MSTR provided WerkSaam Westfriesland, a leading work and income organization, with a tailored AI solution. This innovation automates the entire conversation documentation process between consultants and citizens, resulting in monthly savings of over 1,000 hours and drastically reducing the administrative burden on municipalities.
WerkSaam Westfriesland connects job seekers with employment opportunities and income support services in the municipalities of Drechterland, Enkhuizen, Hoorn, Koggenland, Medemblik, Opmeer, Stede Broec, and Zwaag. The organization plays a crucial role in matching job seekers with vacancies and providing essential support to citizens who need help navigating the labor market. Countless conversations and many reports and documents are drafted daily.
Challenge
The main challenges this AI solution addresses involve time-consuming and error-prone administrative processes related to conversations between consultants and citizens. Municipalities are facing the following:
High workload: Consultants spend a lot of time taking minutes, processing, and drafting reports after each conversation.
Long waiting times: Due to inefficiencies in administration, tasks pile up, resulting in longer wait times for citizens.
Intensive preparation and follow-up: Each individual conversation requires preparation, taking active notes during the conversation, and time-consuming follow-up including reference work and formal reporting.
Solution
The AI solution provides an automated system that streamlines the entire conversation documentation workflow and saves consultants up to an hour per conversation. The solution consists of three core steps:
Convert audio to text with speakers: Our application records conversations and accurately converts the audio into text with high accuracy, automatically recognizing and labeling the different speakers.
Convert transcripts into structured data: The raw transcripts are then processed by the AI technology and transformed into usable, structured data. This means that important information, decisions made, concrete action points, and relevant facts are identified, extracted, and logically organized.
Convert structured data into a Word report: Finally, the structured data is automatically converted into a ready-to-use Word report. This eliminates the need for manual typing, ensures consistent and complete reports, and ensures that the documentation is immediately ready for use.
This automated system not only saves significant time and increases the efficiency, accuracy, and quality of the administrative processes within municipal services.
