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How to train AI: optimizing your documents for SleekFlow AI

SleekFlow AI

Ever wonder how you can train AI to become your business expert? In this guide, we'll share practical tips on how to  optimize your knowledge base and customize your voice for SleekFlow AI. Our insights come from proof-of-concept (POC) experiences with companies in the real estate, travel, and education industries that will help you prepare your documents and generate accurate AI responses.

Getting to know SleekFlow AI

SleekFlow's conversational AI solutions, including the AI Knowledge Base and AI Smart Reply, sift through uploaded PDFs to help agents quickly generate AI replies while chatting with customers on WhatsApp, FB Messenger, IG DM, and many other channels using SleekFlow's omnichannel inbox.

AI capabilities to leverage

SleekFlow AI is powered by GPT-4 Turbo. It's proficient in: 

  • handling plain text, interpreting data from tables

  • converting handwritten notes into digital text via Optical Character Recognition (OCR) technology

  • processing information in multiple languages to generate responses with plain text and links

AI limitations to consider

It's important to note that SleekFlow AI currently does not process images within documents. But don't worry; we'll share a workaround for this limitation shortly.

Best practices for SleekFlow AI document optimization

1. Create a scannable and readable structure

Use headers and subheaders

AI, much like humans, consumes knowledge by scanning through content. The golden rule is to structure your content with clear headers and subheaders, making it easily accessible and quick to scan, even for human eyes. This is especially crucial for maintaining an extensive AI knowledge base that includes documents that cater to various audience segments. 

optimizing your documents for SleekFlow AI

For example, in a comprehensive travel guide, begin with a general header such as "Overview of Destination" and a subheader that specifies the target audience, like "Guide for Solo Travelers" or "Family Vacation Planner." This initial indication helps both humans and AI understand the relevance of the content, ensuring that AI can accurately identify and retrieve the most pertinent information for each query.

Within the document, use specific subheaders to organize information into easily digestible categories, such as "Meals" and "Accommodation." Under "Meals," subcategories could include "Local Delicacies to Try" and "Family-Friendly Restaurants." This structured approach aids both your diverse audience and AI in efficiently navigating to the sections most relevant to them.

Implement bullet or numbered lists

Both readers and AI find dense text blocks overwhelming. When explaining complex concepts, use bullet or numbered lists. For example, breaking down a travel itinerary into bullet points for each day's activities can simplify the information for both AI and human readers:

  • Morning: Breakfast at the hotel, featuring a buffet with local and international options.

  • Mid-Morning: Guided walking tour of the city’s historic landmarks.

  • Lunch: Visit "The Seaside Cafe" for a taste of local seafood specialties.

  • Afternoon: Free time for shopping and exploration in the city center.

  • Dinner: Reservations at "Sunset Views Restaurant" for a dining experience with a view.

Structure data in table format

While tables are excellent for humans, their complexity can challenge AI. For instance, a table outlining real estate listings might include columns for "Property Type," "Location," "Price," and "Amenities." Ensure these columns are clearly labeled and avoid complex structures like merged cells and multiple layers of headings, which can confuse AI. 

optimizing your documents for SleekFlow AI

Keeping your table formats simple and consistent across documents helps AI learn and predict the structure of your data more accurately. When possible, include a brief summary of the information contained within the tables in plain text.

2. Use simple, straightforward, and comprehensive language

Write in complete sentences

Keep your content clear and straightforward by using complete sentences and coherent paragraphs. Complete sentences provide a clear structure and a full context, making it easier for the AI to comprehend the intended message, learn from it, and generate accurate responses. Be mindful of common pitfalls that can confuse both AI and your readers, such as:

  1. Elliptical sentences: Omitting subjects or verbs because they seem implied from context. This can be confusing without clear subject references.

    • Less effective: "Discount code valid this weekend. Use at checkout."

    • More effective: "The discount code is valid this weekend only. Please use it at checkout to receive your discount."

  2. Use of symbols: Symbols or shorthand, like "->" for progression or "&" for "and," may not be universally understood and should be used judiciously.

    • Less effective: "Coverage includes: theft, loss -> see details."

    • More effective: "Coverage includes theft and loss. Please see the details for more information."

