How do you implement Agentic AI in your customer contact system?

Agentic AI implementation in customer contact systems starts with thorough preparation of your data, processes and organization. These self-thinking AI assistants can make decisions independently and act proactively, but require a strategic approach for successful integration. Implementation includes technical infrastructure, change management and continuous optimization to realize maximum value.

What is Agentic AI and why is it revolutionary for customer contact?

Agentic AI goes far beyond traditional chatbots by independently taking initiative, remembering context and acting proactively without constant human instruction. These intelligent assistants can analyze complex customer problems, make decisions and take actions while learning from each interaction.

Traditional chatbots follow pre-programmed scripts and can only respond to specific triggers. Agentic AI, on the other hand, understands the intent behind customer queries, tracks conversation history and adapts its approach based on each customer’s unique situation.

The revolutionary aspects for customer contact are multifaceted. These systems can seamlessly take calls from human employees, access customer history from multiple systems and even proactively contact them when they detect potential problems. They operate 24/7 without fatigue and can handle hundreds of calls simultaneously.

For organizations, this means dramatically improved response times, consistent service quality and significant cost reduction. Customers experience faster resolutions, fewer repetitions of their story and access to help outside business hours.

How do you prepare your organization for Agentic AI implementation?

Successful Agentic AI implementation begins with a thorough data audit to assess the quality and accessibility of your customer information. Identify which systems contain data, how current this information is, and what integrations are needed for a complete customer view.

Conduct a comprehensive process analysis of your current customer contact workflows. Document which questions are most frequently asked, how long different types of problems take to resolve and where bottlenecks occur. This analysis will help determine the most appropriate use cases for AI implementation.

Alignment among stakeholders is crucial for acceptance. Organize workshops with customer service teams, IT departments and management to align expectations. Explain how Agentic AI will support their work, not replace it, and what new skills may be needed.

Start with pilot projects for specific, well-defined use cases, such as answering frequently asked questions or routing customers to the right department. This reduces risk and creates quick successes that build trust.

Provide adequate training for your team in working with AI systems. Employees need to understand when they can hand over conversations to AI and how to take over more complex situations when human intervention is needed.

What technical infrastructure do you need for Agentic AI?

The technical foundation for Agentic AI requires robust API integrations that provide real-time access to all your customer data, order systems and knowledge bases. These integrations must be reliable and fast because AI assistants need instant access to up-to-date information for accurate decision-making.

Cloud infrastructure is the backbone of your Agentic AI system. You need scalable computing power that can grow with your customer volume and support increasingly complex AI models. Choose platforms that guarantee automatic scalability and high availability.

Data pipelines should aggregate customer information from various sources into a coherent whole. This includes historical calls, transactional data, preferences and previous service requests. The quality of these data streams directly determines the effectiveness of your AI assistants.

Security requirements are stringent because Agentic AI has access to sensitive customer information. Implement encryption for data at rest and in transit, role-based access controls and comprehensive audit trails. Ensure your system meets AVG regulations and industry-specific compliance requirements.

Compatibility with existing systems is essential for a smooth transition. Your Agentic AI platform must be able to integrate with your CRM, telephony, chat systems and other customer contact channels without major changes to your current infrastructure.

What are the biggest challenges in Agentic AI implementation?

Data quality is often the biggest obstacle because Agentic AI can only be as good as the information on which it is based. Inconsistent, outdated or incomplete customer data leads to wrong decisions and frustrating customer experiences that damage trust.

Change management challenges arise when employees fear job loss or have resistance to new technology. Organizations must invest in communication about how AI will improve their work and what new opportunities it creates for professional development.

Technical integration complexity increases as you need to connect more systems. Legacy systems often have limited API capabilities, which requires custom development. Schedule sufficient time to thoroughly test all integrations.

Realistic timelines for full implementation range from 6 to 18 months, depending on the complexity of your environment. Start with simple use cases and gradually build out to more advanced applications. Expect a learning curve of several months before systems perform optimally.

