2. The process workshop
After the initial introduction and a decision in favor of AI in the company, the next crucial step follows: the analysis meeting or the process workshop. Depending on the size of the company and the complexity of the processes, either a comprehensive discussion (the analysis meeting) or a workshop with several people and, if necessary, over several days is required.
In the workshop or analysis meeting, the focus is no longer on getting to know each other, but on systematically and jointly understanding your organization and your processes.
In this step, we begin with the structured company analysis based on DEX (Digital Experience & Execution). DEX is the analysis and impact framework of Vimmera AI, which we use to specifically identify where potential lies. In addition, DEX also gives us and you the opportunity to make the later benefits of AI implementation objectively measurable and, for example, to make KPIs (key performance indicators) measurable.
The goal of the process workshop is to gain an objective, reliable picture of how your company actually works.
If desired, in a further step we carry out a detailed DEX analysis of individual work areas or processes. More on this in the next step.
What is the process workshop for?
The process workshop creates the foundation for any meaningful AI implementation.
Because only when it is clear where processes stall, where knowledge is lost, where time is tied up, and where risks arise, can it be decided where AI brings real benefit and where it does not.
In the process workshop, we jointly capture:
- how information flows through your organization
- where waiting times, follow-up questions, or media disruptions arise
- which tasks tie up particularly large amounts of time
- where knowledge is tied to individual people
- which systems provide support – and which tend to slow things down
This creates a realistic picture of your working reality that goes far beyond formal process descriptions.
What exactly happens?
In the process workshop or analysis meeting, we bring together the relevant perspectives of your company: your professional perspective, your processes, your systems, and the experiences of your employees are linked using structured analysis methods. Documents, process information, system landscapes, and real workflows are not viewed in isolation, but are brought together in a shared context.
Building on this, your ideas for AI implementation are combined with the actual workflows and the experience of Vimmera AI. Together, we develop a solution that is not only technically feasible, but also professionally meaningful, organizationally viable, and economically effective. At the same time, the further procedure is clearly defined in this step, so that initial ideas become a reliable implementation plan.
The EU AI Act is also taken into account during the discussion. Together, we examine which regulatory, legal, and ethical requirements are relevant for your planned AI applications. Because not every technically possible idea is also permissible or sensible. Vimmera AI deliberately ensures clarity here so that later restrictions, replanning, or legal risks are avoided.
What do I need to do for the workshop?
We prepare the workshop or the analysis meeting completely for you. You will receive all information and preparation documents from us. Among other things, you will receive preparation documents from us in which we define exactly which specific information and documents we need from you. For example, by the start of the workshop it should be clarified which processes we will look at together. We should know who works on the processes, get an idea of how complex the processes are, and where information is located or what the workflow looks like without AI support. But as I said, we will prepare you thoroughly so that no one forgets anything or is suddenly expected to provide information they do not even have.
In the discussion or workshop, we talk about your processes and carry out a precise analysis of all process steps, etc. For this purpose, for example, interviews are conducted and we look at examples of the processes together with you.
Based on the information obtained in this way, all measures can be taken to ensure that the AI systems can later be configured optimally.
How long does the workshop take?
That depends on how complex the process is, how many people are involved, and in what environment the work is carried out. The more complex the situation, the longer the discussions take. A simple process can be defined in just a few hours. A complex process flow such as, for example, automated quotation creation or a service system for customer support can also require a whole day or more. Before the workshop, you will receive more detailed information from us about the scope of the workshop or the analysis meeting.
What does the process workshop cost?
The process workshop is one of the decisive points on the path to successful AI implementation in companies. If this work step is not carried out conscientiously, systematically, and carefully, the entire subsequent process can hardly be evaluated, if at all, and the results of the AI implementation will hardly achieve the possibilities that are attainable.
Therefore, a large package of tasks must already be completed in this process step.
It is not enough to simply hold short conversations, make brief notes, and then make certain statements based on them.
Rather, depending on the process, we face several days of preparation and follow-up work involving several specialists.
We analyze your process, define its workflow, and transfer all information in such a way that a high-performance AI system can be derived from it. After the workshop, you will receive detailed documentation of the process description and a well-founded assessment of AI integration. You will also receive a DEX analysis listing the KPIs (key performance indicators) of the process before AI implementation.
You will receive a project plan from us with a cost estimate for the entire project (without the process workshop and knowledge of the respective company process, it is not possible to provide a price) and afterwards you will have a concrete picture with all the necessary information to estimate the effort and the benefits of the upcoming AI integration.
A process workshop is therefore not a short conversation that we have with you over a coffee. We charge for process workshops based on effort and daily rates or on an hourly basis. Upon request, we will be happy to provide you with our price list and a specific offer for your individual process workshop.
What you gain from it
After the process workshop or analysis meeting, you will have a reliable basis for decisions:
- Where is the greatest leverage for improvements?
- Which areas of application are really meaningful?
- Which measures promise the greatest benefit?
- What is permitted and where are there legal and/or regulatory limits?
- And you will receive a concrete offer from us with the costs for the entire AI implementation for the process or processes from the workshop.
Instead of gut feeling or standard solutions, you receive a well-founded, structured basis for decision-making. This is how we ensure that AI is not introduced just anywhere, but exactly where it delivers the greatest added value.
