AI Training at Arens: How Arens Unlocked €130,000 in Savings Potential in Two Days

The AI training at Arens identified key bottlenecks in production and client communication. Arens is one of Estonia's leading kitchen furniture manufacturers, facing a situation where approximately 30% of their production capacity remains unused. Day-to-day work is slowed by manual tasks, duplicate work, and inconsistent client communication. During a two-day AI training, we mapped the main processes that can be optimized with AI, from preparing quotes and managing client correspondence to marketing and production orders. The next step is to address the identified bottlenecks with practical AI solutions.

In partnership with AI Eesti and PragmatiqAI, we conducted a two-day practical AI implementation training that resulted in a clear action plan, 4 priority pilots, and an estimated annual time savings exceeding €130,000 per year.

Why Does a Company Invest in AI Implementation?

AI initially seemed abstract, but over two days the team gained a clear understanding of how to apply it in daily work and what the important next steps are.

1. Client Communication

Problem: Responding to client inquiries was time-consuming (1.5-2 hours per day per salesperson), responses were inconsistent and often delayed, affecting client satisfaction and conversion rates.

Solution: Adopting ChatGPT for email responses. The AI assistant drafts quick, polite responses aligned with the brand voice, resulting in response times under 30 minutes and higher client satisfaction.

2. Installation Price Calculation

Problem: Designers estimated each client's kitchen installation cost based on "gut feeling." The Excel calculator was avoided because it was too time-consuming to fill out. The result was inconsistent pricing and profit loss on every other installation.

Solution: An AI model reads the necessary information from quote lines and calculates the installation price automatically, factoring in the region and job complexity. The result is 17 hours of time saved per day (across 32 designers) and more accurate pricing.

3. Technical Support for Designers

Problem: Designers repeatedly asked the same technical questions to different colleagues, creating additional workload. This caused confusion and duplicate work, and 25 hours per week were spent just on answering questions.

Solution: An AI assistant answers standard questions instantly (using a knowledge base) and routes more complex questions to the responsible specialist. The result is reduced time spent and smoother workflows.

4. Social Media and Marketing

Problem: Marketing was ad hoc. There was no dedicated person and no consistent plan. Posts were irregular, directly impacting sales results.

Solution: ChatGPT helps create a social media and advertising plan based on existing inputs and schedules posts according to the marketing strategy. For this to work consistently and at high quality, it's important to assign a dedicated marketing person who will implement the plan and manage content alongside AI tools.

5. Warranty Order Handling

Problem: Warranty order information was fragmented and passed between multiple people. The workflow was slow, causing delays in kitchen repairs, and data could get lost.

Solution: AI analyzes repair requests, categorizes them, and routes them to the correct workflow. The system tracks deadlines and notifies the responsible people when orders are ready, ensuring information reaches the client quickly.

How Was the AI Training at Arens Structured?

The training lasted two days and combined AI theory, tool usage, and practical workshops where participants solved real tasks from their own domain using real-world examples.

Day 1: AI Tools and Using Language Models in Sales and Marketing

• What is a large language model (ChatGPT, Gemini) and what is it suitable for?

• How to write precise and reusable prompts?

• Practical exercises: quotes, emails, memos, translations, blog posts.

• Creating visuals, analyzing files, and structured outputs.

Day 2: AI Agents, Workflow Automation, and Strategic Implementation

• What is an AI agent and how does it differ from a regular chatbot?

• Mapping sales, marketing, and production workflows.

• Automation in n8n and ChatGPT Plus/Teams.

• In group work, we mapped 15+ use cases, of which 4 were selected for further development.

• Each idea received a 90-day action plan and metrics.

Where Does AI Create the Greatest Business Value in a Manufacturing Company?

Sales

• With CustomGPT, responses to client inquiries are faster and more consistent.

• Price quotes become more accurate and higher quality.

• Client communication becomes more uniform, also increasing conversion rates.

Marketing

• AI generates social media ideas, writes posts, and optimizes SEO content.

• Posts are automatically published to Facebook, LinkedIn, Pinterest, and Instagram.

• Arens's visibility grows even without a dedicated marketing team.

Production

• Warranty orders and additional requests flow more smoothly through AI workflows.

• Order entry and information exchange speeds up.

• Technical questions receive automatic answers from the AI assistant.

Results in Numbers

What Are the Next Steps After AI Training?

Arens is moving forward with AI implementation through concrete steps:

• Adopting ChatGPT for client communication,

• implementing marketing automation,

• deploying chatbots on the website and communication channels,

• optimizing workflows in production and order management.

Based on the strategy developed after the training, the plan is to expand AI usage gradually, building on the measurable results of the initial pilots.

Want to Implement AI in Your Company? You're in the Right Place.

If you want to implement AI in a clear, practical, and measurable way, AI Eesti's "From Zero to One" training is the best place to start. We don't give lectures. We help you create a plan that actually works.

• Looking for an AI partner? We support your company in adopting AI.

• Book a strategy call with our AI consultant and let's discuss the opportunities for your company.