ofertomat)

Problem: The offer preparation process was time-consuming, inconsistent, and depended on the knowledge of individual consultants, leading to uneven document quality. Additionally, there was a lack of graphic consistency and visual standards—offers were sent in various formats to clients, and consultants spent a lot of time ensuring slide consistency in PowerPoint.

Solution: The OfferWise tool was developed to automate offer generation based on historical data and predefined parameters. The system enabled the rapid creation of cohesive, professional documents, allowing consultants to focus on more complex projects.

Results:

• Reducing offer preparation time by 30%.

• Improving offer quality and consistency.

• Freeing consultants from routine tasks.

Source: https://www.loom.com/share/14a841a18bf74144873eafb9c8d24b05?sid=6e66ead5-5f15-4b2c-9a86-5bcc22f3e48b

Communication Centralization Using Slack

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, enabling fast information exchange. Dedicated topic-based channels were created, directing messages to the appropriate individuals and teams. The tool was integrated with SharePoint, and other systems, creating a cohesive operational ecosystem.

Results:

• Reducing the number of emails by 50%.

• Improving access to knowledge through search functions in communication history.

• Enhancing collaboration through integration with other systems, reducing information fragmentation.

Summary

The project proved that a well-conducted Discovery phase is key to success. A thorough analysis allowed for the identification of real organizational problems and needs, avoiding the implementation of ineffective solutions. The Proof of Concept (PoC) approach enabled testing tools on a limited scale, minimizing risks and adapting actions to dynamic requirements.

Four key initiatives were implemented: communication centralization via Slack, offer automation with OfferWise, process standardization through Workflow, and document management improvement using SharePoint. Each of these significantly increased work efficiency, reducing errors, time-consuming tasks, and informational chaos.

The project was successful thanks to precise problem identification and a flexible approach, which not only addressed current challenges but also prepared the organization for future needs.

"We have tens, if not hundreds of thousands of presentations, modules, exercises, and offers that we have accumulated over the past 30 years. Finding the right information was becoming increasingly difficult—both for employees who have been with us for years and for those who have just joined the organization. We wanted to find a way to avoid wasting time recreating content that already existed."

"Riding the wave of AI hype, we initially thought it would solve our problem on its own. However, through our collaboration with Softwise.AI, we realized that proper knowledge base preparation was the key."

"What distinguished our collaboration with Softwise.AI was their approach—it wasn’t about implementing AI for the sake of AI, but about solving a real problem. They helped us consider whether AI was the best tool or if there were simpler, more effective solutions."

Michał Zaborek, CEO of House of Skills