What is a chatbot – Dessign

Updated: Jun 16, 2023 By: Dessign Team

what is chatbot

Definition of chatbots

Chatbots, also known as conversational agents or chatterbots, are AI technologies programmed to simulate human conversation through text or voice interactions. They are designed to respond to user inquiries, execute tasks, and deliver personalized experiences.

Chatbots use natural language processing (NLP) and machine learning algorithms to interpret user intent and provide relevant responses.

With the increasing number of businesses adopting digital communication channels, chatbots are becoming popular due to their efficiency and accessibility.

They offer 24/7 customer service, reduce response time, and increase customer engagement. In fact, according to a report by Grand View Research, the global chatbot market size is expected to reach $9.4 billion by 2024.

It is important to note that chatbots have different levels of complexity, ranging from simple rule-based bots to advanced cognitive bots. While rule-based bots follow a fixed set of commands and responses, cognitive bots use deep learning and natural language understanding to perceive meaning and context, enabling them to learn and deliver more precise results.

Moreover, chatbots can be deployed on various platforms, including messaging apps, websites, and social media, providing businesses with a versatile and scalable solution.

A true fact is that, according to a survey by Oracle80% of businesses plan to use chatbots by 2020.

Five Facts About a chatbot:

✅ A chatbot is a computer program that simulates human conversation, allowing humans to interact with digital devices as if they were communicating with a real person.

✅ There are two main types of chatbots – rule-based and AI-powered chatbots.

✅ Chatbots are used in a variety of industries, including banking, retail, and food and beverage. 

✅ Chatbots can provide cost savings to businesses by reducing the need for human interaction in customer queries and issues. 

✅ Chatbots are frequently used to improve the IT service management experience by automating processes such as password updates, system status, outage alerts, and knowledge management.

Types of chatbots

In this part of the article, I’ll explore the different types of chatbots that are presently available in the market. Chatbotsare artificial intelligence software that communicates with users via text or voice interface. Different chatbots serve different purposes, but the primary objective of any chatbot is to assist customers in real-time. The two primary types of chatbots in the market currently are simple chatbots, which operate using pre-defined rules, and advanced digital assistants, which use machine learning and artificial intelligence to improve their performance. Let’s dive into these two types of bots and understand their differences in detail.

Simple chatbots

Simple chat bot design welcome images

In addition, simple chatbots are not capable of learning dynamically from unstructured data or conversations. Their limitations also include the fact that they rely heavily on human input and must be pre-programmed with every possible response. This means that it is challenging for simple chatbots to adapt and respond out of context.

Despite these limitations, simple chatbots offer numerous benefits, including cost-saving and efficiency in repetitive tasks such as customer service inquiries, order processing, and appointment scheduling.

A company that sells footwear employs a simple chatbot on its website’s product page. It can answer customers’ frequently asked questions regarding sizing and color options within seconds, enabling customers to complete their purchase more quickly and conveniently.

Move over Siri and Alexa, advanced digital assistants are taking over the world of chatbots with their superior intelligence and ability to actually understand what you’re saying.

Advanced digital assistants

The advanced digital assistants are chatbots that go beyond simple question and answer routines; they use machine learning algorithms to learn about the user and provide personalized responses. These bots can recognize speech, understand natural language, and integrate seamlessly with other technologies. They act as personal assistants by providing valuable information, making recommendations, and completing tasks on behalf of the user. Advanced digital assistants are programmed to use data analytics to decipher patterns in users’ behavior to refine their abilitiescontinuously.

These chatbots have excellent potential to save time and provide convenience for users by performing tasks without requiring human intervention. They allow companies to be available 24/7 and manage a high volume of inquiries simultaneously. Organizations can increase customer satisfaction by interacting more effectively with clients using these advanced digital assistants.

Unlike simple chatbots, these bots have sophisticated algorithms that allow them to handle more complex queries, adapt progressively over time, provide personalized experiences, and perform a wide range of functions simultaneously.

Moreover, studies show that chatbots are now more relevant than ever since the global population is moving towards mobile-first technology usage – hence fewer needs for extensive desktop applications.

Overall, advanced digital assistants present excellent opportunities for businesses willing to invest sizable resources into their development while offering unique capabilities that traditional software cannot meet. Chatbots are the perfect employee – they work 24/7, don’t need breaks, and are always polite.

Benefits of chatbots

benefits of chatbot

As a business owner, I’m always on the lookout for ways to improve efficiency and customer experience. That’s why I’ve been exploring the world of chatbots. These AI-powered tools can streamline operations, save costs, and even provide a personalized touch to customer interactions.

