The Benefits Of Artificial Intelligence In The Workplace

Artificial Intelligence is quite a trending topic in modern technology with many businesses adopting its use in their daily operations while others are skeptical about its relevance in the workplace. Let me show you the various benefits of AI to the workplace and how it can make your business grow as well as save time and money.

Simplification Of The Recruitment Process

Human Resource Departments are faced with the task of hiring staff which is quite daunting, frustrating and equally expensive, with personnel having to shift through a large number jobs applications for a relatively few vacancies, but this scenario is gradually becoming a thing of the past with the use of machine intelligence i.e. Artificial intelligence.

AI reduces the stress related to the hiring process through the use of the following ways:

Interesting job descriptions are written by recruiters through the use software known as Textio. This augmented writing platform compiles various job postings and puts forward to consideration suitable content to encourage the submission of more applications from job seekers.

Candidates for various job vacancies can schedule their interviews, allowing them to choose a time must suitable for them and also provides a chance to reschedule. All these are possible through the use of the Montage software.

AI powered software such as Stella match suitable candidates to jobs through the tracking of experiences, credentials and qualities sought for by employers.

Removal Of Repetitive Tasks In Daily Business Operations

Scheduling, rescheduling and cancelling meetings are quite stressful to administrative staff but the use of tools such as X.ai helps by performing these tasks diligently.

Recording, transcribing and sharing notes during meetings are also tasks which can be handled by artificial intelligence.

Improvement In Handling Issues Related To Sales, Marketing and Customer Service

Chatbots are forms of artificial intelligence that can help with support outside the company.They gain experience from real sales and customer reps and use this to assist customers in purchasing goods and services. Questions regarding marketing and customer relationship management (CRM) can also be handled by GrowthBot through the mining of data, both of the public and the company.

The Identification Of Security Risks And Protection Of Data

Financial institutions such as banks apply AI based technology to point out security risks and protect data. Examples of software which make the use of Ai in such cases include Darktrace, Exabeam and SparkCognition.

Increased Productivity

With AI handling most of the mundane and repetitive tasks at the workplace, workers are free to channel their efforts to more important tasks thus increasing productivity.

Productivity could also be boosted and monitored by machine intelligence by helping them discover areas that have high labour costs and other obstacles to increased efficiency.

Will Artificial Intelligence Replace Humans In The Workplace?

With the above examples, some individuals might be tempted to think about losing their jobs to AI powered tools since most tasks in the workplace are getting automated gradually, but their fears are unfounded as human input is indispensable despite the presence of artificial intelligence.

Artificial Intelligence basically handles tasks which could affect productivity and allows workers to be action-oriented and gives them the chance to be more creative.

E-Communication Mania

It’s approximately 2pm on a Sunday and I have probably sent 50 e-messages today. This includes social media messages, text messaging and email. In comparison to other people, that is more than likely a very low number. Yet, it made me think about the high percentage of communication that is conducted electronically.

Instant Response Gratification

If I need to connect with a friend my preferred method of contact is always text. Calling is such a bother and once you get into a conversation the entire process is prolonged. Who has time for that? Plus, I usually get an instant response. Perfect. Sounds cold but this is true for most people. We talk when we meet – hopefully. None of us want to be one of those people constantly consulting their phone when meeting with friends or worse clients!

For business, my first choice is always email. Less of an instant response but the percentage is high that a response will be provided quickly. This is a bit more stressful because instant response gratification has become somewhat of a norm.

Social media is another good resource for “instant response gratification”. A post from a personal account almost always gets an instant like from someone. A post from a business account is hit or miss but it is more of a supplementary communication tool so it’s forgivable.

Still Writing Letters, but Watch your Etiquette!

Okay so now that we have established that e-communication is hot, how do we apply that favorably in order to streamline our work but avoid becoming robotic and impersonal? Everyone likes to get immediate feedback. Customers and candidates do not want to wait for an answer. That is the plus to communicating electronically. Everyone always seems to be available. The drawback is that it can lead to some confusion and lack of clarity. The positive is that it can lead to less confusion and more clarity. Huh?

Let’s break this apart. With the steady stream of messages, especially emails, many messages are missed just because everyone is dealing with high volume or they read between the lines of what is sent. The other caveat is that you always have to be careful of what you put in writing.

