Chatbot Consulting: From Idea to Production — Structured, Compliant, and Ready to Deliver
Many organizations start with the desire for an internal chatbot — and stumble on unclear requirements, missing governance, and unresolved data protection questions. I guide companies from use case definition and conversation flow design through requirements specification to handover to the development team — as a Business Analyst and Project Manager bridging business, IT, and compliance.
Typical Situations
- The organization wants an internal chatbot, but requirements, data sources, and governance are completely open
- HR or Compliance receives many repetitive weekly inquiries — a chatbot should help, but nobody knows where to start
- IT has already evaluated a chatbot tool, but business stakeholders and compliance teams haven't been involved yet
- A pilot is running, but conversation flows aren't documented, hallucinations are uncontrolled, and no operating concept exists
- Regulated environment (bank, insurer, industrial): data protection impact assessment is pending, model selection unjustified
- International group: chatbot initiative launched without consistent standards for prompt design and content governance
- Management has approved budget, but no clear requirements document exists for procurement or development handover
Deliverables
Steering & Governance
Chatbot Initiative Project Steering: Structured steering of chatbot projects — from use case prioritization and sprint reviews to go-live approval. Decision papers for stakeholders, business units, and IT governance. Clear milestones instead of endless pilot phases.
Prompt & Content Governance: Versioned prompt library, documented model decisions (provider, model version, fine-tuning rationale), content review processes, and feedback loop design. The foundation for transparent and maintainable chatbot solutions — especially important in regulated environments.
Data Protection & Compliance Documentation: Documented decisions on data processing, model selection, GDPR requirements (Art. 13/14, DPIA), and EU AI Act risk classification. Audit-ready documentation for Data Protection Officers, compliance teams, and internal auditors.
Data Protection & Regulatory Requirements
Chatbot projects touch data protection, data processing, and — in regulated industries — sector-specific requirements. I work closely with compliance and data protection teams to:
- Clarify GDPR requirements early: processing purpose, legal basis, DPIA for new processing activities
- Document model selection and provider governance transparently (EU AI Act, BAIT, VAIT for FinServ)
- Establish data storage and logging rules: what is stored for how long? Which data goes to which provider?
- Integrate hallucination risks and bias checks into the quality assurance concept
- Address DORA requirements for AI-powered IT systems in financial institutions
Project contexts are anonymized. Roles and outcomes are accurately described; details available under NDA.
Project Examples (Anonymized)
Financial Institution: Internal Compliance Chatbot for Policy Queries
German Financial Institution — Compliance Automation
Challenge: The compliance team received 50+ repetitive weekly inquiries about internal policies and regulatory requirements. Manual responses consumed significant capacity; answer quality was inconsistent.
Role: Business Analyst and Project Manager: requirements gathering, conversation flow design, data source definition, GDPR clearance, and handover to the development team
Results:
- Chatbot requirements specification with 47 user stories and complete conversation flows
- Data sources defined: 3 internal policy databases, 1 regulatory document repository
- Data Protection Impact Assessment (DPIA) completed and aligned with the Data Protection Officer
- Development handover with complete operating concept, test cases, and monitoring requirements
Note: Project contexts are drawn from previous consulting and industry roles. Content is anonymized; roles and results are accurately described.
Mid-Market Manufacturer: HR Chatbot for Onboarding and Internal Queries
DACH Manufacturing Company — HR Digitalization
Challenge: The HR department was overwhelmed with onboarding questions from new employees. Standard FAQs existed but weren't structured for easy access. Management wanted a chatbot — but no clear requirements document existed.
Role: Business Analyst for use case definition, conversation flow design, and requirements specification; vendor selection support
Results:
- Use case portfolio with 12 prioritized applications for Phase 1 defined
- Conversation flows for onboarding, leave requests, and IT helpdesk specified
- Requirements document created as the basis for vendor procurement
- Governance framework for content updates and monthly review cycles established
Frequently Asked Questions
Related Services
GenAI Integration
Comprehensive GenAI consulting: use case evaluation, RAG architectures, LangChain governance, and AI FinOps
RAG Implementation
Making enterprise documents AI-ready: architecture evaluation, chunking strategy, and compliance
Requirements Engineering
Structured business specifications and testable requirements for regulated IT projects
Let's talk about your project
No-obligation initial conversation - get concrete insights about your initiative.
Last updated: February 2026