How artificial intelligence is revolutionising everyday business life

In the age of digitalisation, it is clear that artificial intelligence (AI) is no longer a dream of the future, but is increasingly influencing everyday working life. AI-based tools and solutions are giving activities such as writing, translating, layout design and programming a significant efficiency boost. There are also classic AI applications such as pattern and error recognition in quality assurance and for monitoring tasks. When companies adopt AI, it is important that they consider the limits of the technology and the risks associated with data protection and cybersecurity.

AI enables machines to act intelligently by means of algorithms that automatically recognise problems and patterns or understand language. There are various forms of AI, including machine learning (ML), deep learning (DL) and generative AI:

• ML algorithms process large amounts of data and can learn from the patterns they observe. Examples: Pattern recognition for quality control or authentication
• DL provides complex AI models that come close to human intelligence. Examples: AI algorithms for robots or autonomous driving
• Generative AI models can deliver results automatically from their data pool according to specifications. Example: ChatGPT from OpenAI

How adopting AI simplifies a wide range of processes

The market today offers numerous AI tools for a wide range of tasks. They make work processes easier and relieve staff of time-consuming tasks: they can simplify and speed up video and image editing, for example, while planning tools optimise time management. In addition, monitoring and analytical tools check for predefined parameters. They send regular results in target group-specific reports to decision-makers or service personnel. This means that they always have an up-to-date overview of the processes relevant to them.

When monitoring safety-related parameters or key business performance indicators, these tools automatically issue alerts in the event of predefined events, warning of acute risks and even suggesting remedial or preventative measures. In this way, they contribute to company safety and optimised operating processes.

AI-based analytical tools provide decision-making aids for a wide range of problems and are tailored to specific requirements. For example, the use of printers and multifunctional devices in the company network can be analysed in order to achieve more efficient use of the devices and optimise routes for staff. A company’s IT team can use AI-based tools to automate numerous processes, in device management or onboarding for example. New personnel are then automatically assigned a standard application package, computing capacity and access authorisations according to predefined roles. End devices are configured according to the user profile before delivery and are registered automatically the first time they log in to the network. This reduces the workload of the IT department significantly.

Why more and more companies are using ChatGPT

For example, the chatbot ChatGPT, which is based on generative AI, has become very popular. It clearly demonstrates how versatile generative AI is today. Many companies have already introduced the chatbot to make various processes more efficient and straightforward. It can be instructed to translate documents automatically and in seconds. It can summarise email conversations at a similar speed or transcribe the audio file of a meeting into text and condense it down to the essentials. What used to take hours is now done in no time at all by the chatbot.

ChatGPT can also serve as a source of ideas for presentations, concepts and campaigns. Employees can get immediate input or almost finished texts via chat instructions. Thanks to AI, it is no longer necessary to get a group of people together for a quick brainstorming session.

For IT developers, the chatbot can generate standard code or specific tools in a matter of seconds to make workflows more efficient. It can assist the support staff on the Help Desk. In addition, ChatGPT-based analyses make it possible to take data-driven and therefore sound IT decisions: ChatGPT can be integrated into project management software, for example, to analyse project data such as project schedules, resource availability and data from similar previous projects. On this basis, it optimises the allocation of resources and prevents costly delays.

The chatbot can also optimise the IT infrastructure in a similar way: in this case, the AI analyses network-relevant data such as server performance indicators, network traffic and user behaviour patterns and suggests suitable optimisations. For example, IT can save costs through server consolidation or adapt IT performance to user behaviour by redistributing network resources. The chatbot can also be used to monitor the infrastructure continuously and provide real-time insights into potential problems or anomalies. This enables rapid, proactive action and increases IT availability.

With AI, tasks can therefore be completed much more quickly and easily than before. AI also saves resources in many different ways.

How adopting AI in businesses reduces staff workload and increases efficiency

The introduction of AI in businesses can therefore relieve the burden on staff in many ways. Analytical tools provide a sound basis for decision-making and thus ease the pressure on those responsible for implementing strategies. On this basis, IT management can plan IT projects with greater process reliability, operate the infrastructure more effectively and securely and improve the design of new devices to meet current requirements.

One major advantage of AI is the time it saves. Staff save valuable working time because the AI performs otherwise time-consuming and complex data analyses and activities as required or automatically in a matter of seconds. AI can also be used to create new tools and services for users much more quickly and easily than before in order to make their work more efficient. This also saves time.

In view of the current shortage of skilled labour, the adoption of AI makes it possible to expand areas of work without overloading staff. This not only applies to the IT environment, where the shortage of skilled labour is particularly high.

Using AI also makes jobs more appealing. This is because boring, tedious routine tasks which often require a high level of attention are dealt with by the AI. This leaves more time for creative and challenging tasks. In addition, the potential of ChatGPT is exploited most effectively when the capabilities of AI are combined with human intuition and creativity. This leads to even more innovative solutions in many areas of a business. Staff are required to undergo appropriate training, however, so that they can cope with these new requirements.

What risks and restrictions have to be considered when adopting AI?

When companies introduce AI, they also need to be aware of the associated risks and limitations. AI tools such as ChatGPT are usually run from the cloud, which makes data protection and data security a top priority. Some companies use their own version of ChatGPT, for example, which is only used within the company. Even here, personal data should be filtered out in advance.

Moreover, hackers can use AI for automated attacks, which makes the use of AI-supported defence systems necessary. AI is therefore both a security risk and an important component in taking protective measures.

In addition, it is important to remember that the results are only as good as the pool of data used. The data pool does not include all the latest developments, and internet content also reflects a distorted image of humanity. Formulations such as “in the style of” ensure that copyright is not infringed. Users should always check the content created by generative AI tools and adapt it as necessary.

Despite these reservations, one thing is clear: IT management departments should definitely have adoption of AI on their agenda. In order to ensure that this happens in the most appropriate way possible, it must be integrated into the corporate strategy and security concept. Companies must keep pace with technological change and avoid uncontrolled and therefore unprotected use of these popular tools.

How adopting AI can make processes in printing technology more efficient

AI has also found its way into the field of printing technology. AI can monitor device usage and behaviour at network level in real time and alert the service team to any technical problems at an early stage in order to prevent breakdowns.

Artificial intelligence also helps IT teams to identify changes in behaviour with regard to printing requirements more easily. This makes it possible to adapt the existing printing landscape more effectively to current circumstances. For example, the data obtained indicates whether the range of functions of devices is optimised and whether different equipment or a different installation location might be more cost-effective or user-friendly. This is particularly attractive for companies that have introduced flexible working arrangements.

Companies that use AI-supported or Managed Print Services have an automated print management system that simplifies maintenance of the existing system landscape. This allows faults to be identified and rectified more quickly. In addition, the device automatically recognises when consumables such as ink cartridges or toner cartridges are running low and can then reorder them independently. This means that devices can be used without interruption and without a great deal of effort. That reduces the workload for users and service personnel significantly.

Take a strategic approach to adopting AI

AI and automation have long been part of our everyday lives, and their influence continues to grow with increasing digitalisation. Ultimately, these are tools that have to be customised for predefined purposes and introduced in a specific way. Adopting AI therefore requires a strategic plan. Collaborating with external service providers with AI expertise makes sense in the context of developing and implementing AI in a way that meets requirements.

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