Process automation with AI and employees: finding a balance

The challenge of digital transformation

In the rapidly changing corporate world, German SMEs are facing the challenge of optimizing the use of technology while at the same time developing employees’ skills in a targeted manner. Automation processes, particularly through artificial intelligence (AI), offer enormous opportunities for efficiency gains, but a lack of skills management often leads to anxiety and uncertainty among employees.

How can a balance be struck between technological advances and the needs of the workforce?

How can technologies be optimized without losing sight of the employees?

Process automation with artificial intelligence (AI) promises to increase efficiency and competitiveness, but also requires a careful human-machine balance. This transformation not only affects working methods and processes, but also the entire corporate culture. A study by Deloitte shows that 63% of managers surveyed already consider AI to be “very” or “crucially” important for business success – a figure that is expected to rise to 81% within two years.

Drivers and motivation behind process automation with AI

Why do companies rely on process automation?

The motivation behind the introduction of process automation often lies in optimizing business processes and increasing productivity. This not only promotes productivity, but also strengthens the intrinsic motivation of employees, as they experience more autonomy in their tasks. This autonomy and the responsibility that comes with it contribute significantly to greater job satisfaction by enabling employees to use their skills more effectively. Companies are striving to improve their performance while reducing the workload of their employees. The integration of AI technologies into business processes makes it possible to automate repetitive tasks and free up employees for more creative and strategic tasks.

Benefits for companies through process automation with AI

Process automation brings clear business benefits. By automating routine tasks, companies can increase their efficiency and reduce costs at the same time. Imagine a medium-sized mechanical engineering company in which numerous orders for spare parts have to be processed manually every day. AI-supported automation can significantly speed up this process by generating and forwarding orders directly from the system without the need for an employee to check every detail. The sales employee, who previously spent hours processing orders, can now focus on expanding customer relationships and developing customized offers – activities that contribute directly to business success.This can be similarly applied to human resources: instead of an HR employee manually sorting through countless application documents, an AI solution can automatically filter qualified candidates based on predefined criteria, significantly shortening the selection process.

According to a Deloitte study, more than two thirds of companies see significant cost savings through the use of AI solutions. Automation technologies not only reduce human error, but also speed up processes, which leads to improved process quality. These efficiency gains are particularly noticeable in highly standardized and repetitive tasks and help to secure a competitive advantage.

Positive effects of automation on employees and the supposed shortage of skilled workers

The term “skills shortage” is often used in companies when it comes to the introduction of automation and AI. However, the real challenge often lies not in the lack of qualified employees, but in the lack of management of their skills. In addition to the business benefits, there are also significant effects on employees. Automation offers them the opportunity to free themselves from monotonous tasks and concentrate on more demanding, strategic activities. This not only promotes their personal responsibility, but also their professional development. The newfound autonomy allows employees to develop their skills, which leads to increased satisfaction and greater professional commitment. The combination of less exposure to repetitive tasks and the opportunity to take on value-adding activities makes for a more productive and motivated working environment.

Let’s take the example of a marketing employee in a medium-sized company who previously had to create manual reports for his campaigns on a weekly basis. By automating this process with an AI-based analysis platform, the data is now evaluated and visualized in real time. Instead of spending hours trawling through spreadsheets, he can now concentrate on developing creative campaigns and optimizing the customer approach. This shift from monotonous tasks to value-adding activities promotes his professional development and at the same time increases his satisfaction.

Effects on employee satisfaction

While automation creates relief and new development opportunities on the one hand, fears can arise on the other, especially in highly automated environments. Employees may become unsure whether their position is secure in the long term or whether they can keep up with the new technologies. These so-called technology fears are a decisive factor that can affect employee satisfaction.

A good example would be a retail company that automates its warehouse processes and at the same time offers targeted training for its warehouse workers. This training could teach them how to operate the new systems and even take on more advanced tasks such as analyzing stock levels. This not only makes employees feel safer, but also valued, as they are actively involved in the change.

To counteract such uncertainties, it is necessary for companies to actively involve their employees in the automation process and prepare them for the new requirements through targeted training. This can boost confidence and reduce the fear of job loss. A supportive corporate culture that offers opportunities for further training and clear communication plays a key role in ensuring that employees perceive automation as an opportunity rather than a threat

Looking to the future: work in the age of automation

The future of work will be strongly influenced by advancing digitalization and automation. Companies must prepare themselves for the fact that not only jobs but also entire job profiles will change. The ability to continuously adapt and develop will become a decisive success factor for both companies and employees. Process automation will not only increase efficiency, but also open up new opportunities for innovation and value creation.

Holistic organizational development as the key to success

In order to secure the benefits of automation in the long term, holistic organizational development is required. This requires a review and adaptation of existing structures and processes so that the new technologies can be used effectively. This is not just about the technical aspects, but also about the way in which decisions are made and responsibilities are distributed within the company. Agility and the ability to learn are key characteristics that enable companies to make the most of the opportunities offered by automation while at the same time meeting the needs of their employees. Change management plays a central role here, as it supports the planning and implementation of the automation strategy and ensures that both potentials and possible risks for companies and employees are carefully weighed up.

Conclusion

SMEs are faced with the task of managing existing skills in a targeted manner rather than remedying the shortage of skilled workers. Successful transformation can only be achieved if technology and people are seen as complementary forces. With a holistic strategy that includes training, transparency and participatory approaches, companies can reap the benefits of automation while creating a positive, productive working environment for their employees.

Modernization through process optimization by means of automation offers companies the opportunity to strengthen their competitiveness and prepare themselves for the challenges of the future. At the same time, it requires a sensitive approach in order to take employees along on this journey. Successful transformation can only be achieved if technology and people are seen as complementary forces. In summary, it can be said that the balance between process automation and human work will be one of the key challenges for companies in the coming years. The key to success lies in a well thought-out strategy that combines technological innovation with human-centered corporate management. This is the only way for companies to reap the benefits of automation while creating a positive and productive working environment for their employees.

This article is the first in a three-part series. The following articles will focus on what SMEs in particular need to consider and what strategies can be applied to complex business processes. These articles will be published in the coming days and will provide in-depth insights into the integration of AI technologies into SME business processes.