polisMEDIA: AI and communications under one roof

polisMEDIA · Ralph Kühnl

Custom AI tools for the processes of mid-sized businesses

First I look at how work gets done in your company. Then I build the tool that handles the routine work there. For any industry and any department, including municipally owned companies.

24tools 20 of them in useFrom video meetings to knowledge bases: see all examples
Ralph Kühnl in a dark jacket in front of a dark studio background
In use20 self-built tools
Process analysisCustom AI toolsAutomationKnowledge basesAI assistantsChange managementBusiness TVVideo productionPodcastMedia trainingCEO sparringCommunications consulting
01Processes in mid-sized businesses

AI handles the routine. You decide.

Twelve examples from everyday office work. In the analysis, we find out which of them pay off in your business.

Tap a process. The card shows what the AI takes over and where you decide.

Answering inquiries

Today

Someone reads every email, pieces the answer together and types it.

What the AI takes over

It reads the email, drafts a reply from your company’s documents and names the source of each detail.

You decide

You check the draft, edit it if needed and send it.

Five projects from 2026, five uses for AI

Under each project, you’ll find what it can mean for your business. Click the front card to open the project page. The project pages and screens are in German.

02Communications and media

AI tools for newsrooms, agencies and communications departments

Four services that combine classic media work with an AI tool.

Business TV AI newsroom

Employee communications as your own show

An AI newsroom suggests topics and drafts the host’s script. The show is shot in the self-op studio, with the script on the teleprompter.

Social media Automation

One topic, a separate post for each platform

From one topic, the AI writes a post each for the blog, LinkedIn, Instagram and other channels. A person approves every post, and the system uses their corrections as a model for the next texts.

Media training AI question list

Ready for the tough questions

The AI reads your organization’s documents, reports and press coverage and compiles the questions journalists might ask, each with an answer you can back up. In on-camera training, you practice the answers.

Podcast Copy for all channels

Every podcast episode as text, too

The AI transcribes the episode and drafts a blog post and social media copy from it. It checks every expert statement against the knowledge the business has stored.

03Example: television

From day-to-day TV work: five tools in use

I know how television works from thirty years at a TV station, and that is where I built my first tools. After an analysis, each of them can be adapted for other industries.

The demo show from the self-op studio

37 minutes of MetroNews: hosting, segments from the AI editing suite and a guest joining remotely. The autopilot, a speech recognition system, did the switching: when a host segment ends, it starts the next clip. Nobody pressed a button. The show’s name is made up, and the show is in German.

When you press play, the video loads from YouTube (youtube-nocookie.com). Watch on YouTube

All tools in the Workbench

Toby, an assistant to try out

A replica of my own assistant, with made-up data. Toby reads calendar, email, notes and files, writes drafts and asks before anything goes out.

  • Daily overview from calendar, to-dos and inbox
  • Email drafts in your own voice, sent only after you say yes
  • To-dos, appointments and notes on request
  • Files from the office computer, shared in a protected folder

Demo with made-up people and data: Toby answers with prepared examples, no AI is connected. What you type never leaves your device.

TobySabine Krause’s assistant
Demo
04Toolbox

Tools in use

They are in use in my consulting work, my newsroom, my dog school and at my first client. For your business, I build a new tool or adapt one of these examples to your processes.

Video meeting in Treffpunkt with four fictional participants, live captions and chatAutomatic minutes in Treffpunkt with key points, decisions, tasks and open questions
CollaborationIn use

Treffpunkt: your own video meeting platform

Join via a link, with no account and no app. The AI translates live and writes the minutes at the end.

What the AI does
  • Live captions in each participant’s language
  • Minutes with decisions, tasks and open questions
  • Anyone who joins late asks “What did I miss?” and gets a summary
Features
  • End-to-end encrypted, the key is contained only in the link
  • Waiting room, breakout rooms, whiteboard and chat
  • Digital office with a door sign: open, knock or closed
  • Webinars with tickets and payment
  • Invitations with a calendar file

Unlike a standard video meeting toolRuns under your own web address and in your own design. Every booked appointment gets a room automatically, the AI writes the minutes, and every feature can be adapted to your processes.