In this segment, we’ll focus on the benefits of chatbots, exploring how they can:

  • Improve operational efficiency
  • Save on costs
  • Offer convenience
  • Deliver an enhanced customer experience

Let’s dive into the world of chatbots and see how they can transform your business!

Operational efficiency

The use of chatbots can enhance operational efficiency in various industries and businesses. Chatbots can effectively streamline communication channels and offer quick response times, minimizing the time and effort spent on manual, repetitive tasks.

By automating simple queries and allowing human agents to focus on more complex issues, chatbots offer faster resolutions for customer complaints or queries. This results in improved resource allocation, reduced wait times, and enhanced productivity.

Chatbots also reduce maintenance costs by providing self-service options as opposed to hiring round-the-clock support staff. An effectively designed chatbot can handle an increasing number of queries with ease while minimizing errors in customer responses that could affect operational efficiency.

Moreover, chatbots can assist managers in keeping track of vast amounts of data through analytical reports generated from the data they collect. This improves the decision-making process while allowing for proactive responses to industry trends.

Pro Tip: Keep your operational efficiency chatbot user-friendly by simplifying the user interface and providing clear instruction prompts for customers to follow.

Your bank account will thank you for using chatbots – they’re the ultimate money-saving machines!

Cost savings

Chatbots have the potential to significantly reduce costs for businesses in various sectors. The implementation of chatbots can lead to considerable cost savings through reduced personnel expenses and increased efficiency.

In addition to reducing personnel expenses, chatbots can also help companies save on operational costs by automating routine tasks such as customer support and order processing. By automating these tasks, businesses can decrease response times, boost productivity, and reduce overall business costs.

Moreover, personalization through chatbots can significantly drive down acquisition and retention costs across industries. The ability to offer customers personalized recommendations and targeted communication can lead to improved customer experience, which in turn can increase sales revenue and decrease churn rate.

Historically, implementing customer service and automated operations would require hiring multiple agents or operators. This was both expensive as well as unwieldy at scale. But Chatbots provided the answer to that quandary by providing natural language processing (NLP) algorithms along with machine learning (ML) capabilities. With the evolution of technology like conversational AI (CAI), they present an affordable solution to businesses looking for ways to cut down their overheads.

Overall, employing Chatbots within a company infrastructure has become a rapidly growing trend in recent years due to its immense potential of cutting down cost plus improving overall efficiencies that impact Customer Experience positively.

Chatbots may not know your name, but they sure know what you like – personalization at its finest.


chatbot personalizations

Chatbots offer the ability for personalization in their interactions with users. By using data from previous conversations, chatbots can tailor responses and suggestions to the individual user. They can also use demographic data to provide personalized recommendations and support.

This level of personalization has many benefits, including increased customer satisfaction, loyalty, and engagement. Users feel seen and heard when their unique needs are addressed promptly, which leads to a better overall experience with the brand.

Furthermore, personalization is not limited to just marketing or customer service functions. Chatbots can also be used for internal purposes such as HR tasks or IT service management where personalized assistance can make employees more productive.

Pro Tip: To increase the effectiveness of personalization through chatbots, ensure that they have access to accurate and comprehensive user data. This will allow them to cater their responses and actions effectively.

Who needs human interaction when chatbots offer the convenience of 24/7 customer service at the touch of a button?


The ease of use and simplified nature of chatbots add to the convenience factor. Chatbots make it simpler for customers to reach out to a company, gain information about a product or service, and interact with their services without any hassle. This shifts the workload from human customer service representatives to AI-powered chatbots.

Additionally, chatbots provide 24/7 accessibility, which makes consumers’ lives easier as they can get instant assistance without any time constraint. Customers do not have to wait for the company’s operating hours and can reach out at any time of the day, every day, when using an automated system.

In terms of online shopping platforms, chatbots help customers through the sales process faster by offering assistance wherever necessary, adding to this convenience aspect. Additionally, during the pandemic crisis with lesser in-person contact preferences and remote working situations growing increasingly popular worldwide-the possibility of having such smart assistants has nearly become very much relevant as it aligns with considerations towards safe distancing measures.

Pro Tip: The smarter they are constructed by coding languages like PyTorch and Keras (Python), RASA XS library (Java), deep learning libraries like Tensor Flow; are some of the ways wherein programmers can enhance “convenience” quotient for users seeking this support tool’s assistance.

