For most companies, the race to future-proof their business is on.
Interest in AI technology is at an all-time high. A quick search on Google Trends shows that AI as a search term is 8x more popular in April of 2023 than it was in January 2022.
In the first quarter of 2023, a slew of AI-powered features was announced by industry leaders. For example, Adobe is introducing generative AI for video and audio, MailChimp released an AI-powered email content generator and Atlassian launched an AI assistant to speed up workflows in Jira and Confluence.
“There are countless examples throughout history [of] organizations not paying attention to disruptive technologies—similar to Encyclopedia Britannica or Blockbuster not evolving,” said Phenom VP of global strategy Cliff Jurkiewicz in an interview with Fast Company.
Jurkiewicz likens the failure to embrace AI to choosing a manual typewriter over a personal computer. “At some point, this technology will become essential to one’s work, he adds.
To enable innovation and empower customers with the most value, organizations must first look inward. In this blog, we explore how teams can adopt AI technologies in their business operations to increase workforce productivity, stay competitive, and ultimately, win the trust of customers.
What are the benefits of using AI in your business workflows?
Last year, less than half of Chief Information Officers surveyed by Forbes, Microsoft, and Adobe said their digital transformation SOPs were advanced enough. Legacy workflows impeded results, forcing employees to spend most of their time on work that required no strategy or creativity.
With industries becoming more competitive and data-driven, companies can’t afford to fall behind simply because they have no bandwidth to focus on inventive initiatives. AI-powered workflows can help individuals drastically lower their resource expenditure for tasks that have little to do with bottom-line KPIs.
Case in point: Revenue cycle management company, Coronis Health, uses AI writing software to power documentation workflows and train offshore teams on complex tasks without filling up calendars with back-and-forth Zoom meetings. Coronis employees use Scribe to automatically turn screen recordings into step-by-step process tutorials in a matter of minutes.
“We’ve already been able to transfer 50-60 hours of labor using Scribe alone,” said one Coronis employee.
From this one example, we can already see the following benefits of AI in day-to-day operations:
- Boost workforce productivity: What would you do if you freed up 60 hours of your team’s bandwidth? Think about it — that’s more hours than the average full-time work week! With time savings from AI software and workflows, you can allocate your team’s resources to high-impact projects that contribute to primary business goals. In the case of Coronis Health, the extra hours allow them to respond to more support queries and focus on ensuring the quality and accuracy of complex processes for clients in the healthcare space.
- Scale projects and results: The best way to meet ambitious targets is to reduce the effort spent on tedious work and prevent unnecessary burnout. If employees are still tackling most tasks and projects manually, then they’re only producing a portion of the results they should be seeing. AI-powered workflows empower teams with the capabilities to conduct certain processes with little to no human intervention. This means you can complete tasks in the backend even as you’re working on other tasks, or you can optimize workloads to manage high-volume tasks with ease.
- Increase accuracy and consistency: Standardizing processes can lead to more predictable and reliable outcomes. But as humans, the work we do is often influenced by lots of external factors — from the devices we use to our stress levels and the distractions that pull our focus away from work. AI workflows help companies work with systems that are set up for success. This could look like automated alerts, document creation and distribution, task handoffs and scheduling capabilities.
- Faster decision-making: AI workflows allow companies to collect and process large volumes of data that would otherwise be too complicated for humans to do themselves. With AI-powered software, teams can set up parameters to segment and analyze information for specific goals and use cases. Better decisions can be made quickly, especially when AI is used to uncover opportunities, bottlenecks and patterns that are difficult to spot with the human eye.
How is AI used in business workflows?
Now that we’ve covered the benefits of AI workflows, let’s take a look at how they’re used across different use cases to drive growth:
- Answering customer questions: Companies can use Intercom’s AI-powered chatbot, Fin, to answer complex customer questions using the GPT-4 language model. The chatbot helps teams respond to more customer queries more accurately while automatically surfacing relevant content from a company’s help center.
- Process documentation: With Scribe, teams can record software workflows and automatically have AI parse those recordings into step-by-step guides. The tool uses Natural Language Processing (NLP) and Machine Learning (ML) to interpret recordings into a series of actions with descriptive text in a matter of seconds.
- Analyze sales activity: Gong’s software lets sales teams use the power of AI to analyze sales recordings and identify patterns and phrases among sales reps. Organizations use the software to create playbooks that sales teams can follow to win more opportunities.
- Detect fraud: Tools like SparkCognition use AI to analyze historical and real-time data from financial transactions for unusual activity. The platform uses NLP to study information across large volumes of source files like call logs, emails and contracts and flag potentially fraudulent behavior.
- Screen candidate profiles and resumes: Hiring teams can use AI software like Fetcher to evaluate high volumes of candidate profiles across different job boards and online databases. Recruiters can use different filters and criteria to automatically build relevant talent pools instead of manually checking profiles one by one.
- Segment and personalize marketing outreach: Tools like Smartly.io use AI to automate marketing campaign creation and personalize content across different channels. With dynamic elements and templates, retailers and businesses can customize ads to reflect more recent prices, discounts and more without having to manually check and update each campaign.
Adopt AI workflows in your process documentation with Scribe
When is it a good time to turn to AI for your knowledge-sharing and documentation processes?
If you run into the following challenges:
- Your workflows are impacted by outdated documents.
- You spend too many hours in meetings to train team members on business processes.
- Your team’s quality of work is inconsistent and not aligned with standard operating procedures.
- You have to jump through hoops to find the documentation you need.
Organizations use Scribe across a wide range of use cases, like onboarding and training employees, creating standard operating procedures and answering support queries from customers and stakeholders.
Scribe works by following along as you work, capturing your screen and creating how-to guides with text, links and annotated screenshots.
Instead of having to deal with the messy process of capturing browser screenshots, organizing them and formatting them into documents, let Scribe's AI document your processes for you.
It's the fastest, easiest way to show anyone how to do anything.
Let’s explore this Scribe on how to use Scribe (take a peek at the top of the Scribe to see how long it took to create it 👀):
Scribe features that help you save time & money
With these features, you can maximize your time with tasks that truly matter:
- Scribe recorder: Capture on-screen workflows with a single click of a button, complete with clear click tracking. The recorder works on Chrome, Edge and desktop.
- Document editing and customization: Easily edit the text auto-generated descriptions for each step of your workflow. Add, remove, or merge steps to give readers more clarity. You also have the option to add callouts like tips and alerts to add more context to your tutorial.
- Shareable URL: No more outdated PDFs and having to rummage through email threads and Slack channels. Edits in Scribe are saved and automatically reflected in the same URL. This means you don’t have to worry about updating files across multiple locations and resharing them with individuals who’ve accessed older versions.
- Tech stack integrations: Make your Scribes more visible and accessible with smart embeds right into your knowledge bases, wikis, learning management systems and more. Scribe integrates with popular tools like Notion, Confluence, SharePoint and hundreds more.
- Scribe Pages: Make your end-to-end process tutorials clean, modern and visually compelling by compiling multiple Scribes together into a single page. Companies use Scribe Pages to create playbooks, training guides, business plans, and lots more — we have a whole library of page templates that you can duplicate and start using today! With Scribe Pages, you can also customize documents with more text, hyperlinks and embed content from Loom and YouTube.
Here’s an example:
Get started with Scribe to power your operations with AI workflows
A 2022 report discovered that companies can lose close to 270 hours a year to bad processes. Set up your team for success with AI flows that eliminate hours spent on tedious business operations like distributing information across channels, maintaining knowledge bases and documenting business processes and SOPs.
Create a free account with Scribe to start adopting intelligent automation in your workflows today!