How Admin Professionals Can Use AI to Their Advantage

The recent advancements in artificial intelligence (AI) technology have come at a furious pace, and it’s left many running to catch up. Those in the medical, legal, and creative fields are worried that AI will eventually replace their job, and those fears aren’t without merit. AI has already been shown to be more accurate in diagnosing illnesses and answering patient questions.

For administrative professionals, the changes that AI brings, both positive and negative, could have a big impact on their roles as well. While admins often play a part in numerous aspects of a company’s day-to-day business, they also have a lot of routine tasks that could be automated very soon, if they haven’t been already.

AI Tools That Can Help Admin Professionals

It’s possible for admins to use this to their advantage. An app or website often has to be used, but it can help complete hours- or days-long tasks in mere minutes. There are tools that AI offers that streamlines admin work, and therefore help everyone in the company:

• Repetitive tasks like generating reports, sending reminders, managing data and scheduling appointments can easily be streamlined by AI. There are various tools that can help schedule meetings by analyzing calendars to find times that work for everyone. There are tools to extract information from documents, emails or images, turning that information into data. If you're responsible for working with large data sets, AI-powered analytics tools can even help with the analysis needed for better decision-making. 
• Virtual assistants can improve your writing, interactions with clients, employees and departments, and much more.  Chatbots can handle basic questions, provide information, or even set appointments. The best part of this type of tool is it’s available 24/7.
• Reviewable information makes anything searchable. AI tools can record and transcribe meetings and calls, which means even specific details from a two-hour meeting can be found quickly; much like you might use Ctrl+f to find a specific word or phrase on a web page.
• Create a new job for yourself. Knowing how best to use AI technology is an increasingly important skillset, but it’s one that not many people have mastered yet. Even data generated by AI needs a human to verify its accuracy, and on top of that, knowing how to manipulate this technology will make you invaluable.

There are a lot of AI tools that can be used, but these are the most likely to impact an admin professional’s daily tasks and assignments.

How useful each of these tools can be likely depends on the type of company for which you work, but many of them would be a massive help in a lot of different industries. Perhaps the most difficult thing about AI technology is learning how to use it. In order for it to work to your advantage, you have to know the best prompts to give it so it can organize your work.

This is the biggest clue that AI won’t replace humans anytime soon. A calculator is only as smart as its operator, and the same rule can apply to AI technology. Without proper information input, AI won’t return good results back to you. It takes some trial and error, but learning how to make AI work for you can help you focus on more big ticket items, rather than spending hours on monotonous, routine tasks.