Human Resources (HR) Virtual AI Assistant
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TIMELINE
3 months
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SERVICES
GenAI
Machine-Learning
Data
Empowering HR and Employees Through AI Self-Service
A European enterprise’s HR department faced constant demand for quick answers to everyday questions - leave policies, benefits, payroll, and compliance. Subduxion partnered with their HR and IT teams to create a virtual AI assistant that provides verified, human-like responses while empowering employees to access information independently.
The initiative wasn’t only about efficiency - it was about trust and adoption. HR leaders wanted to free their teams from repetitive work without losing the human touch employees valued.
Balancing Automation with Employee Confidence
The HR team was inundated with repetitive queries, often answering the same policy questions hundreds of times per week. Yet, they were cautious about replacing direct interaction with a machine - fearing low adoption and employee resistance.
How do we automate employee support in a way that feels trustworthy, accessible, and human - so people actually use it?
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SOLUTIONS
From Discovery to Internal Adoption
We began with a deep-dive use-case analysis, interviewing HR staff and employees to map the top 50 recurring questions and their variations. These insights shaped a domain-specific retrieval layer aligned with corporate tone and compliance rules.
Once the assistant was ready, Subduxion guided HR through a structured AI Adoption Sprint:
Pilot launch with clear communication (“HR Answers, 24/7”).
Short in-app tutorials showing how to interact effectively.
Feedback buttons allowing users to rate or flag responses.
Weekly reviews between HR and Subduxion to tune accuracy and phrasing.
This hybrid model of human oversight and data-driven learning built trust fast - employees saw that HR wasn’t being replaced, but augmented.
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RESULTS
Reliable, Context-Aware HR Assistance
The AI assistant integrated directly into Microsoft Teams and an internal company portal, giving employees instant access to policies and procedures in natural language. Each answer linked back to the original HR document, ensuring transparency and compliance, whilst keeping the company tone of voice.
The model continuously improved via controlled feedback loops - learning which queries were misunderstood and refining future responses. HR retained ownership of updates through a low-code content dashboard, ensuring knowledge accuracy over time.
With their new AI-focused site, the agency attracted higher-value clients and built credibility fast.
Measurable Adoption and Engagement
68% reduction in repetitive HR inquiries within 90 days
80% of employees used the assistant at least once per month
4.7/5 average satisfaction rating in internal survey
HR staff reported reclaiming 10+ hours per week for strategic work
Beyond numbers, HR’s perception of AI shifted - from a technical initiative to a trusted internal capability. Employees began suggesting new use cases for other departments, accelerating AI maturity across the organization.
52%
Reduction in repetitive HR inquiries within 90 days
40%
of employees used the assistant at least once per month
4.7/5
average satisfaction rating in internal survey
