Conversations around AI are booming but how are offices currently making use of this intelligent technology? Nearly 40% of respondents report using office automation tools either daily or often. Another 18% said they use these tools fairly regularly with 11% of participants noting they rarely use automation tools. 

When asked what specific types of features or technologies are being used, respondents reported the following:

• Smart lighting and temperature control: 43.59%
• Occupancy sensors and space utilization analytics: 34.62%
• AI-enabled room booking systems: 22.44%
• Predictive maintenance and facility management: 22.44%

However, 32% of respondents reported they never use workplace automation tools. While this may be the case for some participants, we can’t help but wonder if that number is influenced by the discrete nature of automated tasks. If workflows are being completed without manual input then maybe some of these respondents simply aren’t aware that automation is running in the background. 

Either way, the majority of respondents are using some level of automation in their current workplace. So what concerns still linger around the use of AI-driven tools and what benefits are companies already seeing after implementing automation?

New, innovative technologies nearly always elicit some level of concern. Just think back to when the internet itself first became a reality. Some of those worries were justified, others were just knee-jerk reactions to the potential implications of such a groundbreaking invention. AI and automation are no different. 

We asked survey respondents what specific concerns they have about implementing AI-driven features in the physical office environment. Here were their top concerns: 

• Privacy and data security: 54.17%
• Cost and complexity of implementation: 52.24%
• Reliability and dependence on technology: 47.44%
• Potential surveillance and employee monitoring: 29.17%

Another concern that came up in responses throughout the survey was around job loss. Write-in answers included mentions of “big brother” as well as “robots taking away jobs.” When asked whether or not they thought AI-driven tools would make some jobs obsolete 61% of respondents said yes, 21% said no and 18% were unsure. 

Interestingly enough, when we asked respondents who do use these tools in their office if they observed drawbacks or challenges to implementing workplace automation 70% of respondents said no or that they were unsure. 

This suggests that when automation is actually introduced, the negative repercussions are either not occurring at all or are not being noticed by teams. This could be because many of the current applications of automation in the workplace are low-touch or it could suggest that once automation is actually rolled out the concerns mentioned aren’t an actual problem.

There are a lot of unknowns when it comes to automation and AI in the office, leading to justified concerns around how it will affect the way we work. 

Yet, even with those concerns, there is no denying that there are a lot of potential use cases for this kind of technology. Automation can help organizations cut down on lots of manual, repetitive tasks, thus freeing up time for more critical work. 

When asked how AI-driven automation features improve the the physical office environment and its usage, respondents cited: 

• Improved sustainability and energy efficiency: 45%
• Enhanced employee comfort and well-being: 39%
• Better space and resource utilization: 38%
• Increased workplace flexibility and adaptability: 27%

For those that selected a write-in response, reduction in workload and efficiency were mentioned regularly. By automating certain tasks, employees get more time back in their day.

One respondent noted: “[Automation] takes non-value adding work off of employees so they can focus on what produces results for the company.”

Respondents echoed this sentiment when asked how workplace automation and AI would impact employee productivity and overall workplace efficiency. In fact, 50% of respondents believed these tools would have a positive effect on both metrics. 

The other 50% was made up of respondents who thought automation would either have a negative impact (28%) or no noticeable impact (22%) on productivity or efficiency.

The potential benefits of automation correlate with a lot of the goals of modern workplaces. As companies continue to work on balancing flexible work and organizational productivity, solutions that can help enhance employee well-being, better utilize spaces and resources and increase workplace flexibility/adaptability will be better positioned to succeed.

We are in the early stages of what is set to be a transformation in how we work. It’s too soon to tell exactly what that will look like but we do know that the future of workplaces will include more automation and AI. 

Businesses will continue to explore how AI and automation can further their organizational goals and as they do, the capabilities of artificial intelligence will expand. The impacts of these advancements will influence our ways of working for generations to come. 

In fact, 71% of survey respondents believe AI-driven features in the workplace will either be important or very important in shaping the future of work.

For now, organizations will continue to find ways to make their offices more efficient. The workplace is home to plenty of small tasks that can be automated to make office visits and work more seamless. 

Survey participants were asked what specific workplace tasks could be fully automated with the help of AI, here’s where they saw the most potential: 

• Room Booking: 42%
• Meeting Room Scheduling: 41% 
• Office Check-Ins: 35%
• Employee Feedback: 35%
• Desk Booking: 32%
• Workplace Analytics Reporting: 29%‍
• Resource Allocation: 23%

A big piece of the opportunity here lies in solving the delivery problem of getting automation and AI physically in front of people. For example: when it comes to interacting with the office you could have your teams simply walk up to any screen in the office instead of manually visiting an app on your phone or desktop. In this case, you might approach a kiosk like you would a receptionist, and it could help you with just as much as a human could.

Technology that can bring AI interactions like this into the office environment in a simple and effective way will be well positioned to help companies embrace the future of work.

There’s still plenty of uncertainty surrounding automation and the use of AI-driven tools. When it comes to the workplace, the benefits of leveraging automated processes complement the needs of a more flexible workforce. 

With hybrid work becoming the standard practice for most offices, companies are responsible for finding new ways to optimize their spaces while reducing hurdles between employees and the office. Leveraging intelligent automation tools is one way to start building a more seamless workplace experience. 

So what should offices consider as they think through applications of AI and intelligent automation in their workplaces?

1. Start Small 

Implementing AI and automation in offices can feel like a gargantuan undertaking. But, as with anything new, it helps to start small. Consider which tasks in your office could benefit from automation technology. These are usually processes that are manual and repeatable. 

Try starting with resource management in your offices.

• Can you find ways to streamline room bookings with automation?
• How can you better address conference room scheduling with automated processes?

Starting small will help you build the knowledge base you need for future advancements and planning.

2. Communicate your Intentions to Teams  

All this talk of automation and AI can be alarming to employees. Job loss is at the front of everyone’s minds, especially considering the current economic climate. There is no better antidote to fear than communication. 

Be clear and direct about how and where you see AI and automation playing a role in your workplace. Consider how to address concerns around job security and ensure to be consistent in your messaging. AI and automation can help make everyone’s lives a bit easier, so make that clear to your teams. 

3. Plan for the Long-Term 

Take time as an organization to consider how you want to leverage AI and automation in the future. This will look different for every organization but should involve a strategic conversation about what roles AI could play in moving the company forward.

As part of this exercise, assess the potential impacts of implementing more automation or AI across your workplace.

• Would your plans affect certain job roles?
• How would AI and automation be managed and by who?
• What are some of the risks of relying on automation?

Working through these kinds of questions will help you better understand what role this kind of technology could play in your future business plans. 

4. Keep an Open Mind 

AI and automation in the workplace, and beyond, are moving fast. But it’s important to remember that it’s still early. These technologies will continue to evolve and our understanding of how to leverage them most effectively will only get stronger. 

While there are certainly justified concerns around AI and what it means for the way we work, there are also untapped opportunities and benefits that we haven’t even considered yet. Keep an open mind when it comes to the world of AI and automation - who knows where this technology might take us next.