Budget considerations include not only initial implementation costs, but also ongoing costs for cloud infrastructure, model training and system maintenance. Plan for unexpected expenses during the implementation phase and ensure sufficient budget for ongoing optimization.

How do you measure the success of your Agentic AI implementation?

Success measurement starts with establishing baseline metrics before implementing Agentic AI. Measure current performance on resolution time, customer satisfaction, cost per contact and first call resolution ratios to demonstrate improvements later.

Customer satisfaction scores (CSAT and NPS) provide direct insight into how customers value the AI experience. Monitor these metrics by channel and compare AI-handled contacts with human interactions. Look for patterns in feedback to identify areas for improvement.

Operational KPIs such as average handling time, number of escalations to human staff and percentage of successfully resolved queries show the efficiency of your system. Track these daily to make quick adjustments when performance drops.

Measure cost reduction by comparing the total cost of customer contact with the period before AI implementation. Calculate both direct savings (less staff needed) and indirect benefits (higher customer satisfaction, less churn).

AI-specific metrics such as model accuracy, learning rate and confidence scores of answers help optimize technical performance. Monitor these weekly and adjust training data when accuracy falls below acceptable levels.

ROI calculation combines all cost savings and revenue impact divided by total investment. Most organizations see a positive ROI within 12 to 18 months, but this varies greatly depending on implementation scope and customer volume.

How Pegamento helps with Agentic AI implementation

We offer a complete Agentic AI solution that integrates seamlessly with your existing customer contact infrastructure. Our approach combines proven standard building blocks into a custom solution without the high cost of traditional customization.

Our implementation strategy includes:

  • Comprehensive analysis of your current systems and processes to identify optimal integration points
  • Phased implementation, starting with pilot projects to minimize risk and achieve quick results
  • Full integration with telephony, chat, email and other customer contact channels under one platform
  • 24/7 monitoring and support to ensure optimal performance
  • Continuous optimization based on performance data and customer feedback

As an ISO 27001-, ISO 9001- and ISO 26000-certified specialist, we deliver everything under one roof: from strategy development to implementation and ongoing management. Our human-centered technology strengthens your team rather than replacing it.

Ready to implement Agentic AI in your customer contact? Contact us for a no-obligation analysis of your options and a customized implementation plan.

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Joost Schaap

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When a customer contacts an organization because they have a complaint, it is crucial that the employee of the organization begin by listening carefully. What does this complaint mean for the customer and also for their own organization? How can this complaint be resolved? After listening carefully the employee needs the right information so that a solution can be offered.

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Tim Treurniet-AI developer Pegamento

Tim Treurniet

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Real childhood heroes I never had. But in retrospect, I believe figures like Willie Carrot or Dexter’s lab may have had an influence on me. I get energy from actually making innovative and useful products myself. Nothing like seeing the effect of a project that automates a boring task, or makes a complex process suddenly accessible.

A nice bridge to my photograph is the physical aspect of my work. By working with image recognition, I am often very directly connected to the physical world and my work is more than just programming. For example, our image recognition software ensures safety on bridges, tracks players on a soccer field or uses your own smartphone to accurately measure yourself. This combination between physical and digital provides variety and extra challenge. For me, these are the main reasons for my interest and enthusiasm in what I do!

This piece was written by Tim Treurniet, employed Designer of intelligent systems at Pegamento.

Vera van der Plas-UI-UX designer

Vera van der Plas

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As a UX/UI designer, I deal daily with transforming complex data into user-friendly visualizations. All of this topped off with a digital lick of paint which should attract the visitor’s attention to take action.

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This piece was written by Vera van der Plas, working as a UX/UI Designer at Pegamento.

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Fouad Rahaoui

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At Pegamento, I can learn all about the latest IT developments. Like the latest development in the field of Machine learning and deep learning.

Through these application areas, as Financial Controller, I can further automate the financial business processes within Pegamento and implement improvements for the automatic processing of financial data.