More about Treffpunkt
Workshop whiteboard in Werkraum after the AI has sorted the notes: four groups with notes, dots and the participants’ mouse pointers, all fictionalProjector view in Werkraum with a live word cloud on the question of what AI should take off customer service’s hands
CollaborationIn use

Werkraum: workshops with an AI co-facilitator

All participants write their ideas on the same canvas, from a computer, a phone or on site. The AI groups them and sums them up.

What the AI does
  • Sorts ideas into groups and summarizes them
  • Drafts the agenda and slides from goal, length and participants
  • Answers participants’ questions and reads the answer aloud
  • Turns a photo of a flip chart into digital notes
  • Writes the minutes at the end
Features
  • Infinite canvas for everyone at once
  • Polls, word cloud and quiz from the phone via QR code
  • Timer, voting and group work
  • Guided note-taking for on-site workshops, as a PDF
  • Import presentations
  • Export as PDF, spreadsheet and minutes

Unlike off-the-shelf softwareOne room for everything that otherwise takes four or five programs, each with its own login. Afterwards, the results are in one place, and the name and design can be set to match your organization.

More about Werkraum

24 examples, 20 of them in use

  • Comms & mediaIn use

    AI newsroom

    Suggests topics and writes a separate post for each channel.

    • Topic suggestions from current news
    • A separate text for each platform
    • Uses your corrections as a model

    Unlike off-the-shelf softwareEach platform gets its own text following your house style rules, and nothing is published without approval.

    AI newsroom

    Features
    • Calendar across all brands and channels
    • Carousels, meaning posts to swipe through, in the brand design
    • Record a post as a voice message, approve on your phone
    • Analytics for reach and comments
  • Comms & mediaIn use

    Wilma

    Personal assistant on your phone: you dictate a request, and she prepares it.

    • Takes requests by voice
    • Drafts in your own voice
    • Acts only after your yes

    Unlike off-the-shelf softwareWorks with your own inboxes, calendar and templates and passes requests on to other tools, such as the AI newsroom.

    Wilma

    Features
    • Emails from all inboxes, appointments and tasks
    • Social media posts from a voice message, photo or video
    • Letters and quotes from templates by dictation
    • Opens programs on the Mac on request and finds files there
  • Comms & mediaIn use

    AI editing suite

    Turns raw footage into the broadcast-ready piece, which the client approves in the browser.

    • Autopilot or step in after each step
    • Script in your house style, every sentence backed by the transcript or documents
    • The AI producer carries out your requests

    Unlike off-the-shelf softwareFrom review to the client’s approval in one application, instead of sending files back and forth between programs.

    AI editing suite

    Features
    • Broadcast-ready cut with lower thirds and subtitles
    • Its own editor that learns from your changes
    • Exchange with Final Cut Pro and other common editing programs
    • Client approval in the browser, comments at the spot in the film
  • Comms & mediaIn use

    Self-op studio

    A TV studio in which one person hosts the show alone. Switching is done by voice.

    • Switches to the next clip by voice
    • The teleprompter scrolls at the pace of the voice
    • The show assistant suggests cuts to fit the airtime

    Unlike off-the-shelf softwareSpeech recognition does the switching, so nobody has to press a key. Anyone who wants to can still use a key or foot pedal. That way, a small organization can broadcast its own TV without a studio crew.

    Self-op studio

    Features
    • Name captions at their place in the text
    • Guests via link, the picture switches to whoever is speaking
    • Live on your own website
    • Rundown with show clock for the whole team
  • Comms & mediaIn use

    Tickerwerk

    A live blog on your own website: the team reports from their phones, entry by entry.

    • Transcription of voice recordings

    Unlike off-the-shelf softwareThe reports appear on your own website and in your own design, where search engines find them.

    Tickerwerk

    Features
    • New entries appear without reloading
    • “Key points” box and breaking news
    • Write via app or messenger, even with a weak connection
    • Team via invitation link, without access to the website’s admin area
  • Comms & mediaIn use

    Press work for associations

    Turns submitted reports and photos into finished articles for the association’s website.

    • Groups emails on the same topic
    • Checks the details with a web search
    • Drafts all texts down to the captions, at the required lengths

    Unlike off-the-shelf softwareFills in the input form of the existing content management system, instead of a volunteer copying everything by hand.

