INTRODUCTION
Integrating artificial intelligence (AI) into your business can seem overwhelming. Maybe you’ve dabbled in generative AI by using an LLM (Large Language Model) like ChatGPT or tried the AI features in software like Photoshop or Word. However, you’re not sure how to take the next step toward automating repetitive tasks, enhancing customer experiences or gaining deeper insights from your data.
This first article of a multi-part series will show you the initial steps toward adopting AI in the workplace. Here’s how to assess and plan your organization’s AI needs.
CREATE A CROSS-FUNCTIONAL AI TEAM
Form a dedicated team responsible for initiating and driving AI initiatives. This cross-functional team should include staff members from various departments or disciplines to bring perspectives from different aspects of your business. Note: your team can be geographically dispersed and meet virtually, but all the members should meet in person for the project kick-off meeting.
This AI team will need a project leader who has the ability to understand and speak effectively with various technical experts and is responsible for the day-to-day management. It also can be helpful to have a project sponsor who will share a high level of responsibility for project completion with the project manager and provide funding.
AUDIT YOUR EXISTING WORKFLOWS
One of the first tasks of the AI team will be to evaluate current workflows to identify repetitive and time-consuming tasks that could benefit from AI automation or assistance. This involves tracking daily activities over a period of time to pinpoint areas where AI can enhance efficiency.
If your current processes aren’t already documented, make sure to record them into flowcharts, process maps or policies and procedures documents. You want to look primarily for tasks with high volume, repetition and standardized inputs/outputs.
Depending on who’s on your cross-functional AI team, you may need to interview employees, especially line staff, to identify pain points and inefficiencies and to determine time spent and the associated costs of various tasks.
After you’ve created this list, the next step will be to rank the workflows. You will likely have several criteria, such as feasibility, relative importance to the business, potential cost, etc.
DEVELOP AI OBJECTIVES FOR YOUR BUSINESS
Now that you’ve developed a ranked list of your workflows, your team should develop objectives for using AI and establish baseline metrics for the top 3-5. Remember, objectives need to be specific and measurable, and they should be aligned to your broader business strategies. They also can be quantitative or qualitative.
Here are some examples of objectives. Imagine each of them starts with, “Use AI tools to …”
- Analyze production data to reduce machine idle time by 20% in the next 30 days.
- Create personalized wellness and training programs that improve employee satisfaction by 20% this year.
- Qualify leads and increase the average closing rate to 80% in the next quarter.
Along with each objective, record the baseline metrics and how frequently you will measure improvement (e.g., weekly).
Don’t worry about choosing the AI tools at this point. Make sure your project sponsor approves these objectives before you move on.