Why Response Automation is Key to a Successful Hybrid Workplace


Response automation software is the key for businesses across all industries to ensure the success of a hybrid workforce. In this piece, Ganesh Shankar, CEO and co-founder of RFPIO, explores how this AI technology can assist both companies and their employees during this transition. 

For more than two years, the COVID-19 pandemic upended how many companies conduct business, both externally and internally. Challenges involving workplace productivity, communication and even morale were felt almost instantly, forcing businesses to adopt practices and technologies they hadn’t used before. And while the initial changes had lasting impacts, many companies soon realized some of the benefits of working remotely, such as overall reduced expenses, time savings, and increased flexibility that they can now provide to staff. What was once perceived as an extraordinary obstacle turned into a game-changing evolution of how we view work.

Now, as a return to normal finally feels within grasp, major companies like Google, Apple, and Twitter set dates for employees to return to the officeOpens a new window . However, most companies will likely implement a hybrid model for the foreseeable future, giving employees the choice to work in-person or remotely due to the convenience and increased safety factors. As such, businesses are looking for the tools and technology that can make this transition – which for many companies will be permanent – simple and efficient. That’s where response automation comes into play.

Response automation software is the key for businesses across all industries to ensure the success of a hybrid workforce. Let’s explore how this AI technology can assist both companies and their employees during this transition.

Bridging the Hybrid Transition

Just as employees needed, and in many cases struggled, to embrace collaborative technology they had seldom used before – such as Zoom, Slack and the Google Workspace – the shift back to in-person will likely present similar issues as employees try to find the happy medium. Many employees will be stepping into the office for the first time, and even returning ones may struggle to embrace their pre-pandemic workplace lifestyle again. In addition, balancing old technology and new collaboration tools with other employees working remotely will be a significant adjustment for many. Furthermore, accessing enterprise content and knowledge utilizing multiple systems, which has likely already been a struggle due to outdated information, will only be exacerbated as employees change work locations at different times and speeds.

Response automation can help companies circumvent these issues. Rather than using different and inconsistent software, companies that embrace response automation can provide employees with access to a centralized knowledge library, increasing accessibility and uniformity. Collaborating and saving documents in one place for employees who work in the office or at home minimizes errors or inaccuracies in information sharing. All of these benefits will streamline an employee’s day-to-day life regardless of where they work and give them more time to focus on creativity and innovation.

Improving the Onboarding Process

The “great resignation” has forced businesses to deal with unusually high turnover as employees are looking for their ideal job, forcing these businesses to increase efficiency with their available resources. And while this presents opportunities for companies to hire promising new talent, maximizing existing tools and resources that companies have in place is not just essential to stay afloat but will also be a critical factor in whether those talented candidates decide to take the company’s offer and stay for the long term. Workfront’s 7th Annual State of Work reportOpens a new window found that nearly half of the U.S. workforce would leave their job due to frustrations with technology, and almost a third have already left because of this obstacle. AI solutions and their benefits to employee work lifestyles can be a key differentiator amid the ongoing talent wars. Whether it’s helping employees complete tasks faster, providing effortless collaboration between employees, or producing easily-accessible documents and projects, response automation presents enormous recruiting benefits that can help grow and keep top-tier talent. 

In addition, these tools can also ease the onboarding process. According to a study by the Brandon Hall Group, great employee onboarding can improve retention by 82%Opens a new window , showcasing how important it is to train new staff from the onset and help them assimilate. Furthermore, repetitive questions from new hires can decrease the productivity of other staff members that would otherwise be spent on priority projects and tasks. Response automation can address this problem head-on by providing immediate answers to common questions and concerns from newly-hired employees. AI technology learns from its users, and candidates who have recently been onboarded are no exception. For example, companies that embrace response automation often have a FAQ chatbot for their employees to ask basic and strategic questions. This can be especially helpful for onboarding new team members. This assistance tool learns from new employees’ past questions and stores them in an accessible database. This can help new hires find the answers they are looking for before reaching out to a supervisor or colleague and simplifies the overall onboarding process.

See More: 3 Ways To Build an Effective Onboarding System

Prioritizing Compliance and Reducing Risk

Ensuring the entire company meets all regulation standards regarding business, and legal matters is an absolute necessity. However, outdated information and guidelines have already plagued companies with respect to compliance, and the change in work environments could make this problem worse. That’s where Response Management Software (RMS) comes in. 

RMS helps companies create, manage, and automate responses to business inquiries ranging from formal business requests issued by buyers to informal questions submitted by prospects through chatbots. This relieves the burden on employees to collect, verify and distribute sensitive information and helps guarantee the secure flow of sensitive documentation between departments like sales, legal and client success. As hybrid employees will be switching back and forth between devices, RMS also embraces basic security measures like two-step authentication and single-sign-on to reduce risk.

With employees returning to the office, executives will have to navigate the hybrid workforce and its new challenges. Whether it’s assisting with the in-person transition, helping new employees onboard in a hybrid environment, or ensuring simplified collaboration and that information is stored and shared securely, response automation technology can help. Response automation that embraces AI and machine learning capabilities presents a single, robust, all-encompassing solution for companies across various industries.

What challenges are you facing in the hybrid work environment? Tell us about your return-to-office experience on LinkedInOpens a new window , TwitterOpens a new window , or FacebookOpens a new window . We love it when you share!