Chatbots: because sometimes talking to a robot is just as satisfying as talking to a real human… or better.

Improved customer experience

With the use of chatbots, customers are experiencing enhanced service quality resulting in improved customer satisfaction. Conversational interfaces and automated responses provide a personalized and timely response that better suits customer demands. Natural Language Processing enables platforms to understand the customer intent more accurately and results in quicker issue resolution.

The AI-powered chatbots have shown excellent retention rates while providing immediate solutions to customers’ issues, leading to a higher probability of customer success and reducing dissatisfaction. Moreover, chatbots provide uninterrupted assistance resulting in an engaging experience for customers as they don’t need to wait long on hold.

Integrating chatbots with social media channels allows businesses to expand their reach and provide consistent services over different channels to enhance overall customer satisfaction.

A survey by Chatbots Magazine revealed that around 67% of Millennials said they are likely to purchase from companies using chatbots hence creating a competitive advantage for the business that employs this technology. (Source: Chatbots Magazine)

Chatbots are the perfect way to cater to a mobile-first population, because who wants to call a hotline when you can just message a bot?

Chatbots and mobile-first population

Chatbots and mobile-first population

The rising trend of mobile-first population has led to the development of chatbots, which are AI-powered virtual assistants. These chatbots provide instant responses to users’ queries, facilitating a more personalized and interactive experience. They are readily available on messaging platforms, websites, and mobile apps, making them easily accessible to users at any time.

Chatbots have shown to improve customer interaction rates, increase sales, and reduce operational costs. To maximize the benefits of chatbots, businesses can integrate them with their existing systems and track their performance through analytics. A pro tip for businesses is to ensure chatbots have a human-like tone to provide a more natural and engaging conversation.

Evolution of chatbots

As chatbots have developed over time, they have undergone a significant evolution. From simple bots that could only provide basic information to complex AI-driven chatbots capable of understanding natural language, the evolution of chatbots has been remarkable.

The initial chatbots were programmed with a limited set of responses and could only handle a narrow range of tasks. However, with the advancements in Natural Language Processing (NLP) and machine learning algorithms, chatbots have become more sophisticated and can perform complex tasks.

Moreover, they can offer personalized recommendations by analyzing user data and preferences, reducing response time, and improving customer experience. Such chatbots can assist in various fields such as healthcare, education, finance, and e-commerce, demonstrating the immense evolution of chatbots.

It’s worth noting that the evolution of chatbots has brought about a significant shift in how businesses interact with their customers. They are fast becoming an integral part of modern-day customer service and engagement. With a high level of personalization and automation, chatbots can handle a large volume of queries, easing the burden on human agents.

Pro Tip: To take advantage of the full capabilities of chatbots, companies should implement AI-powered chatbots that are backed by data analytics and machine learning algorithms. This will enable chatbots to learn from user interactions, thus improving their accuracy and personalization.

Use cases of chatbots

I’ve always been curious about chatbots – what they are and what purpose they serve. While researching the topic, I came across various use cases of chatbots that have started to change the landscape of businesses today.

One such use case is IT service management, where chatbots can help streamline IT support for various organizations. Additionally, chatbots are being used in customer contact centers, allowing these businesses to cater to their customers without needing a large workforce. Other than that, chatbots are being put to internal purposes within organizations, optimizing various tasks. Furthermore, chatbots find a use in public sector functions and consumer services, providing access to services without the need for human intervention.

IT service management

Chatbots have become popular in the IT service management domain. They are artificial intelligence software that can interact with customers and provide them assistance without human intervention. Chatbots can help to solve customer queries faster, increase first call resolution rates, and improve customer satisfaction. They can also automate routine tasks like password reset requests, system updates, and ticket creation, which saves time for IT teams.

IT organizations have adopted chatbots to manage their services better. Companies use chatbots in their service desks to provide customers an excellent and personalized experience while reducing dependency on human involvement. Organizations typically set up multiple chatbots to handle different types of user requests and optimize workload distribution.

Many companies use advanced AI-powered chatbots to help with complex IT issues like hardware configuration, network troubleshooting, server monitoring, among others. These digital assistants simplify the process of managing IT tasks for businesses while providing fast support for their employees.

Recently banks have started using chatbots as a form of interaction on their websites or through mobile applications; allowing its customers to perform transactions or communicate with them anytime conveniently.

Chatbots in customer service: because sometimes you just want to argue with a robot instead of a real person.

