Project Overview
Our client approached us with a specific need: they wanted to facilitate structured peer assessments across their national workforce. The insights from these assessments would directly inform performance-based adjustments and development opportunities.
The objective was clear—build a more transparent, scalable, and responsive assessment system that accurately reflects behavioral and skill-based contributions within teams.
The Challenge
Traditional performance evaluations often fail to meet the needs of large, multi-level organizations. Legacy systems are typically built around static forms, manual email follow-ups, and time-consuming administrative tasks. These outdated methods lead to several challenges that hinder effectiveness and efficiency.
Key challenges with traditional methods:
Rely on static, one-size-fits-all evaluation forms
Require manual email reminders to prompt participation
Depend on the administrative staff for coordination and follow-up
Lead to a delayed turnaround in collecting and processing assessments
Result in low engagement and inconsistent participation across teams
Struggle to maintain integrity and fairness in evaluations at scale
Client’s need:
A modern, dynamic system that could:
Engage participants directly and proactively
Minimize administrative delays
Enable real-time data collection and feedback
Support scalable and secure assessment processes
Our Proposed Solution
To enhance the client’s assessment process, we integrated our proprietary AI platform, S.U.S.A.N., into their existing system. This transformation positioned S.U.S.A.N. as a proactive agent that takes the lead in driving assessments, simplifying the process, and reducing delays. Here’s how S.U.S.A.N. works:
Integrated the proprietary AI platform, S.U.S.A.N., into the client’s existing system.
Positioned SUSAN as a proactive assessment agent, eliminating the need for employees to manually fill out forms.
SUSAN initiates the assessment process by:
Sending personalized emails.
Making real-time phone calls to guide stakeholders through the assessment.
SUSAN’s conversational intelligence enables to conduct the full assessment over the phone.
Asks structured, role-specific questions to gather responses securely.
- Automates the entire process, reducing assessment turnaround from weeks to just a few days.
Key Benefits of Using AI Agentic Tools like SUSAN
Speed: Assessments are initiated instantly and completed faster through direct outreach
Engagement: Stakeholders receive a call or message—no more chasing down responses
Accuracy: Clarifications and contextual prompts improve quality of feedback
Accountability: Built-in audit trail and progress tracking keep the process visible
Scalability: Capable of handling thousands of assessments concurrently
Flexibility: Multichannel delivery via email, SMS, or voice call
Low Admin Overhead: SUSAN handles the bulk of follow-up and guidance autonomously
SUSAN VS. Non-AI Web Survey Tools
| Feature | Traditional Survey Tools | S.U.S.A.N. Agentic Platform |
|---|---|---|
| Initiation Method | Passive (Email form) | Proactive (Email + Voice) |
| Response Rates | Typically Low | Significantly Higher |
| Completion Time | Days to Weeks | Hours to Days |
| Clarification & Support | Manual | Real-time via Voice |
| Integration with Stakeholder Systems | Limited | Seamless via API |
| Engagement Strategy | Generic Reminders | Personalized Interaction |
| Follow-up | Human-Driven | AI Orchestrated |
| Multilingual Support | Usually Static | Dynamic, AI-Powered |
Impact of Using AI and System-Wide Value Proposition
By integrating an AI agent into the client’s performance assessment process, we achieved a measurable transformation. Turnaround times for assessment completion were cut in half. Administrative coordination reduced by over 70%. Most importantly, the client’s leadership gained near real-time visibility into team dynamics, skills gaps, and alignment with organizational goals.
This approach not only modernizes performance assessment—it sets a precedent for how organizations can operationalize workforce intelligence using conversational AI.
The result is faster decision-making, more transparent outcomes, and a higher degree of engagement from across the organization.
FAQs
Q: What type of organizations can benefit from this AI-enabled assessment system?
A: Medium to large organizations with distributed teams or complex reporting structures. It’s especially useful for those aiming to modernize performance reviews and increase participation rates.
Q: How does SUSAN ensure privacy and data security during assessments?
A: All data is stored securely in compliance with GDPR standards.
Q: Can the system adapt to different roles or departments?
A: Yes. SUSAN uses role-specific question sets and customizable logic to ensure that assessments are relevant across various departments and job functions.
Q: What if an employee doesn’t respond to the assessment request?
A: SUSAN automatically follows up through email. If needed, the issue is escalated to managers—ensuring high response rates without manual tracking.
Q: What insights can leadership gain from this system?
A: Real-time dashboards provide visibility into team strengths, skill gaps, participation metrics, and behavioral patterns—empowering faster, data-driven decisions.