From Clutter to Clarity: How We Used AI To Refine Our Internal Policies & Processes

I’ve been at Revium for nine years, long enough to see the business grow, add new service lines, re‑shape our leadership team and sharpen how we work. As Operations Manager (and an EBT holder), I care a lot about how the machine runs - and a major part of my role is ensuring it runs as smoothly and simply as possible.

One place where “simple” can quietly slip away is internal documentation. Our custom built Wiki has grown to more than 500 articles over the years, spanning HR policies, company guidelines and step‑by‑step processes for just about everything. It’s a fantastic resource for both new starters and long timers, and our induction surveys regularly call it out as a lifesaver. However, keeping it current and clear isn’t exactly top of the to-do list.

So we got AI to help. Here’s what we did, what we learned and why it matters.

The Reality: Policy Upkeep Is Vital, But It’s Time‑Consuming

• Our department heads review Wiki articles every six months. They do a great job, but they’re also running teams, delivering to clients and juggling priorities.

• Over time, processes evolve, tools change and what was once essential detail can become clutter. The result is content bloat, repetition, outdated instructions and edge cases that no longer apply.

• When documentation gets heavy, people stop reading it. That’s when mistakes creep in, onboarding slows down and exceptions start to become the norm.

Our Approach: Build an AI Agent to Simplify, Not Reinvent

We built an internal AI agent within our very own Revium AI Toolkit, so our company data stays private and secure. Its powered by OpenAI ChatGPT and its role is simple - make the Wiki clearer and quicker to navigate, while keeping what matters.

What the AI agent does:

• Tightens content by 30-40% while keeping structure and formatting (headings, lists, images and links)

• Rewrites for clarity and brevity: plain English, active voice, fewer words, same meaning

• Removes fluff and repetition and filler

• Retains key information, images and links

• Aligns with Revium's tone of voice

Why Bother Simplifying In The First Place?

• Faster comprehension: shorter, sharper pages reduce cognitive load. Staff can find what they need and get back to work.

• Fewer errors: clear steps and removed duplicates mean less second‑guessing and fewer “which version is right?” moments.

• Less process creep: teams often add steps to avoid risk but forget to remove them when the context changes. Processes are followed when they are simple and easy to understand.

• Better onboarding: new starters get up to speed faster when the handbook feels like a helpful guide, not a novel.

Our Wiki AI Chatbot

To take our Wiki to the next level, we also introduced a Wiki AI Chatbot. Similar to our website chatbot, (click on the yellow chat bubble on the bottom right of this page and give it a go), our Wiki AI Chatbot layers an internal chat interface over our knowledge base.

So now staff can ask “how do I lodge an expense?” or “how to check my TIL balance?” and get the exact policy snippet pulled straight from our Wiki.

You can learn more about how our team built our AI bot here.

Smart Ways to Use AI Across Your Internal Resources

Not sure how to get started? Here's some ideas:

• Train a private agent on your company’s values, tone and rules to draft your first set of policies and Standard Operating Procedures (SOPs). It’s easier to edit a draft than to stare at a blank page.

• If you’ve got three versions of the same process living in different folders, an agent can merge and de‑duplicate into one source of truth.

• Set style and compliance rules once, then have an agent apply them across all documents.

The Takeaway

AI isn’t just for developers or sales teams. For many small to mid‑sized companies, admin, HR and finance teams are tiny but mighty and they’re often buried under policy upkeep.

Putting AI to work internally frees those teams to focus on the high‑value stuff - culture, events, process improvements and the little efficiencies that add up.

If you’re curious about how to use AI to review and refine your own policies and processes, or how to use AI generally in your workplace, get in touch with us.