  3. Use of slang or idiomatic expressions: Slang or phrases that don't translate literally, can be perplexing if the AI doesn't have the context to understand them.

    • Less effective: "This spot is a hidden gem, off the beaten path."

    • More effective: "This location is less known to tourists and offers a unique, secluded experience."

  4. Jargon without explanation: Using industry-specific jargon or technical terms without defining them, assuming the reader will understand.

    • Less effective: "This course covers asynchronous and synchronous e-learning."

    • More effective: "This course covers both types of e-learning: asynchronous (students learn at different times) and synchronous (students learn at the same time)."

  5. Assumptive phrasing: Making statements that assume a level of knowledge or context the reader may not have.

    • Less effective: "Just sync your device as usual."

    • More effective: "To sync your device, connect it to your computer using the USB cable provided, and follow the on-screen instructions to complete the synchronization process."

  6. Fragmented lists without introduction or conclusion: Listing items without a clear introduction or concluding statement that ties the list back to the main point can leave AI unsure of the list's relevance.

    • Less effective: "Warranty, 24/7 support, free shipping."

    • More effective: "Our services include a warranty, 24/7 support, and free shipping for all purchases."

  7. Abbreviations without definitions: Using abbreviations without first defining them or assuming the AI will infer their meanings based on context.

    • Less effective: "Our SaaS solution is GDPR compliant."

    • More effective: "Our Software as a Service (SaaS) solution complies with the General Data Protection Regulation (GDPR)."

  8. Chain of thoughts: Expressing a series of thoughts without clear transitions or connections, making it hard for AI to follow the logic or narrative thread.

    • Less effective: "Download the app. Use your login. Get started."

    • More effective: "First, download our app. Next, use your existing login credentials to sign in. Once logged in, you can start using the app immediately."

Restate your customers' FAQs

To enhance your documents for SleekFlow AI, it's essential to anticipate how your customers might phrase their questions and also the underlying inquiries that might follow. Adding complete and contextual answers to these questions into your document helps enhance the utility of information for both AI processing and customer satisfaction. 

For instance, if customers often ask, "Can I return the product?" instead of giving a simple "Yes," offer a more detailed answer that addresses potential follow-up questions:

"Yes, you can return the product within 14 days of purchase, provided it is in its original condition. Please include all original packaging and receipts in your return package. For more detailed instructions on how to process your return, visit our Returns and Refunds page."

By restating the question within the context of a fuller response in your document, you cater to the customer's need for clarity and guide AI systems in providing accurate, self-contained answers. 

3. Add text descriptions for multimedia

Since SleekFlow AI cannot directly 'see' or 'watch' multimedia content, descriptive text plays a vital role in conveying the same information to the AI, allowing it to generate informed responses.

optimizing your documents for SleekFlow AI

For example, if you have a PDF that includes visuals of a new real estate property, accompany each image with a description like "The image shows a modern two-bedroom apartment located in the downtown area, featuring a spacious living room with natural light and a fully equipped kitchen."

When it comes to videos, adopt a similar strategy by summarizing the video content in detail. If your document includes a video tour of a new real estate property, add a description such as, "This video provides a walkthrough of a modern two-bedroom apartment located in the downtown area. It begins in the spacious living room with floor-to-ceiling windows that offer ample natural light, before moving into the kitchen, which features state-of-the-art appliances and marble countertops. The tour concludes with a view of the bedrooms and the master bath, emphasizing the property's luxurious finishes and smart home capabilities."

More tips for enhancing SleekFlow’s conversational AI solutions

  • Regularly update your knowledge base: Ensuring your content is up-to-date is crucial for providing relevant and timely AI responses.

  • Monitor AI responses: Periodically review the replies generated by SleekFlow AI to spot and correct any inaccuracies or areas for improvement.

  • Engage your staff for feedback: Collecting feedback from your team and customers about the AI's performance can highlight areas for further refinement.

SleekFlow AI is currently in beta, but we're committed to sharing ongoing insights and guidelines on how to train AI to help you refine your approach and maintain an effective knowledge base. Sign up to try SleekFlow’s conversational AI solutions today and start enhancing the customer service experience for both your team and your audience.

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