Insights

Modernizing Your Operations With AI: Key Lessons Learned 

Author: Beyondsoft Americas Team

This blog is co-authored by Jose Magno, Joao Labre, Marco Leao, Igor Kelvin, Liang Sun, Gary Li, and Sharon Loh  

AI has been part of almost every conversation we’ve had at work, over dinner, even on family group chats. Everyone’s curious. The big question we keep hearing is, “Is this really useful, or just hype?” To be honest, we’ve asked the same. 

It’s easy to get distracted by headlines or demos that promise a lot, but they don’t tell you how to get started. We’ve found the most useful way forward is to start small. Focus on problems that matter. That’s where the real impact is. 

Our Starting Point 

Our teammates were getting stuck at the same points and thus asking the same questions. How do I submit a ticket? Where do I find a specific document? Who owns what? Repeatedly answering questions like this over and over was eating up time and creating unnecessary frustration. We wanted to solve persistent problems that will still exist for six months down the road. 

Simplifying Knowledge Discovery 

We built a simple solution using Microsoft 365 Copilot and layered it with our own prompts. We call it Beyondsoft.AI. It’s not flashy, but it works. Instead of digging through files or pinging someone on Teams, employees ask Beyondsoft.AI and get answers fast. We’re still improving it, to give people time back to focus on real work. 

Real Example: Tech Company 

We worked with a major high-tech client to help their support team and stakeholders get information when they needed it. Their files were scattered across different locations, making it hard for people to find what they were looking for. Every question turned into a treasure hunt. 

We connected their files into one system, starting with a proof of concept. We adjusted the approach based on feedback before deployment, then continued iterating after it went live. 

This project showed us that successful AI deployment isn’t just about technical capability; it’s about connecting business requirements with what employees need. By handling the integration process, we cut down the back-and-forth emails between employees, and there was better alignment. Now they have confidence in the process and faster resolution times.  

Real Example: Globo Media 

We also worked with Globo, Brazil’s largest media company, to tackle daily tasks faster. Their environment is fast, creative, and under constant pressure to deliver high-quality work at speed. They didn’t want AI because it was trendy, rather they needed it to make daily work smoother going forward. 

Tackling Daily Tasks Faster 

Globo integrated Microsoft 365 Copilot into the apps their employees use every day. We helped their team to adopt it with confidence. Now, they can validate complex spreadsheets, simplify reporting, and manage incidents faster.  

That’s what we admire about their approach: it wasn’t about building something new. It was about making what they already do easier and smarter. Copilot is their newest teammate taking on tedious work, so they can focus on what really moves the needle. They’re not just doing work fast; they find more fulfillment in what they do and are rediscovering the joy of exploring what’s possible with Copilot.

Read how we helped Globo integrate Copilot into their daily routine. 

Our Credentials 

We recently earned Microsoft’s Build AI Apps on Azure specialization. It’s proof that we can repeatedly and consistently build AI solutions that work in production, not just in demos.  

For you, this means we can: 

1. Build AI apps that integrate with your existing systems and data.  

2. Create solutions built for scale, not just proof-of-concepts.  

3. Deliver insights to improve decision making.  

The specialization audit process was thorough and demanding. For you, it means working with a team that’s been vetted to build AI solutions that perform in the real world.  

What We’re Exploring Next 

We’re testing a few ideas with our clients. The goal is the same across most projects: help them get rid of repetitive tasks so they can focus on bigger, strategic problems. We’re building these projects with clear rules, including human review where it counts, and guardrails to make sure they are fair and reliable. 

Smart IT Support

Picture this: two individual AI agents tag team to resolve IT problems. One spots an issue with your Microsoft Azure Kubernetes Services (AKS) cluster and creates a ticket. The other, an AKS specialist, reviews it and fixes the problem. It all happens instantly. No waiting, no hand-off, and no lost context. A third agent would handle the Configuration Database updates, so everything stays tracked and up to date. This multi-agent approach removes friction and resolves the issue quickly, speeding up operational excellence. 

Smart Grading at University

Grading open text response answers from student enrollment tests was eating up too much time for one of our higher education clients in Brazil. We built an AI tool that reads the answers and checks if the students meet the university’s standards, flagging the ones that need a second look. This way, the staff get test scores out faster and they have more time to focus on the students who didn’t pass, offering feedback or support instead of spending all day reviewing answers.

AI powers key workflows by getting repetitive work done faster and with consistency. Modernizing operations with AI is more than a data project; it’s the opportunity to turn large amounts of data into clear, useful insights. This approach saves time and helps our clients understand what’s needed next, so their teams can focus on making smarter decisions and driving better outcomes.

Marco Leao, Managed Services Director, Brazil 

Summary

We start small, pick one friction point, and build from there. We set out to make work a little easier and faster. We keep the people who use the new system at the center of our focus and improve as we go. That’s what we’re doing, and that’s what we’ve seen work best for our employees and our clients.  

If you’re curious about how AI could work for your team, let us know and we’d be happy to share our learnings to help advance your AI journey.