    Press work for associations

    Features
    • Input by email, form or messenger
    • List of open questions
    • Approval on the phone
    • One click fills in the input form, images included
  • CollaborationIn use

    Treffpunkt

    A video meeting platform of your own that translates live and writes the minutes.

    • Live captions in any language
    • Minutes with tasks
    • A summary for anyone who joins late

    Unlike off-the-shelf softwareRuns under your own web address and brand. Every booked appointment gets a room automatically, and the AI writes the minutes.

    Treffpunkt

    Features
    • Join via link, without an account or app
    • End-to-end encrypted, the key is contained only in the link
    • Waiting room, breakout rooms, whiteboard and chat
    • Webinars with tickets and payment
  • CollaborationIn use

    Werkraum

    A digital workshop room with canvas, live polls and an AI co-facilitator.

    • Sorts ideas into groups
    • Drafts the agenda and slides from goal, length and participants
    • Turns flip chart photos into digital notes

    Unlike off-the-shelf softwareBrings together in one room what otherwise takes four or five programs, each with its own login.

    Werkraum

    Features
    • Infinite canvas for everyone at once
    • Polls, word cloud and quiz from the phone via QR code
    • Guided note-taking for on-site workshops, as a PDF
    • Export as PDF, spreadsheet and minutes
  • Office & adminIn use

    Booking

    Customers book their own appointments, and groups vote via a link.

    Works without AI

    Unlike off-the-shelf softwareBookings and polls are in the same calendar. Every appointment immediately gets a video room and then appears as a suggestion in time tracking.

    Booking

    Features
    • Booking on the website shows only open times and includes travel time
    • Group poll: when the result is clear, the date is set
    • Client appointments are fixed, internal ones can be moved
    • Every online appointment gets a video room
  • Office & adminIn use

    Inbox assistant

    Sorts all inboxes and drafts replies in your own voice.

    • Sorts every email
    • Draft replies that take the whole email thread into account
    • A separate tone for each role

    Unlike off-the-shelf softwareSuggests times from your real calendar and writes in the tone of each role, for example as managing director or as club board member. Nothing is sent before approval.

    Inbox assistant

    Features
    • Suggested times only from open slots
    • Draft on your phone: send, change or discard
    • Invoices filed automatically
    • Tasks only when something really needs doing
  • Office & adminIn use

    PDF app

    Fill in and sign PDF forms on your phone, without a login.

    Works without AI

    Unlike off-the-shelf softwareNo subscription and no login; the document stays on the device.

    PDF app

    Features
    • Fill in fields and sign with your finger
    • Correct existing text right in the PDF
    • Scanning with straightening and text recognition
    • Arrange pages and reduce file size
  • Knowledge & dataIn use

    Voice notes

    Say a few sentences, and about eight seconds later a structured note is in the archive.

    • Structures what was said
    • Files the note in the right area
    • Creates new tasks

    Unlike off-the-shelf softwareThe note goes into the archive you already use.

    Voice notes

    Features
    • Speak into your watch or via messenger
    • The original recording is attached to the note
    • All tasks in one list, including those from emails and conversations
    • If structuring fails, the transcript still arrives
  • Sales & customersIn use

    Quote to invoice

    From the first meeting through quote and time tracking to the invoice, in one chain.

    • Logs working time from an informal sentence
    • Suggests which company a receipt belongs to
    • Writes the text for the proof of work

    Unlike off-the-shelf softwareOne program for your whole workflow instead of four programs between which someone retypes data.

    Quote to invoice

    Features
    • Customers from appointment bookings, without retyping
    • Quotes from the service catalog with a preview
    • Invoice with proof of work and open items
    • Export to your tax advisor
  • Sales & customersIn use

    Lead research

    Finds potential new customers by industry and place and adds their contact details.

    • An AI agent adds missing contact details from the business’s website

    Unlike off-the-shelf softwareInstead of purchased lists of unknown origin, a table of its own for each job, with source and date of review.

    Lead research

    Features
    • Search by industry and place, including business directories
    • The same search for several places, one after the other
    • Duplicate entries are dropped
    • A note on the form says which ways of contacting companies are permitted
  • Knowledge & dataIn use

    Newsboard

    A finished news page from around 40 regional sources, four times a day.

    • Assigns each item to a section and rates its news value
    • The nine most important are at the top, each with one sentence on why
    • Translates items in other languages, duplicates are dropped

    Unlike off-the-shelf softwareA finished page for your own region. Nobody has to open each source individually.

