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Administrative Tasks

Administrative Tasks to Automate Using AI

From calendar scheduling to email sorting— there are a variety of tasks that take up all the extra time your employees could be spending on growing your business. Thankfully, with artificial intelligence (AI), your remote workers can easily tick off their to-do lists and boost productivity. This is especially true for manual work that doesn’t need to be customized. Read on to find out the basics of automating your administrative tasks using AI.   

What Administrative Tasks Can You Automate?

Businesses primarily automate routine tasks with the help of commonly used AI technology such as ChatGPT, Notion, or Grammarly. These tools can accomplish simple but necessary tasks such as summarizing, creating content, or improving texts. 

A survey by Manyika, et al. (2017) revealed that around 40% of administrative tasks can be automated. Examples of these tasks include report creation, data entry, and answering customer inquiries. 

How can AI Automate Administrative Tasks?

Curious about how AI actually helps your employees with manual work? Here are some techniques commonly used by AI to execute routine activities: 

  1. Natural Language Processing (NLP): NLP allows AI systems to process human language and provide responses to questions, emails, and other text-based information.
  2. Machine Learning (ML): AI systems use ML algorithms to get a grasp on patterns and data which is often used in complex research. Business leaders can use this to streamline data analysis and provide predictions to make informed decisions. 
  3. Robotic Process Automation (RPA): RPA employs robots to do the tedious work of data entry and data extraction

Ultimate List of Administrative Tasks to Automate

Administrative Tasks for Executive Assistants (EAs)

Document Classification and Retrieval: AI systems can index, classify, and retrieve documents immediately, which makes it simpler to organize and find crucial information.

Report Generation: With AI tools you can analyze vast databases and glean crucial insights. 

Data Entry: Automate entering large quantities of data from one location directly with the help of AI systems. This can not only minimize your errors but get rid of the need to input this information manually. 

Task Management: Let AI do assign tasks and monitor other employees’ progress for you. It can instantly send reminders and notifications to update team members on deadlines and completed tasks.  

Appointment Scheduling and Calendar Management: With a click of a button, AI can help analyze calendars for availability and preferences so your EAs can easily schedule and reschedule meetings. 

Document Summarization: Do away with lengthy documents your EAs will have to summarize so you can get through all your readings for the day. Let AI grab crucial information and organize it into easy-to-understand chunks.

Meeting Transcriptions and Summaries: AI tools such as Otter AI can provide transcriptions and summaries for your meetings. Your virtual executive assistant has the support to deliver fast and accurate minutes to your meetings.  

Tasks for Customer Support Representatives

Simple Customer Inquiries and Support: AI can produce chatbots to answer frequently answered questions and other basic customer inquiries that need quick responses. 

Customer Relationship Management (CRM): Utilize AI-powered CRM tools to support your customer data management. Track customer interactions and personalize responses with some hints from your AI tools such as ChatGPT. 

Language Translation and Interpretation: When you’re in business communicating with a variety of customers is crucial to skyrocketing your growth. Use AI-supported translators to produce accurately translated texts and other responses. 

Tasks for Social Media Managers

Content Scheduling: AI tools can help you decide when to schedule your posts by analyzing historical data. Optimize your posting time and reach your target audience with some extra help. 

Content Curation: Are any of your creatives experiencing writer’s block? Put an end to the stall with AI algorithms spouting suggestions, ideas, and topics for your marketing content. 

Video Creation: Since videos have become the leading form of content in the 2020s, your social media managers can leverage AI to create talking heads or even prompt the generation of entire videos. 

Subtitle Generation: Building on our last point, your videos will most likely need captions. Allow AI to produce the subtitles right as you make your video. No need to individually the words you hear on screen!

Tasks for Human Resources

Onboarding and Employee Documentation: By creating and managing employee documents, including contracts, forms, and orientation materials, AI systems can shave off hours of work.

Recruitment Automation: AI can help with resume screening, candidate shortlisting, interview scheduling, and even preliminary candidate assessments.

Performance Evaluation and Feedback Analysis: Evaluate employee performance, analyze feedback, and identify areas for improvement with language processing AI. 

Tasks for IT Personnel

Data Security and Fraud Detection: AI algorithms can detect patterns and anomalies in data to identify potential security breaches, fraud attempts, or suspicious activities, boosting overall data security.

Data Backup and Disaster Recovery: AI systems can automate the process of backing up data and ensuring disaster recovery protocols are in place, protecting critical information.

The Bottom Line

AI can provide your employees with support in an array of areas. All you have to do is gather the best tools to promote the use of AI in your workforce. And you have to train your employees how to use these tools to streamline your processes. With MOVE, you won’t have to worry about all of that. Reach out so we can help you with all the AI concerns for your remote workforce. Learn more about us on Facebook and LinkedIn