Customer contact centers

With the rise of chatbots, customer contact centers have transformed their approach to customer interactions. Chatbots offer 24/7 support, improved response times, and consistency in service. They can handle simple queries and route complex ones to human agents, providing personalized and convenient experiences. For instance, chatbots can help customers track orders or troubleshoot technical issues. Besides being cost-effective for businesses, chatbots also improve customer satisfaction by reducing wait times and increasing accessibility to support.

Chatbots in customer contact centers have numerous use cases such as onboarding new customers, handling transactional requests or resolving common complaints. They can gather information from customers efficiently to identify problems or analyze data for insights into performance improvements. Chatbots can scale up quickly when demand surges without necessitating additional staff or resources.

The potential limitations of chatbots in customer contact centers stem from AI considerations such as bots going off-script or low confidence scores for some tasks. While natural language processing has come a long way in understanding context across languages and dialects, it still requires finesse from developers and testers to ensure utterance coverage and flexibility.

Provide your customers with seamless assistance addressing any queries they have even at odd hours by having a customer contact center integrated with chatbot technology today! Our chatbot is so versatile it can even handle your company’s internal HR complaints, with more sympathy than your average human resource representative.

Internal purposes

Chatbots can be used internally within an organization for various purposes. They can help automate tasks such as answering common employee queries, scheduling meetings, and providing IT support. By utilizing chatbots for internal purposes, businesses can improve operational efficiency and save costs while also ensuring personalized experiences for their employees.

Moreover, chatbots can assist in streamlining organizational processes and reducing the workload of human resources teams. They can also be integrated with other internal systems to gather data insights that help with decision-making.

It is worth mentioning that while chatbots can offer great benefits, businesses need to consider AI considerations and ensure proper training and testing before deploying them for internal use.

According to techradar.com, “Chatbots have been found to reduce operational costs by up to 30%.”

Chatbots make customer service easier than a Sunday morning hangover.

Consumer services

One area where chatbots have proven their effectiveness is in the realm of consumer services. Chatbots serve as an excellent tool to handle customer queries adeptly, providing immediate and accurate solutions. This eliminates any wait times while ensuring the retention of important data for analysis purposes.

Consumer-facing chatbots often include intuitive features like product catalogues, personalized recommendations based on user history, and even suggestions on future purchases. Additionally, chatbots serve as an entry point for new customers signing up or browsing business offerings. They can also be used to handle payment processing and returns requests, thereby streamlining operations.

Overall, deploying a chatbot for consumer services increases operational efficiency and reduces costs by automating workflows and eliminating repetitive tasks that consume manpower resources.

Don’t miss out on the chance to enhance your customer experience with innovative tools like chatbots geared toward meeting consumer expectations better.

Chatbots are now doing government work too, making bureaucrats everywhere question their job security.

Public sector functions

Chatbots have been significantly adopted to digitize public sector functions, given the advantages they offer. The use of chatbots allows automation of public service inquiries, eases the process of accessing information, and offers prompt support services to citizens. In addition, chatbot technology can be deployed in several areas within the public sector, including healthcare, criminal justice systems, transportation networks, and emergency services.

Chatbots are crucial in managing citizen feedback handling processes, allowing service providers to respond promptly to their concerns with personalized responses. They also help reduce the burden on government human resourceswhile providing an adequate response rate and ensuring a better experience for end-users.

A distinguishing factor that favors chatbot implementation in this context is its ability to function across different digital platforms that people use. Public-sector users can interact with the bot through websites or social media channels while improving productivity.

As per a report published by Grand View Research in February 2021, it is estimated that the global chatbot market size will reach USD 10.08 billion by 2026 due to growing demand for implementing digital technologies across various industries and sectors.

Don’t rely too much on chatbots, unless you want to experience the joy of talking to a brick wall.

Limitations of chatbots

I was recently fascinated by the capabilities of chatbots and how they can enhance business operations and improve customer experiences. But as I dove deeper into their limitations, I realized that there is much more to consider.

For instance, when it comes to artificial intelligence (AI) considerations, chatbots are not yet on par with human thinking. In this segment, I’ll discuss some of the limitations of chatbots, with a focus on AI considerations.

AI considerations

As chatbots extensively use AI, there are several factors to consider regarding their functioning and usability. The use of AI increases the likelihood of unexpected behavior or errors, which can negatively impact users. Thus, developers must ensure that the chatbot is as user-friendly and safe as possible during operation.

