Published on January 3, 2024, 12:25 pm
Generative AI is revolutionizing the way professionals work, surpassing everyone’s expectations with its rapid rate of development. While generative AI is relatively new to the workplace, AI already plays a significant role in many everyday business applications. From transcribing video calls and processing expenses to checking documents for spelling and grammar, AI enhances efficiency and productivity.
However, these new generative AI apps also come with certain risks. First and foremost are security concerns stemming from employees inputting sensitive data into these apps, which could potentially lead to data breaches. Moreover, the extensive integration of these new apps into workflows may cause confusion among employees, posing a challenge rather than providing the desired improvements. In this era of constant digital change, businesses need to ensure that their staff can adapt to the evolving digital landscape while utilizing these tools securely.
The introduction of any new technology in the workplace comes with a learning curve. With an increasing number of apps being added every day and frequent changes within those apps and across workflows, employees can become overwhelmed. This poses a problem for many businesses as staff struggle to keep up with the latest generative AI-powered developments across all the applications they use.
In some cases, organizations are wasting significant portions of their budget on expensive software licenses that go underutilized. Research shows that large businesses alone waste around $100 million annually on software that fails to deliver expected returns on investment (ROI), including potentially generative AI tools if firms fail to adequately train their staff or even make them aware such tools exist. It is crucial for organizations to ensure that all employees have equal familiarity and comfort working with new technologies, empowering them to leverage the available technology optimally.
To maximize productivity and avoid wasting resources, businesses should have complete visibility into how employees utilize software and applications. This allows organizations to identify areas where inefficiencies exist and provide direct guidance in real time without adding complexity. Digital adoption platforms (DAPs) enable businesses to guide employees through workflows seamlessly, fostering a more productive work environment. Additionally, DAPs offer valuable analytics that provide insights into how staff uses various software, including AI tools. Armed with this information, businesses can make informed decisions to engineer an ideal on-screen experience that boosts productivity.
While generative AI is still relatively new to the mainstream, it is essential to establish concrete policies and guidelines for businesses and individuals alike. Without a clear understanding of how to use generative AI responsibly, employees seeking quick answers or attempting to expedite their tasks may inadvertently share sensitive information outside the organization or engage in plagiarism.
The first step toward addressing these issues is discovering how employees are using AI. Full visibility allows organizations to proactively address the root causes of “shadow AI,” where employees use unapproved AI tools without oversight, potentially compromising security. Implementing DAPs can provide guardrails for employees’ usage of generative AI tools by redirecting them to safer alternatives, hiding certain functionality within apps, or providing explicit on-screen guidance based on company policies.
Generative AI presents a thrilling opportunity for businesses and individuals alike. However, there remains a risk that staff may lack awareness or misuse this technology without their employers’ knowledge. Organizations must prioritize maintaining oversight over employee usage of generative AI tools to empower them safely harness the full potential of this remarkable technology. Strategic focus on digital adoption not only mitigates the risks associated with “shadow AI” but also enhances employee experience and productivity. It ensures that employees can adapt to new tools effectively and unlock the true potential of generative AI in the workplace.