Digitalisation of knowledge for sustainable work
CHALLENGE #1
Secure implicit knowledge in a sustainable way: How can the valuable experience of staff be captured and made available in the long term?
CHALLENGE #2
AI-based support for knowledge assurance and transfer: Which (AI) solutions facilitate access to knowledge and promote efficiency, in particular for service staff?
CHALLENGE #3
Communicating business philosophy effectively: How can the entrepreneurial culture of new staff be communicated in a clear and sustainable way?
About the project
Project objectives
The Tortechnik Hirtz project aims to digitise the company’s knowledge using an AI-enabled expert system, centrally store it and make it easily accessible to all staff. By integrating it into existing IT structures such as Microsoft Office 365, the system is seamless, secure and scalable.
Automated processes ensure that content from different sources is always up-to-date, increasing efficiency and reducing errors. At the same time, a high standard of data protection ensures the security of sensitive data.
In order to make the most of the new system, staff will receive targeted training. It supports not only external technicians, but also other business sectors, thus promoting internal knowledge sharing. Overall, the project ensures valuable know-how in the long term, optimises workflows and makes the company fit for the future.
Starting position
Skills shortages and loss of knowledge as major challenges
Tortechnik Hirtz, an established door and door technology company since 2002, faces problems which many medium-sized companies know: Skills shortages make it difficult to recruit qualified staff, while securing company knowledge is becoming increasingly important. In particular, implicit knowledge, which often exists only in the minds of experienced staff, is a critical challenge. If they leave the company, valuable information risks being irretrievably lost.
Tortechnik Hirtz also faces the task of communicating business values and cultural standards to new members of the team. At a time when the average length of stay in companies is decreasing, it is crucial to quickly integrate new staff into the corporate culture and working methods. This is the only way to ensure the quality of products and services in the long term.
This policy: Knowledge management as a key to success
To meet these challenges, Tortechnik Hirtz relies on systematic knowledge management.
The actions consist of three key approaches:
Documentation of experience: The implicit knowledge is collected and documented in a systematic manner. This is done through structured interviews with experienced staff, the development of knowledge databases and the preparation of detailed work instructions.
Targeted training: Newcomers receive structured on-boarding programmes that provide not only technical know-how but also corporate culture. This shortens the induction time and ensures rapid integration into the team.
Promoting knowledge sharing: The exchange of know-how between staff will be promoted through regular meetings, workshops and the introduction of digital tools. This ensures that knowledge remains available across teams and is not linked to individual individuals.
DESCRIPTION OF COMPANY
Who works alone, who works together multiply!
Heiko Hirtz
Managing Director Tortechnik Hirtz GmbH & Co. KG
Approach
Analysis and selection of an appropriate knowledge management system
Extensive analyses and market research were carried out to define the requirements for a knowledge management system for Tortechnik Hirtz. Both paid and open source solutions were evaluated and presented in detail to assess their potential and potential for use in the company. The aim was to inform all stakeholders about the available technologies and their usefulness.
Development of technical concepts
In parallel, technical concepts and methods have been developed to explain the functioning of modern knowledge management systems. These included the foundations of databases, AI-enabled search functionalities and cloud-based solutions. It showed how these technologies can contribute to securing and sharing knowledge. The results were documented and presented to the company to provide a deep understanding of the technical possibilities.
Integration into existing IT infrastructure
Particular attention was paid to the seamless integration of the solutions into the existing IT infrastructure, such as Microsoft Office 365. These analyses enabled Tortechnik Hirtz to make informed decisions about the systems that best meet long-term requirements.
The structured approach, from market analysis to the development of technical concepts to comprehensive information to the company, provided the basis for selecting the best knowledge management tools and ensuring technical implementation. This paved the way for sustainable and efficient knowledge assurance.
Result of the project
Knowledge management with a focus on Microsoft solutions
The project carried out extensive analyses to identify appropriate knowledge management solutions for Tortechnik Hirtz. The focus was on Microsoft solutions, in particular the M365 platform, which is already in use in the company. In particular, Azure Services, as well as Copilot and Copilot Studio, were recommended to customise tasks and seamlessly integrate them into existing processes.
Workshops for an informed decision
A key step of the project was the organisation of a workshop with potential service providers. It informed decision-makers about the options available and raised their awareness of the strategic importance of sustainable knowledge management. This has provided a solid basis for decision-making.
Social and economic benefits
The project provides clear social added value by promoting transparency and informed decision-making. Economically, the company benefits from more efficient knowledge management and the expansion of the existing Microsoft infrastructure. This strengthens long-term competitiveness and safe management of knowledge and puts Tortechnik Hirtz in an optimal way for the future.
Possible hardware and software products as a solution
PrivateGPT (open source solution and local data)
AmberSearch
Mircosoft Copilot (– Studio)
Mircosoft Azure Services
Main lessons learned from the project
This says Tortechnik Hirtz GmbH & Co. KG on cooperation with EDIH Saarland and Mittelstand-Digital Zentrum Saarbrücken
The support provided by the digitalisation project has been instrumental in bringing us forward with our digitalisation project.
Other digitalisation projects were subsequently addressed.
New innovative ideas for follow-up have emerged from the digitalisation project.
The project has helped to make our company fit for the future.
Our expectations for the project have been met.
We are very satisfied with the outcome of the project.
We recommend the project implementers to continue.
In cooperation with:
