Artificial Intelligence in the Workplace

Whether it's choosing a movie, an automated email, or an online search - artificial intelligence is no longer a thing of the future but is now encountered everywhere in our daily lives, both privately and professionally. Perhaps, or precisely because of this, AI is considered a prime example of the 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 aims to help understand why AI is primarily a powerful tool and what opportunities and risks it offers us. Because it is clear that whoever understands artificial intelligence and knows how to use it correctly will have a clear advantage in the future.

When artificial intelligence first became a topic of discussion, even the term AI was initially unclear due to the vagueness of the subject matter behind it. Today, it is not only a generally accepted term but we constantly encounter artificial intelligence in our daily lives. AI's are computer science systems developed for the specific solution of problems. They are capable of self-optimization, but still feed purely on data and can only imitate human intelligence (Giering, Oliver & Kirchner, Stefan; 2021).

Now that the "what" has been clarified, let's look at the "why". The high relevance of AI comes from a convergence of three main factors. The explosive availability of data, the immense increase in computing power, and breakthroughs in algorithms have made this possible. Thus, the technology has managed to move from the laboratory into our (working) everyday lives at an astonishing speed. This has made AI a mature and accessible technology that triggers fundamental transformations. Due to rapid progress, not only individual activities but entire professional fields are changing. This also explains the urgency of educating ourselves about and utilizing artificial intelligence in the workplace.

As artificial intelligence has developed immensely over the past two years, more and more AI-based tools and integrations of AI into existing systems are emerging. This creates several new opportunities for artificial intelligence to 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 collection, scheduling, or invoice processing, thus saving time.
• Decision-making support: AI can be used here for data analysis and pattern recognition, which can provide valuable insights for strategic decisions. Furthermore, many AI tools can now generate forecasts and risk assessments, which further supports decision-making.
• More efficient collaboration and better communication: There are also several applications for AI in teamwork and project management. Schedules can be created and adjusted, and reminders can be sent automatically to oneself or team members to ensure no deadlines are missed. Similarly, email management can be optimized with AI, for example, by sorting and prioritizing emails or even suggesting replies.
• Personalized further training: Artificial intelligence can create individual learning paths or training recommendations for employees.

• Support in marketing and product management: Here, artificial intelligence in the workplace can help with both creative idea generation and the planning and execution of marketing measures. Various tools can be used to create content or assist in finding a new slogan. AI is also helpful in product management to understand what potential customers and various algorithms truly want to read and see. Especially regarding image creation, a lot has happened in the last 12 months. Where human faces initially looked anything but human, the depiction today is almost frighteningly real. It is often barely possible to distinguish between truth and fiction. Image material is thus more easily accessible than ever before.

• Optimization of the recruiting process: The use of AI has long been integrated here, for example, in the pre-selection of applicants. AI can pre-select which candidates would be suitable based on their qualifications. Artificial intelligence in the workplace also helps in evaluating questionnaires.
• Security: Modern AI tools can detect cyber threats in real time and monitor compliance with regulations.
• Quick access to knowledge: One of the most frequently used functions of artificial intelligence is the acquisition of knowledge. Big Data makes it easy to quickly find relevant information or structure large amounts of data. Where previously many pages had to be searched in a search engine, today it is enough to type in a question. The answer is available in a few milliseconds. 

In addition to the many positive effects and opportunities that artificial intelligence brings to the workplace, there are also risks and challenges. These affect both employees and companies.

The biggest concerns of employees are the fear of job loss and the fear of total control through new tools (Gür-Seker, D. 2021). The automation of repetitive and sometimes complex tasks can lead to the elimination of entire jobs or a significant shift in job profiles. Artificial intelligence in the workplace therefore creates the need to acquire new skills. For many, the high pressure for further training can lead to digital overload and further psychosocial stress. The pressure of surveillance through AI-supported performance evaluations and control also falls into this category. Artificial intelligence in the workplace can also lead to liability risks, as AI tools can create ambiguities about who is liable for errors. Often, employees are responsible for the outputs. For as uncomplicated and fast research becomes with AI tools, so quickly does the risk of using inaccurate, inconsistent, or even hallucinated information from artificial intelligence increase. Many employees also have concerns about data protection.

It becomes clear that in addition to opportunities, risks also arise for employees. However, these do not only arise for employees, but companies must also face the challenges that artificial intelligence brings to the workplace. These include, among others, organizational and technical challenges. There is often a lack of skilled workers and competencies in this area to understand and optimally use the various new applications. The acceptance of employees and the associated lack of willingness or trust in AI tools further complicates matters. This also makes it more difficult to identify suitable use cases for artificial intelligence in the workplace that actually offer added value for the company. Furthermore, a certain dependence on third-party providers arises, which can lead to qualitative losses. The much greater challenges are ethical, legal, and security-related risks.

Artificial intelligence in the workplace is no longer a temporary trend but a radical and irreversible change, positioning AI as an unavoidable tool that brings increased efficiency and productivity. Instead of worrying about our jobs, we should embrace the change and complement our activities with it. Anyone who wants to escape this must look for a profession that cannot be replaced by artificial intelligence, such as care or craft professions. Activity-related, the focus shifts from simple routine tasks to strategic and human-interactive processes. This creates an urgent need to understand new technologies and acquire AI skills. At the same time, it is important to be aware of the major challenges that artificial intelligence brings to the workplace and to work with the new technology to the best of one's knowledge and conscience.

At its core, this means: adaptability is crucial to meet this "threat" and to succeed 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. Research status, concepts, and empirical connections to autonomy. SozW Soziale Welt 72(4): 551-588