Given recent advancements in automation, artificial intelligence and machine learning, companies have access to multiple options to streamline operations. This article by John Dubois, VP of digital services, NTT DATA Services, provides five high-impact examples of how companies can take their workplace operations to the next level in the distributed workforce operating model.Â
Over the last year, office workers around the world have — out of pandemic-driven necessity — taken part in a rapid escalation of technology adoption. From video meetings and cloud-based software to the digital “appification†of countless services, companies have furiously rolled out technical solutions to help their people stay productive amid unprecedented circumstances. But even after the IT acceleration of 2020, the business world is just scratching the surface of what’s possible in terms of workplace efficiency and collaboration.
Given recent advancements in automation, artificial intelligence and machine learning, companies have access to a virtual shopping mall of options with which to streamline operations. Whether it’s optimizing the work of the IT department itself or removing bottlenecks and digital friction from employee experience, there are always improvement use cases that add up to productivity gains and engagement for employees through the strategic implementation of technology.
Learn More:Â HR’s New Duty of Care Responsibilities As Employees Return to the Workplace
 Here are five high-impact examples of how companies can take their workplace operations to the next level in the distributed workforce operating model.
1. Digitize the Employee Lifecycle
Every time someone joins or leaves the company, there’s a laundry list of tasks to be completed — creating an employee profile, assigning a laptop, registering for payroll, etc. It’s not just IT personnel who spend time on these things; it’s HR, finance, security, and others. What some companies have yet to realize is that most, if not all, of these tasks, can be automated to require very little human intervention. Automation not only frees up the staff who would otherwise have to complete these jobs; it gets new employees up and running faster and can minimize potential security risks from outgoing workers.
Onboarding and offboarding aren’t the only lifecycle management tasks to take digital. Employees’ needs inevitably change over time as they build their careers and go through life events. These changes often necessitate adjustments at work as well. Online portals, self-service tools and other automated features can save employees and support staff enormous amounts of time, collectively, whether on simple tasks like changing one’s name or ordering a different chair, or an ongoing process such as learning new skills.
2. Stop Manually Managing Devices
In large enterprises, one of the most time-consuming demands on IT staff is device management — supporting thousands of computers, phones, tablets and other hardware employees use to do their jobs. In recent years, many companies have adopted bring-your-own-device (BYOD) policies, making it harder than ever for IT to provide a consistent, high-quality user experience and ensure security across a mixed bag of device brands and platforms. The good news is the practice of modern device management (MDM) can help companies retake control.
MDM provides a single, cloud-based platform that allows IT to manage any device remotely without having to physically touch it so that routine tasks can be fully automated. Employees get what they need in less time, and IT staff who used to be overwhelmed by service desk requests gain more time to focus on strategic, value-adding activities.
3. Enhance Operations With Machine Learning
Every large organization has business processes and tasks they know could run more efficiently and drive improvement in experiences. However, many organizations fail to build teams that can capitalize on the integrating automation capabilities with sophisticated advancements in machine learning (ML)-enabled analytics.
ML algorithms can be used to analyze data flowing from a business process and hunt for systemic, repetitive problems that create errors or hamper productivity. Beyond just identifying issues, an ML platform can elevate workplace experience, simplify management and eliminate low-value tasks with automated solutions that ultimately reduce digital friction, boost efficiency, lower costs and create better user experiences.
4. ‘See’ and Solve Problems in the Real World
Most discussions of digital transformation in the workplace center on what’s happening on-screen or in the cloud, but companies can use technology to improve performance in physical workspaces as well. Computer vision (also known as AI imaging) programs analyze images — still photos or video — to “watch†for specific occurrences and alert the right people when necessary. For example, computer vision in the workplace can identify violations in health and safety protocols, such as ignoring social distancing protocols, in real-time. The potential applications are limitless.
5. Connect Systems for Maximum Impact
Projects in automation, AI and machine learning are enabling significant business improvements all by themselves. But the real magic happens when these technologies are linked into various enterprise systems to achieve a synergistic effect. Useful data flows like a digital fluid through the enterprise, enabling informed real-time decision-making and preventing disruptions.
While it may sound grandiose, these types of intelligent automations are being used to solve practical, down-to-earth problems that employees and IT staff encounter every day. Imagine, for example, that the last team to occupy a shared conference room used it for a colleague’s baby shower and left the room strewn with wrapping paper and cake crumbs. With no advance knowledge of the situation, the next group scheduled to meet in that room next might have shown up, found it unacceptable, and wasted their time trying to relocate. With a smart system, however, computer vision saw the condition of the room, looked up the next scheduled occupants on the shared calendar, found another suitable meeting space, and alerted participants of the change via text message. In this scenario, the team might have saved 10 minutes or so, but the time savings accumulated through the year can amount to meaningful productivity gains.
Learn More: 3 Unmissable Workplace Trends for 2021
Business Unrestrained
To put it directly, there are hundreds of common workplace tasks that no longer need to be performed by humans. Automated systems can oftentimes do these things faster and better than people can. What’s more, machine learning allows these systems to get better and better with every action they perform.
Workplace automation and machine learning solutions, strategically deployed in processes throughout the enterprise, help companies break through traditional barriers that limit their performance. Technology becomes a snowplow that clears the road to greater productivity, quality, customer service, and cost control. Best of all, it enables a less monotonous and more fulfilling work experience for the employees who drive the business forward.
Do you have any use cases of taking workplace operations to the next level using AI and ML? Do share with us on LinkedInOpens a new window , FacebookOpens a new window , and TwitterOpens a new window .