When to use generative AI to streamline processes and foster innovation

Over the past 18 months, the use of artificial intelligence (AI) in the workplace has surged. As businesses strive to stay competitive, the ability to streamline processes and foster innovation is vital. This is where generative AI (GenAI) steps in, offering a powerful toolset to enhance efficiency and drive strategic initiatives. 

By automating repetitive tasks, GenAI frees up valuable time for employees to focus on higher-level strategic thinking and creativity. Moreover, with platforms like MS Copilot, IBM’s watsonx and Google Gemini, businesses can access sophisticated AI solutions for corporate environments. 

What is generative AI? 

GenAI is a subset of artificial intelligence focused on creating new content by learning from vast amounts of data. Unlike traditional AI, which relies on predefined rules and datasets, GenAI can generate text, images and videos by understanding and mimicking human-like patterns. This makes it particularly valuable for businesses looking to enhance operational efficiency and innovate in their respective fields. 

Platforms like MS Copilot, IBM’s watsonx, and Google Gemini make GenAI accessible and practical for business use. These tools integrate seamlessly into corporate environments, providing solutions for various business needs. From drafting and reviewing written content to generating complex data models and visualisations, GenAI is reshaping how businesses approach everyday tasks. A study by Salesforce showed that 75% of GenAI users are looking to automate tasks at work and use GenAI for work communications, such as drafting emails. 

For change and transformation professionals, GenAI offers more than simple automation. It reimagines task performance, allowing greater focus on strategic initiatives and creative problem-solving. By automating routine and time-consuming tasks, GenAI improves efficiency and output quality, enabling professionals to deliver more value to their organisations.  

Understanding the capabilities and limitations of GenAI is important for effective implementation. While it can significantly reduce the time spent on mundane tasks, AI models require proper training and governance to ensure accuracy and reliability. This involves learning to write effective prompts and understanding the contexts in which GenAI can be most beneficial. 

The value of GenAI for change and transformation professionals 

GenAI offers a transformative advantage for professionals in change and transformation roles, including business analysts, project managers and Project Management Office (PMO) staff.  

By automating repetitive and time-consuming tasks, GenAI allows these professionals to focus on higher-value activities, enhancing overall efficiency and productivity within their organisations. A report by Censuswide highlighted that employees using GenAI save an average of 1.75 hours a day.  

Business analysts 

For business analysts, GenAI streamlines data collection, analysis and reporting. By automating the extraction and processing of large datasets, business analysts can quickly generate insights and identify trends that inform strategic decision-making. GenAI tools can also assist in creating detailed reports and visualisations, reducing manual effort and ensuring data accuracy. 

Project managers 

Project managers can leverage GenAI to enhance project planning and execution. AI-driven tools can automate scheduling, resource allocation and risk assessment, enabling project managers to focus on managing stakeholder relationships and driving project outcomes. By using AI for routine tasks, project managers can ensure that projects stay on track and within budget while addressing unforeseen challenges more effectively. 

PMO staff 

For PMO staff, GenAI improves the efficiency of project governance and compliance monitoring. Automated workflows can streamline the approval process and ensure that all project documentation is up-to-date and accessible. Additionally, GenAI provides real-time analytics on project performance, helping PMO staff quickly identify and mitigate risks. 

Specific tasks GenAI can optimise 

GenAI holds the potential to optimise various tasks within change and transformation roles. By automating routine and labour-intensive activities, GenAI enables professionals to focus on strategic initiatives, driving efficiency and innovation. 

• Data preparation and cleaning: Automating data preparation and cleaning ensures accuracy and consistency, freeing analysts to interpret data. AI tools can handle large datasets, detect anomalies, and correct errors more efficiently than manual processes. 

• Data visualisation: GenAI can generate sophisticated charts, graphs and dashboards from raw data in a fraction of the time it would take manually. These visualisations help stakeholders quickly grasp complex information, enabling more informed and timely decisions. 

