DISCLAIMER: This case study is based on a real client project; however, the client and project names have been replaced with dog-themed placeholders to protect confidentiality.

Background

A professional services firm we'll refer to as Pup Co. was looking to improve their current Good Boy Assessment (GBA) process. This involved manually transcribing client interview recordings, editing the transcripts, and formatting them into a branded template before sending to clients. This was time-consuming and costly.

Solution

After consulting with myself, Pup Co. implemented the following new process:

1. Conduct client interview and record audio as usual. No change from current process.
2. Use Microsoft Word's built-in transcription service to create an initial raw transcript of the interview audio. This automated the manual transcription step.
3. Copy the raw transcript text and upload it to Claude AI along with the GBA template. Claude AI is an AI platform optimized for privacy and security of data in addition to having a document upload feature.
4. Instruct Claude AI to match the transcript text to the client's template format document that we uploaded. Claude AI's natural language processing capabilities allowed it to seamlessly reformat the raw transcript into the formatted template sections. At the same time, Claude AI did automated proofreading and made minor edits to the transcript to improve clarity and flow.
5. Copy the formatted text from Claude back into the GBA template, review, and send it to the client. Pup Co. staff still performed a final review before delivery (important to them to have quality control).

Results

The new AI-powered process reduced the GBA turnaround time from days to just 6 minutes. It also eliminated the need for expensive transcription software ($300/month savings).

The output quality was as good or better than manual transcription and editing, with Claude AI automatically enhancing unclear passages.

Overall, this improved efficiency, reduced costs, and maintained quality standards. Based on initial tests, Pup Co. plans to review, approve, and roll out the new process across all GBA interviews.

Key Takeaways

• AI transcription, formatting, and editing tools can automate time-consuming manual processes.
• Significant time and cost savings can be achieved (6 mins vs days, $300/month savings).
• Output quality can meet or exceed human standards when optimized.
• Choosing an AI platform that prioritizes ethics, privacy, and security is critical when dealing with client data. Claude AI was ideal for this use case.
• AI allows staff to focus on higher-value client work rather than administrative tasks.

Have a Similar Need?

If you're looking to reduce costs, increase profits, improve quality, claw back valuable time, and gain a competitive advantage like Pup Co. did, reach out to discuss how we can optimize your business processes.