Everyone is not especially talented in the written word and how you communicate is always an indication of your professionalism or lack of. Grammar, spelling, and content should always be checked for correctness. In this hurried world, which is why we are communicating in this way to begin with, some of the basic rules of written communication are often violated.

It’s interesting because in days of old everyone wrote letters. Today we are back to writing letters it is simply that the delivery is much quicker. That being said, written communication is nothing new. The rules have not changed.

Have you ever sent an email to someone that should not have been on the recipient list because you mis-keyed and accidentally included them? This has happened to most of us and it’s not something that we are proud of. Apologies are usually in order but once the “send” button is pressed there is not much that can be done.

It is the same story with attachments. How many times has this happened? You boast a litany of reasons why the recipients need to check out the document as soon as possible only to have someone send you that dreaded message, “No attachment”. Ughh. Painful every time! Always attach before writing your message to help avoid this issue.

The problem with all electronic communication is that you cannot take it back, just like that letter or card you popped into the mailbox. That is why it is very important that you do some planning with every message that you write. Yes, every message. Even your personal Facebook® posts can have an impact on your business life.

Rules for Social Posts

What are some simple rules for social posts? Never post something that you would not be okay with “everyone” seeing. That includes your mom, your boss, your work colleagues, customers, etc. Everything is open game today. You may even be connected with some of your customers on your personal social media platforms. Pretty much it never goes away and there is opportunity for anyone to view. BCWYP – Be Careful What You Post!

Also be careful of what you share on social media. Some people share posts without even reading them. Read what you are sharing before you post to make sure it represents you and your company well. You would not want to share something that is not part of your belief and passion, therefore reading everything first is essential.

Although every company should have a written document on social media posting and make it clear to employees what is okay to post, some companies are lacking in this area. If you are unaware of what the posting policy is for your company, do not post on behalf of your company. It is very important that you are informed on what your company allows you to post when you are representing your company on social media or otherwise.

Keep it Beneficial and Interesting!

It is very plausible and even necessary to text and email with customers and candidates regularly. If you are not doing this you are missing out on a huge relationship-building medium. Keeping in touch electronically to make customers and candidates aware of opportunities and information that could benefit them is crucial. It is important to allow them to “opt out” and if they do, you should not message them again without first receiving permission.

With e-communication, keep people informed about your company and your products, but don’t overkill with a bunch of boring messages that are saying the same thing. Also, remember your social media and email etiquette. Don’t hound people that connect with you with constant and intrusive sales messages unless you want to be disconnected.

Should You Use Two-Factor Authentication

What exactly is two-factor authentication and what started it? Two-Factor Authentication happens when you are required to use two types of identification to log into a web site or open your email. It was started because people were using weak passwords or no passwords at all.

Normally the first factor is a password. As a reminder, your passwords should use numbers, capital and small letters and symbols. They should not be any sort of dictionary word and be at least 12 characters long, the longer the better. You should never reuse a password. If used correctly, you will need a password manager to remember them all. Getting one it is well worth it.

The second factor can vary widely from fingerprint or facial recognition to the web site sending you a numeric code via text or email that you must enter into their web site as part of the log in process. Google, Microsoft and others are working on other methods of authentication that will be secure and make it easier for the end user.

The best type of security is the one that people will use. Two-Factor Authentication takes a little longer to log into a web site, it will add 15-30 seconds. That time would be time well spent to protect your security. Web sites; especially banks, financial and health care sites, want to be sure that when a user logs in it is in fact the correct person. This is very difficult to do with just a password. Think about all the passwords stolen last year due to hackers.

This is where your phone is used to confirm your identity. Say you log into your bank’s web site. If you use your phone for that login, your fingerprint or facial recognition can be used to ID you. If you use a desktop computer, they will usually send a numeric code to your phone that you use during the login process. In either case you gave the bank your mobile phone number, so they have at least some assurance that it is you. You also enter your password that matches what the bank has on file. This is how Two-Factor Authentication works, two types of identification.

As I stated earlier, web sites and companies are working to make this login process easier and more secure. This is a hard job as easier and more secure don’t always work together.

George Uliano is a security professional with years of law enforcement and security experience. He earned a Bachelors Degree in Criminal Justice and Business graduating with honors. George holds three U.S. patents on different locking principles. This combination gives George and His Company Locking Systems International Inc the unique ability to provide its customers with the correct security at an affordable price.