Building services contractor trains 18 office staff on AI in one day

Situation

A heating, ventilation and plumbing contractor in Bad Vilbel, 70 staff with 18 of them in the office, had bought company licences for an AI assistant six months earlier. Half the office never opened it. The other half had found the free consumer version on their phones and were pasting customer names, addresses and quotes into it. The owner wanted one day that made the paid tool useful and stopped the risky habit. The office staff cover quoting, project administration, procurement and accounting.

Approach

Two weeks before the day we held a 45-minute call with the owner and three team leads and collected six real tasks from the team’s own week: turning site survey notes into a quote text, summarising a 40-page tender, drafting a delay notice to a client, comparing two supplier price lists, writing the weekly site report, and answering a warranty enquiry. We built the exercises on anonymised copies of those documents. We also drafted a one-page usage rule with the owner: which tool is approved, what data may go in, what never goes in.

The morning covered how these models work in plain words, what they get wrong, and why the free app on a phone is a data protection problem. The afternoon was hands-on in pairs. Each pair worked on one of the six tasks and had at least one task from their own desk. We walked the room and fixed prompts live. The day closed with each person writing three prompts for their own work on a card, and the team leads collecting use cases for the owner.

Result

In this scenario 18 people were trained in one day on six tasks they do every week.

The one-page usage rule was adopted the same week and the phone habit stopped. Four weeks later an internal survey reported about 2 hours saved per person per week, mostly in quoting and weekly reporting, with the two quoting staff reporting closer to 4 hours. Usage of the paid licences went from under half the office to all 18 people.

The team leads put forward four use cases. One of them, quote text drafted from site survey notes, became a candidate for a pilot the following quarter.

What it cost

The AI, tech & agile training day cost €3,400, quoted as a fixed price before work started. That bought the preparation call, six custom exercises on the team’s own documents, the one-page usage rule, the in-house day for up to 20 people, and the materials. Travel within the Rhein-Main region is included. The AI assistant licences are a third-party cost and are excluded. The work was covered by our 100% money-back guarantee: full refund on request within 14 days of delivery.

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