This piece was written by Fouad Rahaoui, working as a Financial Controller at Pegamento.

Ernst Vegter-Business consultant Pegamento

Ernst Vegter

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Hospitality is one of my deepest motivations.
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Fed by various senses, an image forms around the client. I listen to what is being said, watch facial expressions, taste the underlying tone and get a feel for the challenge to be addressed. An image literally forms on my retina. I have to be able to see it. If I can see it, I can create it.

In this, the trick is to pursue simplicity, give the client a warm feeling that the problem is understood, receive good advice, facilitated and carefully guided to the solution. Trust, connect and unburden.

The feeling when a guest arrives at your hotel after a long tiring journey, can sit in front of the fireplace, be handed a good glass of wine and stare carefree at the fire. My guest knows it will be okay.

This piece was written by Ernst Vegter, working as a Business Consultant at Pegamento.

Gunisch-AI developer Pegamento

Gunish Alag

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A picture is worth a thousand words, is an expression most of us have heard. We see a lot of things around us on a daily basis and subconciously have the ability to recognize and understand them. This ability of humans to me seems bizarre.

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With the world moving forward and new technologies emerging, complicated problems which were difficult to solve a decade earlier suddenly seem possible and viable. The future is full of new challenges and I look forward to them.

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Ewold Jansen-Service engineer Pegamento

Ewold Jansen

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Hearing the wishes a customer has or the problems a customer is facing is important in order to then be able to help them properly. In both cases, I help find the right solution.

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This piece was written by Ewold Jansen, working as a Service & Support Engineer at Pegamento.

Andre Glasbergen-Scrum master Pegamento

Andre Glasbergen

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I developed further and went to work as a consultant. Listening well to the customer and supporting in the pre-sales phase of projects. Executing projects and listening suited me very well. It was a small, but logical, step to now work as a Scrum Master and Project Manager. I have been supervising projects for a few years now. Such as RPA, Cloud applications and AI, according to the Human lead agile approach, We build this with a large team of specialists.

This piece was written by André Glasbergen, working as a Scrum Master at Pegamento.

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Ensar Ari

IT Engineer

Good communication between customer and organization is very important. As an organization, you naturally want to be easily accessible to your customers. Either via social media channels or via the old familiar telephone. Often organizations do not know exactly how they want their telephone line set up. That is why I like to help them think along and give them ideas. I believe there is a solution to every problem. But sometimes you just need someone who looks at the situation a little differently.

This piece was written by Ensar Ari, working as an IT Engineer at Pegamento.

Nini Heerings-Chief Happiness Officer Pegamento

Nini Heerings

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This quote from Plato is totally hitting home for me. That’s why I like to connect people through play. Because while playing, you are totally on, all your senses at work.
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When I’m not at work, I also enjoy connecting people. I do this by organizing The Playground, where adults play games you used to play in the schoolyard, gymnasium or neighborhood playground. The pure feeling of fun, total relaxation and no thoughts of anything but playing. That feeling is the goal.

This piece was written by Nini, working as Chief Happiness Officer at Pegamento.

Ger Koedam-Communication & Marketing Pegamento

Ger Koedam

Marketing & Communications

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Why hearing? Because listening is essential in contact. And it’s the key to unlocking valuable insights.

I developed this skill early on. As a child, I enjoyed radio plays on the radio, bringing the stories to life in my head.

Pim Ritmijer-Software developer Pegamento

Pim Ritmeijer

Software Developer

Programming is more than just “code knocking. For me, listening to what the customer wants and visualizing that is an important part of software development.

Actively listening to a customer to understand the customer’s full story is crucial before building a solution. When you understand a customer’s story, you can think together about a solution that truly helps the customer.

Visualizing solutions is the next step for me. What will be the route we will climb to get to a solution? What challenges are we going to face to get to the top?

Like climbing, good preparation is valuable. Even though you can’t prepare for everything, preparation helps make the application fit the client’s needs as well as possible.

What a beautiful and fascinating profession programming is.

