Artificial intelligence in the workplace

Whether it's choosing a film, receiving an automated email or searching online, artificial intelligence is no longer a thing of the future - it now meets us everywhere in everyday life, both privately and in the workplace. Perhaps because of this, AI is seen as a prime example of radical change in the world of work (Giering, Oliver & Kirchner, Stefan; 2021). The topic of AI is often viewed very critically, especially when it comes to artificial intelligence in the workplace. So what does the wave of automation mean for our office jobs? This article is intended to help you understand why AI is first and foremost a powerful tool, and what opportunities and risks it offers us. One thing is clear: those who understand artificial intelligence and know how to use it properly will have a clear advantage in the future.

When artificial intelligence first became a topic of conversation, even the term AI (Artificial Intelligence) was initially unclear because of the vague nature of the subject behind it. Today, it is not only a universally recognised term, but we also encounter artificial intelligence constantly in everyday life. AI systems are computer-based systems developed to solve specific problems. They are capable of self-optimisation, but they still rely purely on data and can only imitate human intelligence (Giering, Oliver & Kirchner, Stefan; 2021). 

Now that we have clarified the "what", let us look at the "why". The high relevance of AI is due to a convergence of three main factors. The explosive availability of data, the immense increase in computing power and the breakthrough in algorithms have made this possible. As a result, the technology has made the leap from the lab into our everyday (working) lives at an alarming speed. This has turned AI into a mature and accessible technology that is driving fundamental transformations. Rapid progress is changing not just individual tasks, but entire professions. This also explains the urgency of educating people about and using artificial intelligence in the workplace.

As artificial intelligence has advanced tremendously over the past two years, more and more AI-based tools are emerging and AI is increasingly being integrated into existing systems. This is creating a number of new opportunities for how artificial intelligence can help in the workplace to increase employee productivity and efficiency.

• Automation of routine tasks: Artificial intelligence in the workplace can automate time-consuming and repetitive tasks such as data entry, scheduling  and invoice processing, helping to save time.
• Support with decision-making: AI can be used here for data analysis and pattern recognition, making it possible to gain valuable insights for strategic decisions. In addition, many AI tools can now create forecasts and risk assessments, providing even better support for decision-making.
• More efficient collaboration and better communication: There are also a number of ways AI can be used when working within a team and in project management. Schedules can be created and adjusted, and reminders can be sent automatically to yourself or your team colleagues so that no deadline is missed. AI can also optimise email management, for example by pre-sorting and prioritising messages or even suggesting replies.
• Personalised further training: Artificial intelligence can be used to create individual learning paths or training recommendations for employees.

• Support in marketing and product management: Here, artificial intelligence in the workplace can help both with creative idea generation and with the planning and implementation of marketing activities. Various tools can be used to create content or to support the development of a new slogan. AI is also useful in product management for understanding what potential customers and various algorithms really want to read and see. A great deal has happened in image creation in particular over the last 12 months. While at first human faces looked anything but human, today the depiction is almost frighteningly realistic. It is often hardly possible to distinguish between truth and fiction anymore. This makes visual material more accessible than ever before.

• Optimising the recruitment process: The use of AI has already been integrated here for some time, for example in the pre-selection of applicants. Based on the data, AI can pre-select which candidates would be suitable at all, based on their education. Artificial intelligence in the workplace also helps with the evaluation of questionnaires.
• Security: Modern AI tools can detect cyber threats in real time and also monitor compliance with regulations.
• Fast access to knowledge: One of the most frequently used functions of artificial intelligence is probably acquiring knowledge. Thanks to big data, it is easy to quickly find relevant information or structure large amounts of data. Where previously many pages in a search engine had to be searched through, today it is enough to type in a question. The answer is available within just a few milliseconds. 

Alongside the many positive effects and opportunities created by artificial intelligence in the workplace, there are also risks and challenges. These affect both employees and companies. 

Employees' biggest concerns are the fear of losing their jobs and the fear of total control through new tools (Gür-Seker, D. 2021). The automation of repetitive and sometimes complex tasks can lead to entire jobs disappearing or to major shifts in professional roles. As a result, artificial intelligence in the workplace creates a need to acquire new skills. For many people, the high pressure to continue training can lead to digital overload and further psychosocial strain. Pressure from AI-supported performance assessment and monitoring is also part of this. In addition, artificial intelligence in the workplace can create liability risks, as AI tools can make it unclear who is responsible for errors. In many cases, employees ultimately bear responsibility for the outputs. Because while research becomes faster and easier with AI tools, the risk of using inaccurate, inconsistent or even hallucinated information generated by artificial intelligence also increases just as quickly. Many employees also have concerns about data protection. 

It is clear that, alongside the opportunities, risks also arise for employees. However, these challenges do not affect staff alone: companies, too, must face the issues that artificial intelligence in the workplace brings with it. These include organisational and technical challenges, among others. There is still often a lack of skilled professionals and expertise in this area to understand the various new applications and make the best possible use of them. Employee acceptance, together with the resulting reluctance or lack of trust in AI tools, makes the situation even more difficult. This also makes it harder to identify suitable use cases for artificial intelligence in the workplace that actually offer added value for the company. In addition, a certain dependence on third-party providers develops, which can lead to losses in quality. The far greater challenges, however, are ethical, legal and security-related risks. 

Artificial intelligence in the workplace is no longer a passing trend, but a radical and irreversible transformation that positions AI as an essential tool, bringing greater efficiency and productivity. But rather than fearing for our jobs, we should embrace the change and use it to complement our work. Anyone who wants to escape this will need to choose a profession that cannot be replaced by artificial intelligence, such as care work or skilled trades. In terms of tasks, the focus is shifting from simple routine work to strategic and human-interactive processes. This makes it increasingly important to understand new technologies and develop AI skills. At the same time, it is important to be aware of the major challenges that artificial intelligence in the workplace brings and to work with this new technology responsibly and to the best of our knowledge and belief.

At its core, this means: the willingness to adapt is crucial to meeting this "threat" and succeeding in the new world of work. 

Gür-Seker, D. (2021). Artificial Intelligence and the Future of Work. A media analysis of (online) newspapers and social media on the digital transformation of the world of work. A study by the Otto Brenner Foundation, Frankfurt a. M.

Giering, Oliver & Kirchner, Stefan (2021): Artificial Intelligence in the Workplace. State of research, concepts and empirical correlations relating to autonomy. SozW Soziale Welt 72(4): 551-588