Choose an AI solution to transform beyond technology

9th December 2024

Collected at: https://tbtech.co/news/choose-an-ai-solution-to-transform-beyond-technology/

AI is more than a buzzword – it’s a strategic priority for many businesses across industries. But AI isn’t about jumping on trends; AI is fundamentally about transforming how your business works from the inside out.   

With its rapid growth, it’s easy for business leaders to get swept up in the thrill of the next new thing, only to find themselves coming up against blockers later down the line because they haven’t fully considered the end goal or ensured that their AI solution decisions align with both business and employee needs. A recent Capital One survey found that only 55% of business leaders are fully familiar with their AI strategy, which is a cause for concern and shows a worrying misalignment between AI implementation and a fully thought out plan. 

Where to start when introducing AI?

The first step is knowing exactly what your business wants to achieve with AI; think faster, smarter and more efficient. Once you know what you are working towards, you can start looking for a solution that can help you make it a reality. 

AI integration can feel like a daunting task at the beginning, so let’s break it down. Before you think about the end-goal, start by identifying areas that involve highly repetitive and rules-based tasks, such as invoice processing, payroll, or routine data entry.  

AI is highly effective at simplifying repetitive tasks, and your employees will thank you for freeing them up to focus on more fulfilling tasks rather than being bogged down by processes. By starting with these use cases, you can quickly see the impact and begin building momentum for broader AI adoption across the business, one step at a time. 

Don’t get caught up in the moment

Implementing AI is never about changing just a few tasks. When you choose to implement AI, you’re also choosing to move forward with a hugely transformative change for every person in your business. It’s no small matter, and it’s certainly not a quick fix solution. 

To be successful, you need to define your long-term goals and take a comprehensive look at all the workflows through your business, and that needs to happen before you make any big decisions.  

Start by thinking about where there is a lack of control and transparency in your organisation. Is work being delivered on time? Are processes efficient? If your current systems are disjointed and manual, consider implementing orchestration first to gain a clear view of your operations and identify where AI could add value. After all, as I always tell clients: You can’t manage what you can’t see, and you can’t automate what you can’t manage. 

Think about integration

One of the most critical aspects of choosing an AI tool is its ability to integrate easily with your existing systems. According to Cisco’s AI Readiness Index, only 13% of businesses are ready for the change AI is going to bring, and in fact the majority of companies do not have an infrastructure that can adapt to AI.  A tool that requires heavy-lift reconfiguration or demands a complete overhaul of your current infrastructure can quickly become more trouble than it’s worth.  

Instead, choose AI solutions that plug directly into your existing tech stack and work across the systems your teams already rely on. This reduces friction, minimises disruption, and ensures that the AI starts delivering value from day one. Whether you’re using legacy software or modern cloud-based platforms, the AI tool you select should be flexible enough to complement, not complicate, your environment. 

Stick to the schedule and support your team

While I always say implementing AI is not a quick fix for operational efficiency, nobody wants to be waiting years before seeing the benefits of such a big investment. Seek a provider capable of completing rollouts in weeks rather than months or years. These conversations should happen at the start, so that everyone is on board and aligned on the timelines. 

Having someone to provide support for your team is crucial too. Whether through training, documentation, or troubleshooting, your team will be adjusting to new workflows, so it’s important they feel supported and empowered to experiment. Start by showing the impact of AI in small use cases – such as data inputting – before expanding to more complex processes as confidence grows. 

Understand the costs and ROI

Reliable vendors will always offer data and metrics from previous clients to back up their claims. This could be efficiency gains, cost savings, or improvements in accuracy and decision-making. This evidence will give you a clear picture of what to expect in terms of return on investment (ROI) and how quickly you will start to see the value. 

AI tools can come with complex pricing structures that aren’t always immediately clear. Beyond the initial purchase or subscription cost, there are often additional expenses like maintenance, upgrades, training, and support. These can quickly add up, so it’s important to fully understand the total cost of ownership (TCO) before making your decision. 

Clarify what’s included in the pricing model. For example, are software updates and support covered, or will they incur extra costs? By understanding the full cost of implementing and maintaining the tool, you can make a more informed decision about whether the investment aligns with your budget and expected ROI. 

Share the vision

AI implementation, especially when being done on a larger scale, is a change management exercise. It’s not just about updating a tool; these changes are impacting the day-to-day roles of every one of your employees so securing buy-in from key stakeholders is critical. Aligning everyone, especially your operations and IT teams, around a shared vision will ensure the transformation goes smoothly.  

AI is not designed to replace workers. It’s designed to enhance what they are already doing and to empower them to develop further in areas that AI simply cannot replace; human-to-human interactions. When stakeholders are on board and share in the overall goal, that then filters down to all levels of the business. 

Flexibility is key

No implementation goes exactly as planned, so being flexible to changing plans is key to seeing results. Your provider should support you in refining your approach as and when needed, with the ultimate goal being that your AI solution continues to meet your evolving needs. 

Remember, technology is designed to solve business challenges and streamline processes, so you want to avoid any unnecessary bumps along the way. Be well prepared, with clearly defined objectives and take the time to find a tool that fits your needs. During the process, don’t underestimate the importance of the integration process; speed, and team buy-in will be the make or break. Finally, remember it’s a marathon not a sprint. Think about the end goal, and don’t get too fixated on the short-term technology. When done correctly and with the right principles in place, AI has the power to truly transform a business for good.