    Newsboard

    Features
    • Readable on a computer and a phone
    • Event tips that follow your thumbs up or down
    • Every headline leads to the original
    • An item becomes a topic for the newsroom with one click
  • Knowledge & dataIn use

    Dog school with AI

    Customer area, administration and an AI trainer for customers’ questions.

    • The AI trainer answers from the school’s expertise
    • Training plan from the initial conversation
    • An outline for every session in under two minutes

    Unlike off-the-shelf softwareAnswers from the school’s own expertise and follows the dog school’s 20 principles in every answer.

    Dog school with AI

    Features
    • Customer area without a password, payment via link
    • One conversation history across customer area, messenger and email
    • Files, invoices and payment reminders
    • Photo gallery: public only once owner and school agree
  • InfrastructureIn use

    Own cloud

    All tools on a server of your own, with one login for everything.

    Works without AI

    Unlike off-the-shelf softwareA server of your own at a German provider instead of a dozen subscriptions. New tools can use the other tools’ data right away.

    Own cloud

    Features
    • File storage, office apps in the browser and chat
    • One login for everything, with a passkey and no password
    • Overview of all automations, restart faulty ones with a button
    • A backup to external storage every night
  • Comms & mediaDemo

    Social Flow

    An AI editorial planner under the client’s name and colors.

    • AI colleagues in the chat that take on tasks
    • Rates topic suggestions by relevance
    • Derives rules from your corrections

    Unlike off-the-shelf softwareAppears under the client’s brand. New features of the editorial planner it is based on come with every update.

    Social Flow

    Features
    • A separate text for each channel, with preview
    • Editing suite with subtitles
    • Client’s name, logo and colors interchangeable
    • Demo company, reset with one click after each presentation
  • Comms & mediaIn progress

    Studiomikro

    Voice recordings on a phone that sound like a studio microphone.

    • Separates the voice from the background, right on the phone

    Unlike off-the-shelf softwareA separate sound profile each for phone, watch and clip-on microphone, measured against the studio microphone.

    Studiomikro

    Features
    • Sound matched to a studio microphone
    • Compare before and after at the same point
    • Record voice-over texts section by section
    • Recording goes straight to the editing suite
  • Knowledge & dataIn use

    GEO assistant

    Checks how well AI assistants find and represent an offering, and shows which details are missing.

    • Reads the website and separates facts from assumptions
    • Rates it on seven questions, such as: how do you get there?

    Unlike off-the-shelf softwareIn use at the Tourismusverband Oberlausitz, the regional tourism association, and built for the network of an entire region: shared identifiers in the websites’ code let AI assistants relate the partners to each other.

    GEO assistant

    Features
    • Quick check: just enter the website address
    • Improvement plan with suggested wording
    • Shows with every new check whether the score has improved
    • Installation guide as a PDF, matched to your website system
  • Knowledge & dataDemo

    Event calendar

    Adds everything announced on the web to a regional calendar.

    • Reads date, place, price and ticket link from websites

    Unlike off-the-shelf softwareA search engine of its own finds new sources for each place. The events it finds are added to the existing calendar.

    Event calendar

    Features
    • Filter by place, radius and category
    • Export to any calendar and as a PDF
    • Switch between the existing and the extended calendar
    • If the server doesn’t respond, the last saved version appears
  • Office & adminIn progress

    Receipt capture

    Fetches invoices from online portals that don’t send invoices by email and files them, sorted.

    Works without AI

    Unlike off-the-shelf softwareNever sees a password and keeps companies and private matters apart from the start.

    Receipt capture

    Features
    • Works in your logged-in browser, only on approved sites
    • Detects duplicate receipts
    • Monthly totals per company
    • Scanned mail is added daily
  • InfrastructureIn use

    Transfer

    Send and receive large files via link, with an expiry date.

    Works without AI

    Unlike off-the-shelf softwareRuns under your own web address. No third-party service gets to see the files.

    Transfer

    Features
    • Up to 200 GB per file
    • Upload links for senders without an account
    • Deletes itself after expiry
    • Storage in a German data center
  • InfrastructureIn use

    Files

    Manage files on web servers, in the browser and on the phone.

