Understanding and identifying the roles of your team.
During Implementation
Do you have a Project Lead on your team? Or are you a group of department representatives working together on this project?
If you have a Project Lead, they'll work with your Ivy Project Manager to schedule all meetings throughout the implementation process. They should be sure to invite the rest of the team to those meetings. The Project Lead will also be responsible for submitting any required forms and taking the lead on communications with your Ivy contacts.
If you are a group of representatives, we recommend selecting a small group (2-3 people) and identifying a point person within that group. The point person will be the main point of contact and will be responsible for scheduling meetings, inviting the remaining key players to meetings, and submitting any required forms. We highly recommend utilizing one of the two strategies identified to streamline communication between your team and Ivy, ensuring that at least one person has received all relevant information for the project.
After Launch
Additionally, as you identify the roles and responsibilities for your Ivy implementation, we encourage you to think through your staffing post-launch. Your Ivy Account Executive or Ivy Project Manager can assist you further in identifying what those staffing needs will be based on the specifics of your deployment. For example, who will be responsible for managing your bot’s brain?
We have found institutions to be highly successful when using a tag-team approach: having 2 staff members assigned to monitor Chatbot Conversations on a daily basis to keep an eye on the types and volume of questions the bot is unable to answer. It should take no more than 10 minutes daily to accomplish this review.