Pools are starting to explore how AI can support operations and enhance internal workflows. With just a handful of documents your pool already uses every day, you can create a chatbot that delivers real operational value.
What Documents Work Best?
Text-rich documents are the best foundation for early internal chatbot projects. For example, you could build a chatbot for your pool team based on:
- Personnel policies (including travel and reimbursement policies)
- Claims manuals
- Writing standards and brand guidelines
- Coverage documents
- Board meeting minutes
Why a Chatbot Works
A single-purpose chatbot lets your team engage with AI in a tangible way — without needing to tackle major transformation projects right away. It creates opportunities to:
- Reveal inconsistencies or gaps in internal documents
- Improve the quality and accessibility of shared knowledge
- Reduce time spent researching and addressing recurring questions
- See how chatbot “prompting” differs from traditional keyword searching
One pool recently launched BrianBot, a chatbot built to carry forward the institutional knowledge of the pool’s long-time ADA compliance expert. For years, Brian fielded questions from members, wrote interpretive guidance and provided behind-the-scenes support for ADA-related claims. As he approached retirement, the pool needed a way to preserve and share his expertise.
Using Brian’s articles, email exchanges and member communications, the pool trained a custom chatbot. Brian personally reviewed the bot’s responses during testing to ensure they reflected his intent and judgment. The result is a reliable resource that staff members now depend on — and one that may eventually be opened to members.
Even a chatbot based on a single document can help staff navigate information more efficiently and with greater confidence. Advanced technical skills aren’t required — just a willingness to explore, iterate and learn.