A Helper, Not a Threat: Helping Employees Embrace AI and Gain Productivity

Artificial intelligence (AI) is part of our everyday lives — at home and at work. Getting the most out of it requires that we adapt and learn how to use it.

For the most part, as consumers we’re embracing our options because they’re simple. We’ve come to expect instant answers to questions to our online searches or verbal Alexa or Siri queries. We welcome the help of a chatbot to assist us with online purchases, recommendations from our favorite online retailers, and GPS directions as we drive. We’re impressed with hearing aids and watches equipped with fall alerts that trigger calls for help. Seemingly, we can’t get enough of these easy-to-use consumer AI tools.

Yet, when it comes to our jobs, AI tools can be more complicated and sometimes even feel threatening. “It is sometimes incorrectly framed as machines replacing humans,” says Robin Bordoli, Former CEO of Figure Eight. But it shouldn’t be. AI has the power to augment the work of every employee. For managers and leaders, the challenge at work lies not only in adopting AI technologies but also in ensuring that employees know how to effectively use it.

By proactively automating repetitive processes and tapping into analytic abilities, employees gain a digital sidekick. They can get more done by spending less time on routine tasks, and progress to higher level thinking.

Learn more when you register for our live, online workshop: Using AI for Workplace Productivity

While many business AI tools involve financial investments by organizations, free AI tools are readily available. Integrating these into everyday workflows can streamline routine tasks — adding efficiency and allowing more time for innovation.

1. AI-Powered Data Analysis Tools

   AI’s ability to analyze large volumes of data has improved decision-making processes. Free AI-powered tools like the Google Sheets Explore feature and Microsoft’s Power BI offer robust data analysis. Google Sheets’ Explore uses machine learning to automatically point out insights, visualizations, and summaries from data sets. Similarly, Power BI’s free version provides business intelligence capabilities that help employees understand data trends and make informed decisions.

   A sales team employee can use Google Sheets’ Explore feature to analyze sales data and identify emerging market trends. This functionality makes it easy to see trends and develop targeted strategies without having extensive data analysis skills. By leveraging these free tools, employees can focus on strategic tasks rather than getting bogged down trying to write a formula or decide on where to focus.

2. AI-Driven Project Management Software

   Free AI-driven project management tools like Trello and Asana offer features that make it easy to track the tasks in a project. Trello, with its free plan, uses AI to suggest task cards and manage workflow through automated lists and reminders. Asana’s free version includes basic AI-driven features such as task prioritization and project tracking to help teams stay organized and meet deadlines.

   For example, a project manager can utilize Trello’s automation features to streamline repetitive tasks, such as moving completed tasks to a “Done” list automatically. This reduces manual effort and keeps the team aligned with project goals. By becoming familiar with these free tools, employees can manage projects more effectively, leading to higher productivity and better team collaboration.

3. AI-Based Virtual Assistants

   Free AI-based virtual assistants, such as Google Assistant, Microsoft’s Cortana and OpenAi LP’s ChatGPT, are increasingly adept at handling routine tasks and scheduling. Digital assistants can manage calendars, set reminders, generate content, transcribe conversations and even draft simple emails, freeing up valuable time for employees to focus on more strategic activities.

   ChatGPT, for example, can assist in drafting content, generating reports, and brainstorming ideas, which helps employees save time on writing and creative tasks. By integrating ChatGPT into their daily workflows, employees can streamline writing processes.

Incorporating free AI tools into everyday workplace processes offers a chance to gain productivity. Tools like Google Sheets’ Explore, Trello, ChatGPT and Google Assistant offer powerful features without additional costs, enabling employees to streamline their workflows, make data-driven decisions, and focus on strategic initiatives.

For leaders and managers, the key is to create an environment where employees are trained to effectively use these free AI tools. Investing in AI literacy will not only enhance productivity but also position the organization as an innovative leader in the digital era.