Boosting Project Efficiency with an AI-Powered Conversation Solution
A large U.S. utility company manages thousands of land agreements, known as easements, that grant access to private or public land for power lines, poles, and other infrastructure projects. Each easement involves complex documentation, long email trails, and multiple stakeholders across legal, engineering, and project management teams. Tracking the status of each project or agreement had become a major administrative burden.
Our client is responsible for coordinating all land-related data, including easement agreements, permits, and communication records.
Project managers were spending countless hours digging through massive project files, sometimes hundreds or even thousands of pages, just to answer basic questions like:
Much of this information was buried in long email threads, document attachments, and multi-version contracts. This manual search process was slowing down project delivery and reducing team capacity.
To support our client s AI vendor initiative, Synergis provided an expert to guide structure, governance, and cross-functional alignment. Our Product Manager enabled the organization to move from fragmented effort to a unified, executable plan.
Cross-Functional Alignment: A Synergis Product Manager unified multiple teams around a single product direction, establishing one roadmap and eliminating the ambiguity that had been slowing the initiative.
Clear Scope and Requirements: Our Product Manager converted complex contract and audit needs into clear product requirements and KPIs, giving engineering precise guidance and ensuring all stakeholders aligned on expected outcomes.
Structured Validation and Governance: Our Product Manager built a repeatable validation process, including human in the loop checks, accuracy thresholds, and release criteria, providing a controlled, low risk way to test and refine the AI model.
Accelerated Delivery and Early Momentum: With alignment, requirements, and governance in place, engineering began delivering faster with fewer reworks, stake holders made quicker decisions, and the AI effort gained a defined path toward MVP readiness.
With a Synergis Product Manager driving requirements, prioritization, and cross-team execution, the client delivered an AI-powered conversational solution that streamlined easement tracking and communication workflows.
* For visual purposes only.
From Unstructured to Conversational
Unstructured Data
Emails
Scattered correspondence
Documents
Project files & attachments
Correspondence
Meeting notes & messages
AI Processing
Conversational Response
latest communication
Sally from Legal reached out to Laura...
Key Players
Jeff, Sally, Joe
Status
Awaiting final approval
Clear, Concise Answers
The system then automatically scans through emails, attachments, and related project files to return clear, concise answers such as:
latest communication
Sally from Legal reached out to Laura for her signature three weeks ago. Escalation sent to Senior Manager.
key players
Jeff (Property Owner), Sally
(Legal), Joe (Project Manager
status
Awaiting final approval from property owner.
Essentially, the chatbot transforms unstructured data: emails, documents, and correspondence, into a searchable, conversational experience.
Impact
By automating the search and summarization process, the LIMS team has realized significant efficiency gains.
Time Savings
Project managers can now find key information in seconds instead of spending hours combing through documents.
Increased Capacity
With less time spent on manual searches, teams can manage more active projects simultaneously.
Improved Transparency
Stakeholders gain instant visibility into project status, communications, and next steps without depending on email chains or document reviews.
Simplified Collaboration
The chatbot identifies all key players involved in each project, ensuring accountability and smoother handoffs between departments.
Looking Ahead
Evolution
What started as a time-saving assistant is now evolving fast, automating milestone tracking, generating timelines and summaries, and introducing agentic behaviors that can initiate actions, route work, and surface insights without manual prompts.
Impact
The project showcases how AI-driven automation and natural language search can deliver meaningful impact even in traditionally manual, document-heavy functions.
Transformation
By embracing this technology, the utility is improving operational agility, empowering its workforce, and laying the groundwork for more intelligent data management in the future.