    Works without AI

    Unlike off-the-shelf softwareNothing to install. Wilma, the assistant, may only list folders, never read their contents.

    Files

    Features
    • Two windows side by side
    • Copy from server to server, even while the phone is locked
    • Editor, preview and ZIP download
    • Passwords stored encrypted
Don’t see what you need?

Then we’ll build it.

First we look at it together: Which process takes time, what data already exists, who will work with it? Then I build the tool for it. It pulls data from the software you already use and can be extended when new tasks come up.

Discuss your needs
Ralph Kühnl in a PAWCADEMY shirt training with his dog in a meadow
Example from my own business

PAWCADEMY: a dog school with its own AI

  1. AI trainerAnswers customers’ questions, in the evening too, taking the dog’s file into account.
  2. Knowledge baseAround 600 exercises and just over 4,000 sections of expert knowledge in a vector database, a database that finds texts by their meaning. Anyone who asks why their dog pulls on the leash also gets the exercises for walking on a loose leash.
  3. AdministrationCustomers, dogs, training plans, appointments and invoices in one place. Built with AI, for the processes of this dog school.

AI trainer, knowledge base and administration use the same data. The AI trainer answers from the dog school’s expertise rather than from a language model’s general knowledge, and sensitive questions go to the human trainer. More about the platform

One business, digital from end to end

How customers experience the dog school

Visit pawcademy.eu (in German)
  1. Home page of pawcademy.eu: mobile dog school with AI trainer, booking and a personal customer area
    1

    Find and book

    On the website, prospective customers answer a few questions to find the right starting option and book it directly. Payment is by link.

  2. Fictional example: a customer’s personal area on a phone with the next appointment, the number of questions still available with the AI trainer, new exercises and an open invoice
    2

    A personal area for every dog

    A step-by-step training plan, an archive of all sessions, the tip of the day and appointments. The owner opens it with a personal link, without a password.

  3. Fictional example: the AI trainer Luke answers a question about recall in the woods and refers to the last training session
    3

    Questions around the clock

    The AI trainer answers from the dog school’s expertise, taking the training plan and the dog’s file into account. If a question points to danger, the trainer is notified immediately.

  4. Fictional example: the file of the dog Juno in the administration system, with a history of initial consultations, sessions, training plans and AI answers
    4

    Administration in the background

    Customers, dogs, appointments, invoices and payment reminders are all in one administration system. The AI drafts the plan for a training session in under two minutes.

For your businessThe same works for any business with regular customers: a medical practice, a driving school, a contractor, a consultancy. Your customers book, ask and pay in one place, and you see everything in one file.

05Media craft

Video, Business TV, podcasts and training, with AI if you want it

Classic media craft, with my own studio and teleprompter.

Ralph Kühnl speaking at a lectern in front of an audience at an event
Video production and Business TVConcept, shoot, hosting, own studio
PodcastingFormat, recording, editing, distribution
Media trainingOn camera, in committees, on stage
CEO sparringMessage and presence for tricky situations
Communications consultingPR, positioning, internal communications

How a tool is built: five stages from input to output

  1. InputInquiries, mail, data from your own systems
  2. ProcessingThe AI sorts, summarizes and writes drafts
  3. DecisionYou review, edit and approve
  4. LearningYour corrections become rules for the next drafts
  5. OutputThe result goes into your channels, documents and specialist software

I build every stage with your company’s data, processes and terminology. Each one can still be changed after launch.

How we work together

  1. AnalysisConversation, looking at processes, estimating the benefit
  2. ConceptWhat gets built, with effort and timeline
  3. PilotOne department uses it in daily work
  4. RolloutAcross the organization, with training and support

I carry out smaller projects myself, larger ones with partners I bring in.

Experience from television, teaching and AI training

30years in regional television, from freelancer to managing director
5media awards from the Landesanstalt für Kommunikation, the state media authority, 2002 to 2026
460lessons of full-time AI training in 2026
3AI certificates: analyst, consultant, AI agents with the automation tool n8n
  • Managing director of a regional TV station, 2017-2024
  • Business administration degree (Diplom), focus on change management, 2009
  • 25 years of teaching and training: journalism, media training, crisis communication
  • A dog school of my own, on a platform I built myself

Tell me what you have in mind.

Schedule a meeting