Bakkar Group — Case Study

The development of an expandable knowledge database and AI-based search platform needed to start from scratch for its entire construction process.

About the Project

OJ Amplify worked with Bakkar Group to transform their organizational knowledge management system and process documentation and institutional wisdom distribution. The multi-generational family business at Bakkar Group required an enduring solution to maintain internal knowledge and optimize operational efficiency and maintain uniform execution throughout all business units.

The organization required an AI-based knowledge system which would function as a daily operational tool to achieve better organizational alignment and ongoing support for new employee training and decision-making needs.

The Challenge

The organization faced multiple operational difficulties because it operated as a traditional business entity.

• The organization stored operational knowledge within employee minds instead of developing documented systems.
• The organization operated with different procedures which different departments and individual team members followed.
• The organization faced challenges when it tried to provide successful training to its recent employee additions.
• The organization faced delays because staff needed instant access to essential operational guidelines and organizational policies.
• The organization needed one platform to handle and provide access to all organizational knowledge.
• The organization struggled to maintain its institutional knowledge which would benefit future generations.

The system required a defined platform which would let all organization members find essential information through quick search functions while working without interruptions.

‍

Our Approach & Solution

OJ Amplify created an AI search platform which connected to a knowledge management system to meet Bakkar Group's operational requirements.

‍

1. Process Capture & Team Interviews

The team met directly with leadership staff and operations personnel to learn about their business operations.

‍

The team collected the following information during the process:

The team documented all internal operational procedures and established standard operating procedures and recorded organizational policies and decision-making methods and located all unrecorded operational steps.

The team converted their concealed knowledge into written documents which did not generate an overwhelming amount of work for team members.

‍

2. Structured Knowledge Base Development

The research team used their discovery findings to create a knowledge base which expanded endlessly while staying easy to understand.

‍

The knowledge base contained:

The organization maintained its policies and standard operating procedures and training materials and templates and operational workflows and decision frameworks and documentation for future leadership generations.

The system design enables users to perform updates and maintenance and expansion operations with ease.

‍

3. AI-Powered Search Implementation

The AI search assistant received exclusive training from Bakkar Group content to transform the knowledge base into a functional system.

Team members can use the system to:

The system allows users to find policies and instructions by asking questions in natural language which produces immediate results and enables process access without file searching and minimizes explanation requirements and provides immediate access to institutional memory.

The search engine trains on organization-specific data to generate responses which stay accurate and relevant to the context.

‍

4. Process Automation & Workflow Improvements

The team used structured automation to boost operational efficiency which delivered improved business results for particular operations.

‍

The system implemented:

The system produced automatic alerts through its standardized checklists and handoff procedures and centralized routes for critical operations.

The team achieved better operational efficiency through these improvements which maintained uniformity in their internal business activities.

‍

5. Long-Term Knowledge Preservation

The project created a knowledge system which would continue to operate after the first phase to protect operational stability and keep internal processes aligned.

The knowledge base system was built to handle business expansion of the business while maintaining flexibility for process changes and institutional knowledge protection and new team member training.

‍

Key Outcomes

‍

The organization now operates with an advanced intelligent operational framework which enables them to:

The AI search system enables users to find answers quickly while the system helps new staff members join the team more efficiently and the system decreases internal duplicate work and enhances operational precision and maintains business consistency and protects organizational knowledge and enhances team alignment and decreases operational barriers between departments.

The company achieved operational stability through this transformation which established a sustainable business structure for its upcoming years.

‍

Ongoing Partnership

‍

The Bakkar Group supports its team members through three core activities which maintain continuous team backing.

The team works to build up the knowledge base while making process updates based on business changes and improving AI search functionality through new data addition and searching for automation possibilities and delivering continuous operational and technical assistance.

Key Outcomes

Bakkar Group achieved two main benefits from the project implementation.

The system provides instant answers through AI search and enables faster new employee training and decreases internal duplicate work and maintains operational consistency and protects long-term organizational knowledge and enhances team alignment and decreases operational barriers between departments.

The system transformation created an adaptable business model which will enable future company expansion.

‍