19. Documentation
A professional AI system is only as good as its traceability. That is why documentation at Vimmera AI is not a by-product, but a central component of every solution. It ensures that your AI system not only works today, but also tomorrow, in a year, and in a changed organizational or legal environment. The documentation […]
18. Care, support & further development
With the go-live and the second DEX analysis, the AI has successfully arrived in your company. But just like your company itself, your AI does not stand still. Products change, processes are adjusted, new insights emerge, markets and requirements continue to develop. At the same time, the underlying technologies are also developing rapidly: new LLMs, […]
17. The second DEX analysis
Measure impact, identify potential, develop in a targeted way After the go-live, the phase begins in which it is decided whether AI has not only been “introduced” but has actually become effective. This is exactly why the DEX analysis is carried out a second time. It is not a formal conclusion, but a deliberately set […]
16. Go-live
The productive start of your AI After the successful pilot phase and joint fine-tuning comes the decisive moment: the go-live. In this step, the AI is officially activated for productive use within the entire defined scope. From now on, it is no longer just a pilot project, but a permanent part of your working environment. […]
12. Customization of the user interface
Frontend & User Interface – AI where people really work For AI to be effective in a company, it is not enough for it to work technically. It must be available where employees actually work – simply, reliably, and without additional hurdles. That is why Vimmera AI generally relies on browser-based frontends. Browser-based solutions offer […]
9. Prompt Engineering
Prompt Engineering – Giving AI a Clear Identity After the company knowledge has been collected, processed, and verified, another central step follows: prompt engineering. In this phase, it is determined how the AI thinks, responds, and acts. Vimmera AI takes this step in close coordination with you, because this is not about technology, but about […]
10. Implementation of security mechanisms
Additional security mechanisms – protection for knowledge, systems, and results In addition to selecting and combining the appropriate LLMs, another important step is implemented depending on the requirements and area of application: the implementation of additional security mechanisms. Because your knowledge is valuable, and it deserves the same protection as any other business-critical system. Vimmera […]
8. The selection of the LLM or LLMs
The selection of LLMs – the right AI brain for your tasks After knowledge has been structured, verified, and technically prepared so that it can be found and used precisely, the next central step follows: the selection of Large Language Models (LLMs). LLMs are the “thinking machines” behind AI – they determine how language is […]
7. Data embedding and data vectorization
Embeddings & vector search – enabling AI to find and use knowledge precisely After knowledge has been collected, processed, and verified, the next step ensures that the AI can later access this knowledge quickly, precisely, and in the right context: chunking, embedding, semantic processing, and the creation of vector databases (vector stores). This step is […]
6. The data verification
Data Verification – Creating Trust in Knowledge and AI After company knowledge has been collected and structured, cleaned, and linked together during data preparation, the step follows that turns information into truly reliable knowledge: data verification. In this phase, it is decided which content may actually be considered valid, binding, and actively usable. Because even […]
5. Data preparation
Data preparation – from raw material to networked corporate knowledge Once the corporate knowledge has been fully collected, the step begins that decisively determines how powerful, reliable, and useful the later AI will actually be: data preparation. In this phase, a large number of individual files, texts, media, system extracts, and experience reports are, for […]
4. The knowledge collection
The collection of company knowledge – making everything visible Before AI can use, understand, and reliably provide knowledge, this knowledge must first be fully and correctly captured. That is precisely why the systematic collection of company knowledge is one of the most important steps on the way to an effective AI solution. This is expressly […]
3. The DEX analysis
The DEX Analysis – Clarity About Your Organization The DEX Analysis (Digital Experience & Execution) is the foundation of every successful AI implementation with Vimmera AI. It creates an objective, reliable picture of how your organization actually works – not just on paper, but in real everyday life. After the analysis meeting, we can, if […]
1. The introductory meeting
The introductory meeting – the first step towards effective AI The use of artificial intelligence in companies does not begin with technology, but with understanding.That’s why every collaboration with Vimmera AI starts with a structured introductory meeting. This meeting serves to truly understand your organization, your challenges, and your goals. It is not a sales […]
15. Fine-tuning before the actual launch
After the AI has been introduced in initial teams or departments, a targeted phase of joint optimization, adjustment, and error correction follows, even before the system goes live company-wide. This phase is crucial for turning a functioning solution into a truly robust, practical AI. The pilot operation shows how the AI is used in the […]
14. Change Management
The introduction of AI is not just a technical project, but a profound organizational and cultural transformation. New systems, new ways of working, and new possibilities trigger uncertainty, questions, or even fears in many people. Vimmera AI knows this, and that is exactly why change management is an integral part of every AI implementation. Our […]
13. Rollout of the AI systems
Once all the technical, content-related, and organizational foundations have been established, the rollout phase begins. In this step, the AI is not simply “switched on,” but introduced into the real working environment in a controlled, supported, and coordinated manner. The goal is for the AI not only to function, but also to be understood, accepted, […]
11. Additional data sources and interfaces
Depending on the use case, it may make sense or be necessary to supplement the knowledge base from documents and verified company knowledge with additional data sources. These include, for example, databases, business systems, and other data interfaces that can be connected via modern integration standards such as MCP. The reason is simple: not everything […]
2. The process workshop
After the initial introduction and a decision in favor of AI in the company, the next crucial step follows: the analysis meeting or the process workshop. Depending on the size of the company and the complexity of the processes, either a comprehensive discussion (the analysis meeting) or a workshop with several people and, if necessary, […]