Helping Educators Focus on Teaching Excellence
16.06.2025
How a team of Akademie für angewandte Zukunftsbildung (AAZB, eng. Academy for Applied Future Education) saves 750 hours monthly using 25Genius AI
Integrations: Google Drive, Gmail, Google Calendar
Client Overview
AAZB is an educational institution for professionals who want to become leading coaches and consultants in their fields. Over the last decade, their team has paved the way for hundreds of Austrian quality trainers to reach a new dimension in their careers. Every year, AAZB’s staff serves over 3,000 professionals from diverse backgrounds and industries who seek high-quality, practical training. AAZB is officially accredited and recognized as a listed education provider through certifications such as Ö-Cert, SystemCert, Impuls Pro, and wien-cert, ensuring consistent quality and eligibility for funding across Austria.
To maintain these high standards, the team has to:
Ensure consistent program quality across multiple training areas,
Streamline student onboarding and curriculum updates,
Scale operations efficiently while keeping a personalized approach,
Adapt quickly to educational trends, technologies, and new learning formats.
The Operational Challenge
Each of these functions is vital to delivering consistent, high-quality education tailored to individual students. At AAZB, the team frequently digs through hundreds of documents stored in Google Drive, searching for information on newly enrolled students and curriculum materials before lectures. On average, an employee switches between PDFs, Google Docs, and Gmail around 1,200 times a day to complete tasks like locating assignments, printing materials, and scheduling lectures.
Even in the best case scenario, this repetitive, unavoidable part of the job takes up to ten hours per week: time that could otherwise be used to deliver eight lectures to groups of 15. In other words, the center misses out on engaging with up to 120 students simply due to the volume of disorganized, yet essential, information accumulated over years.
This was a turning point for AAZB’s CEO, Mario Grabner (in the picture), who saw the need to cut time spent on information search and refocus the team’s energy on what matters most: delivering the best possible education.
25Genius AI’s Solution
Step 1: Seamless Setup
AAZB had recently migrated to Google Workspace, and our integration with Google Drive was already tested and in place. With just a few clicks and minimal technical involvement, Mario was able to connect all relevant data sources to 25Genius AI. The team started using the desktop app immediately on both Mac and Windows, without interrupting their daily operations.
Step 2: Creating a Centralized Knowledge Hub
Before 25Genius AI, the AAZB team used tools like ClickUp and Notion to track meeting notes and curriculum items. Today, all content, past and present, is stored in Google Drive and made instantly searchable through 25Genius AI. This makes it easy to locate outdated or unused content, such as an old sales presentation stored in Canva, and assess whether to update, reuse, or remove it. Meeting notes are now captured by the built-in AI notetaker, and staff can retrieve details about students, programs, and past communication in seconds. For example, the latest jour fixe summary and its link are automatically made available without manual compilation or email follow-up. Summaries of lecture materials are generated on the fly and sent to students automatically after class.
Step 3: Automating Repetitive Workflows
Previously, instructors had to manually compile and send lecture summaries, assign new tasks, and check homework on Fridays. Now, these actions are done via simple one-sentence requests in the desktop app, faster and better. Sending an update to the entire team now takes just a brief command, eliminating the need to manually compile distribution lists. Educators can also schedule upcoming lectures directly in Google Calendar by simply typing a request such as
“Schedule feedback session with current cohort next Thursday at 2 PM”
with all invites and descriptions auto-filled. What used to take days is now handled mid-week, giving educators more space to focus on their students.
Step 4: Supporting All Departments
The benefits went beyond the academic staff. Customer support can now pull up student records instantly to respond to inquiries. They can also search for internal help materials, such as Zendesk tutorials, without switching tools or interrupting their workflow. Operations can track course updates and manage schedules without bouncing between tools. Sales has direct access to current course data, templates, and communication history, cutting their time-to-response to seconds. They can also retrieve up-to-date course pricing directly through the app, ensuring accuracy in client communication. Certification requirements are equally accessible and updated in real time, allowing staff to give precise, current information to students. Marketing team members can quickly retrieve core documents like the marketing handbook, maintaining consistency across campaigns. And from the top, Mario can set and control access rights across departments to protect sensitive data.
Results & Impact
By May, the AAZB team had saved a total of 750 hours: time previously lost to manual admin work. Lecture prep time dropped by 80%, onboarding and weekly planning are done two days earlier, and staff now report improved focus and reduced stress. Most importantly, the saved time is now being used to build new curricula, expand course offerings, and respond faster to students. "Sehr schön," Mario commented, when students of the entire cohort were notified of schedule changes without opening Gmail, logging in, and copypasting every single student's email address in CC.
Conclusion
The problem AAZB faced was exactly what our product was built to solve. Today, thousands of businesses face the same challenge: knowledge workers diving into files and systems countless times a day, slowing decisions and reducing impact.
With 25Genius AI, teams like AAZB can now:
Access the latest jour fixe summary and link instantly,
Find and clean up outdated materials like old Canva sales presentations,
Send emails to the entire team with a single, natural-language command,
Look up the most recent course pricing without switching tools,
Retrieve the latest certification requirements in seconds,
Access internal Zendesk tutorials on demand,
Locate core documents such as the marketing handbook with a quick search.
By May, the AAZB team had saved 750 hours per month: time that is now reinvested into teaching, course development, and student engagement. In total, this translates to over €25,000 saved monthly thanks to higher productivity across departments.
We invite you and your team to experience 25Genius AI. Connect your data sources and start working smarter today.