When considering AI for chatbots, it is crucial to establish robust mechanisms for monitoring its performance continually. This includes addressing issues such as biases or skewed responses resulting from inadequate training data and potential ethical concerns arising from AI decision-making; this ensures that users remain comfortable using bots in various situations.

It is crucial to evaluate the implementation of artificial intelligence in chatbot design to estimate its effect on tasks such as text-based customer support. Chatbot designers and developers should prioritize transparency on the uses of Artificial Intelligence through coding and ethical considerations.

Pro Tip: It’s essential to conduct comprehensive testing before deploying chatbots with Artificial Intelligence into real-world scenarios. This allows addressing potential issues early in development while minimizing any errors that may arise during long-term usage.


The Significance of Chatbots in Modern Communication

Chatbots represent one of the most dynamic technological innovations that have completely revolutionized the communication industry. The following are essential points to note regarding chatbots:

  • Chatbots enable businesses to engage audiences in a more personalized and automated way, enhancing service delivery and customer satisfaction.
  • They are cost-effective and offer round-the-clock support to customers, leading to an increase in business revenue.
  • Chatbots can effectively replace human customer service representatives in some instances.

Chatbot technology has grown significantly over the years, and its significance in modern communication cannot be denied. Chatbots provide exceptional customer service and enable companies to stay ahead of their competitors. Hence, any business seeking to thrive in today’s competitive environment must fully embrace the use of chatbots.

For instance, at one leading insurance firm, chatbots have proven more efficient than human customer service representatives, with a 40% increase in the chatbot’s interaction time compared to human counterparts. This indicates the potential for chatbots and the importance of integrating them into modern business models.

Key Takeaway:

  • Chatbots are automated computer programs that simulate conversation with human users, providing answers or assistance based on pre-programmed responses or artificial intelligence.
  • There are two types of chatbots: Simple chatbots, which use predefined rules and responses, and advanced digital assistants, which use natural language processing and machine learning algorithms to understand and respond to user queries.
  • Chatbots offer numerous benefits, including operational efficiency, cost savings, personalization, convenience, and improved customer experience. They are increasingly important for businesses that serve a mobile-first population and can be used for various use cases, such as IT service management, customer contact centers, consumer services, public sector functions, and internal purposes.

FAQs about What Is a chatbot?

How do chatbots work?

Chatbots are computer programs designed to simulate and process human conversation. They use natural-language processing (NLP), automated rules, and machine learning (ML) to understand and respond to users’ requests, whether written or spoken. They can range from simple programs that offer single-line responses to sophisticated digital assistants that learn and evolve to provide personalized service.

What value do chatbots bring to businesses and customers?

Chatbots provide an array of benefits to businesses and customers. They boost operational efficiency, reduce costs, and offer convenience and added services to employees and external customers. Chatbots allow companies to easily address customer queries and issues while reducing the need for human interaction. By using chatbots, businesses can personalize outreach, be proactive, and scale services according to demand. Consumers report that messaging apps and chatbots offer a convenient and improved customer experience, and chatbots for functions like banking save time and effort.

How have chatbots evolved?

The phone tree was arguably the first chatbot, leading customers on a tedious path of selecting options to reach an automated customer service model. Enhancements in technology and the growing sophistication of AI, ML, and NLP evolved this model to live, on-screen chats. With today’s digital assistants, businesses use AI to provide efficient and effective interactions between companies and customers, directly from customers’ digital devices. Chatbots have widened their use case to internal customer service management and self-service activities, as well as public sector functions to address billing, service requests, and inquiries.

What are some routine activities chatbots can handle?

Chatbots can perform various customer services, including ordering event tickets, booking and checking into hotels, and comparing products and services. Routine activities within banking, retail, and food and beverage sectors are also common chatbot use cases, as are onboarding new employees, and helping all employees schedule vacations, order computers and supplies, and other self-service activities that don’t require human intervention.

How do intelligent machines relate to chatbots?

The origin of the chatbot arguably lies with Alan Turing’s 1950s concept of intelligent machines. Artificial intelligence (AI), the foundation for chatbots, has progressed since that time to include superintelligent supercomputers such as IBM Watson. Chatbots are the latest iteration in a long history of AI development, enabling businesses to deliver personalized service without human intervention.

What are the considerations when using AI in chatbots?

AI is adept at automating mundane and repetitive processes. Chatbots incorporating AI for these types of activities usually function well. However, if a request extends beyond a chatbot’s capabilities or complexity, additional AI or human intervention may be required to achieve a successful outcome. The limitations and benefits of chatbots are primarily driven by the data and AI that enable their functions.