This piece was written by Pim Ritmeijer, working as a Software Developer at Pegamento.

Denise Verhoef-Software developer Pegamento

Denise Verhoef

Software Developer

Hearing is something you do a lot of as a programmer but also thinking, for example, when you are tasked with putting together a customer need. If the customer wants a function for his application, it is important that as a programmer you think carefully about which functions are functional and which functions are not. In this way, you will put together the most functional application possible and the customer will have a good end product. Turning needs into code into functionality is something I find interesting.

I am currently doing an internship at Pegamento and studying Software Developer. I get a lot of information that you have to process and apply. The nice thing about this is that you can learn new things but also that you can experience how it works in real business. I started this training last year and knew nothing about programming beforehand. Now I can find my own way with programming and I enjoy working with it. That you can get from a blank page to a functional application through code is cool!

This piece was written by Denise Verhoef, working as a Software Developer intern at Pegamento.

Remco Pabst-Business consultant Pegamento

Remco Pabst

Computer Vision & AI Lead

Using innovative software technology for people or business to make “things” easier and smarter is really a driving force. That’s why the connection between the senses appeals to me the most. Our brains connect the senses just like a business process connects people, systems (data) and logic. They register and trigger an action, exactly how it should be in an optimal workflow. Very cool what is already possible today when we add a lot of computational power to that as well.

Hearing also means a lot. Not because I like to listen to Jazz, Soul, Deep House or Focus-like music every day AND have to be able to listen well to interpret a wish or pain point, but more because not everyone can have all the senses at their disposal. Think of him or her with a visual impairment. The fact that in close cooperation we were able to apply AI, TTS/STT technology (which is still in development) for this often underserved group of people in today’s digital world and to improve the interaction and experience with it gives me a lot of energy and meaning to what I try to do with technology; create value.

This piece was written by Remco, working as a Business Consultant at Pegamento.

Thomas de Wolf-Vision Engineer Pegamento

Thomas de Wolf

R&D Director

Once when I had to choose which study I was going to do, I had a hard time making that choice. I was interested in engineering, but what I most wanted to do was just work with a team toward a common goal.

To this day, that is still what I love doing most. The technology has become image recognition and the team the computer vision department of Pegamento. So it’s logical that in terms of sense, I end up with “seeing. By using our image recognition solutions to see things in the real world, our entire team solves relevant problems for our customers. And because of the variation in customers, the places where our solutions end up are never the same. For example, one moment I am in the control room of a bridge and the next day I am on a production line for sandwiches or between the fences of a TBS clinic.

This piece was written by Thomas de Wolf, working as a Computer Vision & AI Lead at Pegamento.

Rob Roode-Research Development

Rob Roode

Research & Development

Recognizing and automating patterns. Tasks we are constantly working on when implementing our robots at Pegamento. My 2 Drentsche Patrijshonden are hunting dogs and certainly not robots. The hunting instinct and intuition is basically in their genes. Continuing to offer new forms of training has taught them to recognize and act independently in hunting situations. Even “unsupervised,” even if I’m not around.

But when you try to teach a brain something, it also starts to see things you don’t expect. Dogs pick up on the slightest deviation in your voice or directions. To start recognizing that and correcting it again is perhaps the most complex challenge. But in our work, for the wonderful clients for whom we get to work, it often yields the most beautiful new insights!

This piece was written by Rob, founder of Pegamento and in charge of Marketing and R&D.

Serge Poppes-CEO Pegamento

Serge Poppes

CEO

Feeling. That’s the best thing Pegamento stands for. Feeling for technology in the broadest sense of the word. Not only feeling for the exciting stuff like AI, but also for the basics of communication.

The very best part of my job is selling, listening, translating and thinking about what really matters. We bring the digital transformation with a great team!
The diversity of our team, how sharp we are, but especially the wonderful things we get to make makes me feel extremely good. Hence, I intuitively chose the sense of “feeling.

Feeling gives life and differentiation!