I wonder how I adopt AI tools in the workplace and what security should I have in place?

Artificial Intelligence (AI) is an ever-growing tool which is consistently being implemented into our day-to-day lives. As AI evolves, businesses across industries are increasingly integrating AI tools into their day-to-day operations (for example automated decision-making tools, or summarising information). Adopting AI into the workplace can be useful however it required extraneous planning, the right tool selection and a clear understanding of how and when AI should be used within specific workflows.

This article will discuss the main ways AI is used in the workplace, and how to protect the workplace from any security threats. 

What is AI used for?

AI can be utilised as soon as the recruitment stage. Job-finding websites which recommend a certain job matched with your account is an example of AI in these situations. According to a 2020 report by a British Software company ‘Sage’, almost a quarter of businesses surveyed were using AI for recruitment processes. This includes processes such as scanning CVs to streamline applicants for a job, conducting video interviews and in game-based assessments.

AI is also used significantly in work; a survey conducted by Freshworks found that 85% of IT Departments use AI at least once a week, and 80% of senior employees believe AI will improve its business impact within two years. This can be ways such as analysing and summarising data trends, email filtering (flagging important emails), and marketing techniques (for example, targeted advertising tools). It can also benefit the customer, for example in ways such as automated Chatbots, virtual assistants and personalised recommendations.

Advantages of using AI in the workplace

Using AI in the workplace can be extremely beneficial. For instance, AI can automate repetitive, time-consuming tasks such as data entry. By handling these tasks, it allows employees to focus on more strategic and innovate work, leading to an overall boost in productivity.  AI allows for innovative solutions and can help businesses stay competitive (for example, personalised marketing strategies). Finally, it can also enhance customer experience. Having an instance response from tools such as a chatbot, or predictive analytics can increase customer satisfaction and loyalty.

How can I implement AI in the workplace?

Implementing AI into the workplace requires planning and monitoring to ensure it brings value without heavily disrupting the workplace. Here are key steps to help integrate AI tools:

• Identify what you need AI for: it is important to assess where AI can add the most value, such as in customer service, data analysis or the automation of repetitive manual processes (such as data entry and scheduling).
• Set goals: decide what you would like AI to do for the company – whether it is improving productivity, enhancing decision-making or improving customer experience.
• Skill assessment: ensure that your employees have the skills needed to work with AI tools, or provide training on how to use these tools.
• Research solutions: research the best AI tool which will align with the needs of the business, based on functionality and ease of integration.
• Training and support: offer training programs to help employees understand how to use these tools effectively. Provide continuous support and check-ins to ensure AI tools are being used for the right reasons.
• Continuous monitoring: regularly monitor AI performance and its impact on productivity and customer satisfaction, and ensure it is delivering as expected.

Following these steps can help integrate AI tools seamlessly into a business, and can therefore have the maximum potential in enhancing the business.

What security should I have in place?

The quick growth and development of AI could be challenging to implement into the business. However, having policies and securities in place to protect the security of the business is vital in the use of AI. These are ways you can help protect the security of your business:

• Clear policies: Have a clear policy on what is/isn’t allowed to be used by AI. Reinforce this to ensure no serious data breaches.
• Data Anonymisation: If the AI system does need to use personal data, consider anonymising it to protect privacy in case of possible exposure of the data.
• Access Control: Ensure only authorised personnel can access AI systems and sensitive data.
• Regular Testing: Conduct regular security assessments of AI tools to identify possible vulnerabilities.
• Employee Training: provide regular cybersecurity and data protection training to employees to ensure they are aware of any risks associated with the use of AI. Ensure they are prepared in case of a security breach.

To conclude, it is important to know that AI is a significant tool which will consistently expand and develop. It can be used throughout the whole employment process and can help enhance innovation and increase productivity. However, it is necessary to know how to implement these tools to ensure that AI is being used to the best of its abilities. It is just as important to ensure that robust security measures are in place to safeguard against risks. Continuous monitoring and protections will further help the productivity of AI in the workplace. Ultimately, when implemented correctly, AI is a powerful tool which can enhance all parts of a business. With careful planning and correct use, business can use AI for the best of their business and enhance the productivity in the workplace.

If you have any questions about the use of AI in the workplace, our Peace of Mind Team can provide specific advice and our Document Audit Team can help draft relevant policies. Contact our Employment Team by emailing employment@warnergoodman.co.uk or call 023 8071 7717.