How a distributor gave 67 employees back 
55 minutes a day and freed up 
CZK 19m a year in capacity.

Six types of routine admin work after meetings and calls started being handled automatically by AI. Average savings across 67 employees in three countries: 38% of time spent on admin. The investment paid back before the pilot even ended.

38%
average time saved on administration
~55 minutes a day
saved per employee
CZK 19m a year
in freed-up capacity
Employees were spending weeks on admin work that held back growth
Challenge

Employees were spending weeks on admin work that held back growth

Customer-facing employees spent a large part of their working day on tasks unrelated to actual selling: meeting notes, logging opportunities in the CRM, follow-up emails, reports for management. All 67 people across three countries spent hundreds of hours a week on these tasks.

Management knew the administrative burden existed. What they didn't know was exactly where it was, how large it was, and what could be automated without losing quality.

Project goals:

  1. Measure how much time employees lose to admin work, and where
  2. Automate routine outputs after meetings and calls
  3. Give salespeople back capacity for client work
  4. Roll out the solution consistently across three countries
"Companies talk about AI in sales as a path to higher revenue. But salespeople don't want to hear about revenue growth — they want to save time on things that slow them down. Start there, and adoption follows on its own."
Filip Hurda, Associate Partner, Kogi
APPROACH AND IMPLEMENTATION

Six types of routine work that AI now handles automatically

We identified 6 categories of routine work: meeting notes, logging opportunities in the CRM, follow-up emails, tasks in Planner, activity reports and call categorization.

Inputs are calls and meetings from Teams, emails from Outlook and existing CRM data. AI transcribes, categorizes, extracts key data and matches it to contacts. Outputs: meeting notes in Word or Teams, an opportunity logged in the CRM, a follow-up email, a task in Planner. The manager approves with one click or edits only where they see added value.
The pilot ran for 8 weeks.

Project timeline:

  • Discovery and inputs (2 weeks) – Kick-off workshop, defining meeting types, data audit, governance
  • Transcript collection (2–3 weeks) – 3 to 5 real meetings, Teams transcripts, status call
  • Workshop + prototype (1–2 weeks) – 120-minute working workshop, first agent, iteration
  • Pilot operation (2–3 weeks) – Live rollout, agent tuning, manager feedback
  • Evaluation (1 week) – Go/no-go, results analysis, scaling plan
The solution runs on Microsoft 365, which the client already used.
Teams, SharePoint, Copilot. No new license, no integration from scratch.
RESULTS

The investment paid back before the pilot even ended

  1. Average admin time saved across the whole team: 38%, roughly 55 minutes per person per day.
  2. Biggest savings where the work adds least value: meeting notes −60%, CRM logging −45%.
  3. The result was consistent across all types of employees in all three countries.
  4. Total capacity freed up: 305 hours a week, ~CZK 19m a year in the value of freed-up time.

The investment paid back before the pilot even ended

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