• Root cause analysis: GenAI rapidly analyses data from multiple sources to pinpoint underlying causes of problems, accelerating the troubleshooting process and allowing teams to address issues more effectively. 

• Market research: GenAI streamlines market research by aggregating and synthesising information from various sources, quickly generating insights on market trends, competitor activities, and customer preferences. 

• Risk management: GenAI assists in identifying and assessing potential risks by analysing historical data and predicting future trends, allowing teams to address risks and develop robust mitigation strategies. 

• Data modelling: GenAI automates the creation and refinement of predictive models, enhancing their accuracy and reliability and helping businesses make more data-driven decisions. 

• Automating administrative tasks: GenAI handles scheduling meetings, managing emails, and organising documents, allowing professionals to focus on more critical and strategic work. 

 

Balancing automation with human creativity 

Whatever tasks businesses are currently using GenAI for, one of the biggest concerns is if and how it will impact our creativity and original thinking. A study by the University College London and the University of Exeter tested stories created by writers with access to AI to those who didn’t. The study ‘resembled a social dilemma’ as writers aided by GenAI produced more creative content, but collectively, when the stories were compared among the group, those using GenAI produced less novel content.  

As GenAI evolves, finding the right balance between automation and human creativity is key. While GenAI excels at streamlining repetitive tasks and processing large amounts of data, human oversight and creative input are essential for producing something original. 

Human creativity drives innovation, problem-solving and strategic thinking – qualities essential for business success. GenAI handles routine and data-intensive tasks, but human insights, context and nuanced understanding are vital for making informed decisions and developing creative solutions. 

By automating monotonous tasks, GenAI frees up time and mental bandwidth for employees to engage in more creative and strategic activities. For example, a project manager can delegate data collection and initial analysis to AI, allowing them to focus on designing innovative project strategies and engaging with stakeholders. 

Mitigating risks and ensuring accuracy 

While GenAI offers numerous benefits, it also introduces potential risks, such as inaccuracies and biases in AI-generated outputs. Mitigating these risks involves: 

• Regular audits: conduct periodic reviews of AI-generated content and processes to ensure accuracy and adherence to organisational standards. 

• Human oversight: involve human experts in validating and interpreting AI outputs, especially for critical decisions and strategic planning. 

• Training and development: equip employees with the skills to effectively use and supervise AI tools, ensuring they can identify and address issues.
   

Ethical considerations 

Integrating GenAI into workflows requires addressing ethical considerations, including: 

• Transparency: communicate when and how AI is used, both internally and to external stakeholders. 

• Bias mitigation: implement strategies to identify and reduce biases in AI models, ensuring fair and equitable outcomes. 

• Accountability: establish clear lines of accountability for AI-driven decisions and actions, ensuring that there is always a human in the loop.
   

Cultivating a collaborative environment 

To maximise GenAI benefits while fostering human creativity, organisations should cultivate a collaborative environment where AI and humans work together. This involves: 

• Encouraging experimentation: allow employees to explore and experiment with AI tools to discover new ways of enhancing their work. 

• Promoting cross-functional teams: bring together diverse teams with a mix of AI expertise and domain-specific knowledge to drive innovative solutions. 

• Recognising human contributions: acknowledge and reward the creative and strategic contributions of employees, reinforcing the value of human input.
   

Generative AI is adapting how businesses operate, especially in change and transformation roles. By automating routine and time-consuming tasks, GenAI empowers professionals to focus on higher-value activities, driving efficiency, productivity, and innovation.  

Integrating GenAI into workflows allows organisations to free up valuable time for employees to engage in creative problem-solving and strategic planning. This enhances job satisfaction while fostering a culture of continuous improvement and innovation. 

However, the benefits of automation must be balanced with human oversight and creativity. Ensuring accuracy, managing risks, and maintaining ethical standards are essential components of a successful AI strategy.  

GenAI has the power to reshape change and transformation roles, offering unprecedented opportunities for efficiency and creativity. By adopting a thoughtful and balanced approach, businesses can unlock the full potential of GenAI, paving the way for a more competitive future.