AI in the innovation documentation process
Discovery
Problem Statement
Operational teams were dealing with a slow and exhausting document management process. Manual sorting, categorization, and data extraction created severe bottlenecks, delaying approval workflows and stalling the innovation process.
Outcome
An AI-driven, optimized workflow. The product restructures the document lifecycle: the system now handles the heavy lifting of classification and data extraction immediately upon receipt, leaving the user with only strategic review and final approval. The time spent on manual sorting and decision-making has been drastically reduced.
Objectives
Design a seamless experience that integrates Artificial Intelligence to transform document management, eliminating the friction of manual sorting.
Automate classification and data extraction efficiently and invisibly.
Create a clear, reliable handoff between AI analysis and the human review stage.
Eliminate process bottlenecks, making the approval workflow agile and decision-focused.
KPI
Time from data ingestion to actionable insight
Problem statement
The Discovery stage to integrate AI into document management required a deep investigative look and very aligned communication between the business and technology fronts. More than designing interfaces, the focus was on auditing the existing process and mapping exactly where automation would generate the greatest impact on the experience.
To ensure the solution was not only innovative but also executable, I based the collaboration process on these pillars:
Audit and Immersion: Conducting research to map the team's real pain points with manual screening, translating complex findings into visual maps that facilitated decision-making for everyone involved.
Technical Feasibility and AI: Strategic alignment with the development team to understand how Artificial Intelligence would read and extract data behind the scenes. This ensured that the designed flow, especially the handoff between AI and human review, was technically safe and realistic.
Co-creation and Prioritization: Constant work with product leaders to define essential features. Prioritization was done collaboratively, focusing strictly on what eliminated the user's biggest bottleneck: document analysis time.
