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AI and automation adoption shows no signs of slowing down. According to survey respondents from the annual Reworked State of the Digital Workplace survey, 78% plan to focus on AI tool adoption in the coming year. Further, 59% will explore generative AI adoption and 49% will look to adopt agentic AI.
AI might be just the thing to improve your digital workplace. “Technology limitations and legacy systems” is a top digital workplace challenge for 54% of respondents to the annual Reworked State of the Digital Workplace survey. How can organizations get the most out of AI? Migrating your applications to a native AI solution is one option. The challenge with a rip-and-replace mentality is one of adoption. Will employees use the new system?
It might make more sense to modernize the existing systems you already use. But trying to modernize legacy systems has its own challenges. Long implementation cycles, an abundance of niche tools and challenging vendor selection means that generative AI initiatives might never pass the proof-of-concept stage. A recent MIT report found that 95% of all generative AI-related initiatives fail.
Success with AI starts with the right strategy. It means having a thoughtful framework in place, use cases in mind and an upskilled workforce ready to use the tools available to them.
Table of Contents
- Build Frameworks, Not Departments
- Upskill Your Workforce To Better Prepare Them For AI Disruption
- Identify Your Use Cases and Jump Right In
- Best Practices for Successful AI Implementation
Build Frameworks, Not Departments
AI has the potential to improve efficiency throughout the organization. This means its implementation shouldn’t be limited to a single specialist, department or team. Organizations need to shift their thinking. Rather than treating artificial intelligence as a specialized tool, AI should be every employee's responsibility.
To manage AI effectively, companies need the following:
- Clear expectations
- Specific feedback mechanisms
- Shared accountability across teams
A comprehensive framework clearly identifies AI ownership, establishes governance and privacy limits and lays out metrics and KPIs to determine how well the tool meets expectations. Having this foundation in place increases the chances of a successful AI implementation.
Upskill Your Workforce To Better Prepare Them For AI Disruption
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But at the same time, the survey also found that 77% of employers said they will adopt the strategy of “reskilling and upskilling” their existing workforce. This allows workers to better take advantage of AI efficiencies.
A successful AI implementation requires monitoring its impact on workers. This ensures adoption is taking place and prevents disengagement with the tools. Such monitoring goes hand in hand with making AI everyone’s priority. With AI automation taking the tedious work away from employees, they’ll be better positioned to tackle higher-level tasks.
Identify Your Use Cases and Jump Right In
Where can AI have the most impact on your organization's digital workplace and related digital employee experiences? Organizations need to focus their efforts on specific and achievable use cases, once that will deliver results for your business (this is a top challenge for many).
First and foremost, you should start right away. You learn more by sending a simple improvement into production than starting an ambitious automation project that may take years to implement. Starting right away allows you to iterate with additional targets, and progressively move from employee acceleration to automation as you rack up successes. By design, AI works best when it’s iterating. Your business will have more success leaning into this model, starting small and scaling from there, rather than try to transform everything all in one go.
As you move forward, you want to identify very targeted improvements on very specific scenarios. You should be able to have observable metrics for the area where you expect AI to improve.
Sample Use Cases for AI to Improve Operational Efficiency
Whether you need to summarize long documents, get actionable insights from document queries or automate processes, AI can help — as long as you have clearly identified what you want to use AI for. Sample AI use cases include the following:
- Automating simple, repetitive processes
- Delivering insights to help improve ways of working
- Helping employees find content, people and apps they need
- Helping improve document management tasks like collaboration, organization, summarization, translation or data storage
- Minimizing risk and improving data quality with the appropriate privacy enforcement
- Producing content for employees, customers and other stakeholders
- Reducing the pressure on help desks (IT, HR, etc.)
Best Practices for Successful AI Implementation
A. Several factors can stall an AI initiative. These include long implementation cycles, the complexity of modernizing legacy systems and the challenge of selecting the right vendors from a crowded marketplace.
A. No. Migrating to a native AI solution is always an option. But it often makes more sense to modernize the systems you already use. AI can be layered onto existing tools to improve efficiency without requiring a full system overhaul.
A. AI shouldn’t be siloed within a single department. Instead, it should be a shared responsibility across the entire workforce.
A. Success comes from measuring employee productivity gains. A clear framework with metrics and KPIs will help identify whether AI meets expectations.
Any AI program you implement should boost employee productivity while staying within your company's safety, governance and compliance policies. Incorporating AI might require completely redesigning your processes and rethinking the way you do business. But the benefits for doing so are great. With your employees able to work quicker than ever before, AI’s helping hand should allow you to tackle projects you didn’t have the bandwidth to tackle before. This can potentially uncover new revenue streams for your company.
See how Uxopian Software can help you with your AI journey at uxopian.com.
