In many companies, it always starts the same way. A new project request comes in. Or a customer tender lands in the inbox. The topic is interesting, the requirements are manageable – but then the real challenge begins: Which employees are actually the right fit for this project?
Who has the relevant experience? Who is currently available? And who might even be underutilized, yet would be a perfect match in terms of skills?
Instead of clear answers, a tedious search often begins. Profiles are gathered, Excel sheets opened, old Word documents copied and adapted. A lot of knowledge exists – but not where it is needed at that moment.
The Real Problem: Matching Takes Time
The core issue is rarely a lack of expertise, but rather a lack of overview. Skills, project experience, and roles are spread across different systems or documented only superficially. At the same time, there is often no clear connection to employees’ utilization.
This leads to two typical situations:
- Responses to tenders are delayed, even though suitable profiles exist within the company.
- Employees with available capacity remain unnoticed, while other teams are overloaded.
This is exactly where our Profile Agent comes into play.
How We Do It: From Demand to the Right Profile
The Profile Agent connects multiple sources of information into a single, coherent process. The starting point is either a project tender or an internal project demand. This input is automatically analyzed and structured.
At the same time, the system accesses existing employee data – such as project descriptions, roles, skills, and timelines. Optionally, utilization data can also be integrated. This makes it possible to identify employees who are a strong skills match and currently have available capacity.
The result is automatically generated short profiles that are precisely tailored to the specific context – for internal project planning as well as for external tenders.
Under the Hood: Structure Instead of Guesswork
From a technical perspective, the Profile Agent is based on a modular pipeline. A key component is Retrieval-Augmented Generation (RAG).
Existing employee profiles are stored as a searchable knowledge base in a vector database. Relevant experience is retrieved in a targeted manner and combined with the requirements of the tender. A language model then ensures that the result is a coherent, natural-sounding short profile.
In addition, the Profile Agent calculates a match score that transparently shows how well a person fits a given request. This makes decisions more traceable – without removing humans from the process.
Adaptable to Context, Brand, and Language
Every organization communicates differently. That is why the generated profiles can be flexibly adapted – both to the company’s own corporate identity and to the corporate identity and tone of the customer. Language and writing style can also be adjusted as needed.
This results in profiles that not only fit from a technical perspective, but also integrate seamlessly into existing proposal and communication processes.
Real Value in Everyday Work
The value of the Profile Agent becomes clear in day-to-day operations:
- faster responses to project and customer requests
- better use of existing skills and expertise
- greater transparency regarding skills and utilization
- consistent, high-quality profiles
- less manual coordination and less time spent searching
In short: less effort, better matches.
No Talent Goes Unused
The Profile Agent follows a clear guiding principle: No talent goes unused. By structuring knowledge, making it accessible, and enabling context-aware use, it helps organizations match people to the right projects more effectively – efficiently, transparently, and sustainably.
