Technologies

Chat bot Guide: How to Choose and Implement a Chatbot in your Business

By PlaysDev
Published: Apr 30, 2024

No doubt you have come across automatic greetings when you subscribe to an Instagram account or online booking bots on What’s up. These are examples of the successful use of chat bots to optimize repetitive processes when communicating with customers. 

Nowadays, chatbots are becoming not just a convenient tool, but rather an integral part of the customer interaction strategy.

But how can you make chatbots work for you and not against you? In this guide, we cover how to select, configure, and use these smart systems to maximize efficiency and meet your customers’ needs.

What is a chat bot?

A chatbot is a program that communicates with the user through text. It works as an automatic assistant that answers your questions and helps with routine tasks (reminders, bookings, recording information, answering machine).

We recently wrote about virtual voice assistants in the article “Voice assistant: what is it and how is it used in business”.

Chatbots can be simple, based on preset responses, or more complex, using artificial intelligence and machine learning to process and analyze human language to better understand and answer user questions. They are widely used in help desks, online services and training, marketing, and many other areas. Nowadays chat bots are used not only by businesses, but also for personal use.

How it works?

Before we dive into the capabilities of chatbots, let’s talk a little about how they work. This will help you understand what each chatbot has to offer and how to use it to your advantage.

Чат боты: что это такое и как использовать в работе?

  1. Understanding user requests
    When a user writes a message, the first task of the chatbot is to understand what exactly the user wants. This process is called natural language processing (NLP). It involves analyzing text, recognizing keywords and phrases, determining user intent, and extracting useful information.
  2. Request analysis and processing
    Once the request text is analyzed, the AI uses the resulting data to determine the best way to respond. By accessing databases, using predefined scripts, or even generating new text based on learned models.
  3. Generating a response
    This is where the AI needs to formulate a response that feels natural and appropriate. Depending on the complexity of the chatbot, the response can be generated in various ways. Simple bots can use templates or select an appropriate response from a predefined list. More advanced bots, such as GPT (Generative Pre-trained Transformer), use machine learning technologies to create answers that are as accurate and relevant as possible to match user queries.
  4. Interaction and learning
    AI chatbots can learn from previous interactions. They analyze how successfully user queries were resolved and adjust their models to improve future responses. This learning can occur under the control of developers (supervised learning) or automatically (unsupervised learning).
  5. Integration with other systems
    Chatbots are often integrated with other systems and services (databases, CRM systems). This allows them to perform more complex tasks, such as booking tickets, ordering goods or providing personalized information.

How to use chatbots?

The chatbot interface is designed to be as intuitive as possible for the user. In fact, the interface looks the same as when communicating in instant messengers. But some chatbots offer buttons with predefined responses or actions that can be selected with one click (for example, in Telegram). This makes interaction easier, especially when the chatbot needs specific information.

Chatbots can also add images, videos, GIFs, or links to make the conversation more interactive and informative.

Why is simple design a winning solution?

  • User Experience
    The simplicity and intuitiveness of the interface make it accessible to a wide range of users, regardless of their technical skills and age.
  • Communication effectiveness
    Chatbots are often used to quickly answer questions or resolve problems, and an efficient interface helps speed up this process.
  • Versatility
    This interface can be easily integrated into various platforms and devices, including mobile applications, websites and instant messengers.

The chatbot interface is designed for easy, convenient use and quick responses, making it an effective tool for communication between companies and their customers. This tool will be especially useful for customer-oriented businesses, where the level of service is a competitive advantage.

Our Python developers specialize in developing Telegram bots of varying complexity. Contact us if you need one.

First, decide for what purposes you want to use the bot, since different models are trained on different data and some of them will solve your problems better.

The most popular AI chatbots are:

  • Generic: ChatGPT;
  • To create your own chatbot: Zapier Chatbots;
  • Integration with Google applications: Google Bard;
  • For sales and marketing: ChatSpot;
  • For code autocompletion: GitHub Copilot, Amazon CodeWhisperer, Tabnine, Codeium;
  • For messaging: Personal AI;
  • Online search, text and image creation: Microsoft Bing AI.

Chatbot capabilities

To start a conversation with a chatbot, you usually only need to send a message. This could be a text field for entering messages or a button to start a conversation.

Enter your question or request in the text field. Try to be clear and specific so that the chatbot can better understand what you need. After sending your message, the chatbot will process it and return a response. Response times may vary, but are usually fairly quick.

If you are not satisfied with the answer or the chatbot misunderstood something, simply continue the dialogue by changing your request or adding details to your message.

Using a chatbot does not require any special technical knowledge and is accessible to users of any age and experience.

How to use a chatbot to optimize communication with clients?

Businesses widely use various types of chatbots to automate communication with customers, improve service efficiency and reduce operating costs.

Чат боты: что это такое и как использовать в работе?

  1. Chatbots for customer service
    These bots typically provide primary customer support, answering frequently asked questions, solving common problems, or providing information about products and services. They can forward more complex requests to live agents, providing a seamless transition and improving the overall customer experience. Such a chatbot can be integrated into Direct Instagram to speed up responses to customer requests, for example, if you are the owner of an online store. It is important to customize your communication style in the most human way possible, since at the stage of the client’s acquaintance with the brand, an impersonal approach can scare away.
  2. Transactional chatbots
    They specialize in performing specific operations, such as ordering goods, booking services, or making payments. Their use simplifies and speeds up transaction processes, increasing customer convenience and reducing transaction processing time.
  3. Chatbots for sales
    Help increase sales by offering products or services based on user interests and behavior. For example, they offer personalized recommendations, send promotions and special offers, or help navigate the catalog of products/services on the site.
  4. Chatbots for lead generation
    Chatbots can effectively collect contact information such as names, email addresses, phone numbers, and other important information, prompting users to sign up for newsletters, download useful materials (e.g., presentations, how-tos, webinars), or register for special offers.
  5. On Instagram and other visually oriented platforms, chatbots can be used to interact with users who comment on posts or send messages via Direct. The bot can automatically respond to comments, increasing engagement and encouraging further discussion.

To sum up,

Each of these types of chatbots can be implemented either based on simple rules or using advanced ML technologies, depending on the needs and capabilities of the business. Effective use of chatbots allows companies to not only reduce costs, but also improve customer service. 

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