Listen to your team. Really, and at scale.

A conversational interview picks up nuance, concrete examples and real language. It reduces the automatic answers typical of forms and makes the differences between roles easier to read. The average participation rate across Tacita projects is above 90%, against the 58% recorded with traditional self-assessments in the case described.

No. Tacita can start from existing materials or help build an essential, reusable framework in the initial phase of the project. The protocol is always customized to the organization's context.

The initial phase includes specific work on terminology alignment. The question framework is calibrated on the language of the domain before the sessions start. For technical roles, the vocabulary is validated by the manager during the review phase. The only condition for expertise capture is that there is an expert with at least 5–8 years of specific experience in the role.

The average participation rate is above 90%. The session doesn't require self-assessment. People talk about what they do, which lowers resistance significantly. If someone answers vaguely, the AI handles it with specific follow-up questions. Sessions with poor answer quality average less than 4% of the total and are flagged in the final deliverable.

The operational load is minimal. For the HR manager, active involvement is estimated at between 6 and 10 hours spread over 2 weeks, concentrated in the initial phase and the final briefing. For the experts or role holders being interviewed, the session lasts 35–50 minutes and is accessed via a link whenever they prefer, with no coordination needed with anyone else.

It depends on the role and the objective. To update an existing job description, the most accurate source is the role holder. To build a description for a new or open role, the source is the manager. In some cases both interviews are run and the material is combined. The choice is made in the initial phase of the project.

The final deliverable presents data aggregated by role and by division, never at individual level. Session transcripts are accessible only to the Tacita team and the HR manager, in the way defined in the GDPR document. Sensitive information that comes up during the sessions is not included in the deliverables but handled separately, following the HR manager's instructions.

Tacita does not use interviewers that pass themselves off as real people. The expert knows they are talking to a professional AI system. In practice this reduces social awkwardness. Interviewees don't feel judged, they don't have to manage social dynamics and they answer more directly.

The deliverable is specific to the role and to the organization. That is exactly what the initial phase is for: reviewing the format in use, the sections expected, the level of detail required. The drafts delivered are directly editable in the format HR already uses, with no structural rework needed. If the organization has internal templates, the deliverables are adapted to them.

The value lies in surfacing examples, signals and lines of reasoning specific to the context. The protocol is built for that role in that organization. The competency framework uses the company's own internal vocabulary, not generic taxonomies.

The skills map becomes a basis for entry, growth and continuity in key roles. Expertise capture helps reduce the loss of knowledge when a senior colleague leaves or changes role. Up-to-date job descriptions improve onboarding by reducing the gap between expectations and the real role. The material gathered becomes a reusable basis for training, internal growth and alignment between HR and management.

The process is designed to work in series while keeping different descriptions consistent. The interviews run in parallel. Time doesn't grow proportionally with the number of people. In the job description case, 28 roles were updated in 3 weeks.

The standard process includes two revision cycles per deliverable. In real cases the actual average was 1.4 revisions, because the drafts reflect directly what was said in the interviews. If after two cycles a document still needs significant changes, the Tacita team looks into why together with HR before going further.

The KPIs depend on the specific objective. Examples from real cases: 65% reduction in mapping time, 70% reduction in the time needed to write job descriptions, 40% reduction in escalations to senior staff after six months. Other KPIs used in similar projects: ramp-up time for new hires, operational autonomy of junior staff, frequency of support requests on standard cases.

Tacita provides complete compliance documentation before the project starts. The document covers data location on European infrastructure, the legal basis for processing, the list of people with access, how data is handled after the project, the retention period, data subject rights and the security measures in place. The document is ready to be passed to a DPO or legal team.