Technology plays a role in our everyday lives. Whether we’re at work, at home, running errands, or anything else. At work and in our jobs, we rely on technology, and now artificial intelligence (AI), to get things done.

One of the top reasons businesses and teams are using technology in the workplace is to increase productivity.

But how is AI used in business? How is it affecting jobs? And how does technology increase productivity in the workplace, exactly? Keep reading to find out.

How has AI affected jobs?

It’s no surprise that AI and technology have made our lives easier in many ways. Our jobs included. In recent years, specifically since the pandemic, our reliance on technology and AI has increased substantially.

Companies today rely on cloud technology rather than paperwork and physical file storage units. Businesses around the globe use video conferencing software almost every day.

But as with anything new, there are those who are in favor of emerging technology and those who are against it. There are those who are directly affected by AI and those who aren’t.

Then, there are those whose jobs will become obsolete, as in AI will take their jobs, and those whose jobs will benefit from AI.

In other words, AI and technology affect jobs in various ways. AI will take over some jobs, others will become better because of new technologies, while new jobs will emerge.

But the most important point is ‘how’ people and employees use AI in the workplace. Will they use it correctly? Or will they misuse it?

For this article, we’ll be focusing on how technology increases productivity in the workplace.

How does technology increase productivity in the workplace?

Now, let’s look at the benefits of using technology at work and how it can increase productivity.

It’s worth noting that increasing productivity means improving various processes. These processes will differ from one team to another and from one role to another.

Here are several ways technology and online tools can improve productivity in your team and company:

1) Improves communication

Working as part of a team or group can lead to many tasks, requests, and deadlines, resulting in confusion and miscommunication.

The team leader, manager, or senior ends up spending more time coordinating tasks rather than completing tasks and reviewing the results.

That’s why one of the main reasons companies and teams use tech tools is to improve communication. Many teams today turn to tools like Slack, Asana, Trello, ClickUp, and Nifty, to create, manage, and assign tasks.

Using these tools, teams can see when a project or task is in progress, who is working on it, when it’s due, and so on. Some of these tools can also send reminders about upcoming deadlines.

2) Improves time management

By improving communication, technology helps teams and employees manage their time better. This means they can get more done during their working hours.

This‌ helps companies cut back on overtime and reduce burnout among employees.

3) Helps automate workflows 

One of the major benefits of using software tools is to automate workflows. These can be any type of internal workflow, such as business, project management, marketing, operations, sales, or something else.

Technology can turn otherwise boring, manual, pen-and-paper processes into fast, automated, and seamless ones. Not to mention, all data is logged on to the system for designated employees to view or review.

4) Increases concentration and focus 

Improving time management and communication and automating manual tasks means employees and managers can free up time to focus on core operations. This, in turn, makes them more productive.

5) Can help with brainstorming

One of the best ways to use AI and technology at work is to help you brainstorm ideas and inspire creativity. Often, marketers and content marketers will use AI tools like ChatGPT to brainstorm ideas and topics.

Marketing and sales teams can also use technology such as visualization tools, customer relationship management (CRM) systems, among others.

6) Can increase collaboration

Employees can benefit from collaboration software, like Notion, ClickUp, Asana, and others, to increase collaboration and, accordingly, productivity.

With collaboration and streamlined processes, employees have a better chance of finishing their work faster or more efficiently or both.

7) Helps with data storage

A major benefit of using technology and software tools is it stores data online. You may give access to this information to your entire team or specific team members.

Depending on the software tool you’re using, the data stored will vary. For example, if you’re using HR software, you can review employees’ sign-in and sign-out details, number of holidays or sick days taken,…etc.

Similarly, you can use a visitor management system to make it easier for receptionists to login visitors, create profiles,…etc. Not only can a software tool digitize and speed up their work, but also it creates logs for the company to see who’s coming and going…etc.

8) Continuous learning experience

For employees to grow, they need to have a self-development plan. At the same time, companies need to invest in their employees’ learning, training, and growth.

Technology is an asset for various learning needs. From online courses and bootcamps, to online learning platforms and tools.

Your company may invest in a learning platform and give employees access to it. Your HR team can develop training and development KPIs to see if employees upskilling themselves and how they’re performing.

What do employees need to know about using technology?

Before jumping onto the nearest productivity or collaboration tool, there are some pitfalls to be aware of and avoid.

When using technology to increase productivity, you need to have a process in place. This means you should know what you want to do and what the tool can do for you.

In addition, if you’re using AI tools like ChatGPT, be careful and very clear about how it ‘should be’ used. And how you’re really using it.

For example, a recruiter may ask ChatGPT to tell them which resume they think is best, but ChatGPT wasn’t designed for that. It was designed to create conversation.

Another example is writers who ask ChatGPT to write an article for them. Again, the software wasn’t designed to perform this role. However, many marketers and professionals suggest using ChatGPT as a brainstorming tool. You can ask for ideas or inspiration rather than actual content.

Conclusion

Regardless of the size of your company, you’re better off keeping an eye on the latest technology trends. Especially those relating to your business and industry.

Because there’s no doubt teams and employees across industries can benefit from technology, whether for productivity, or better communications, or creativity. Or something else.

Hoping you can wait out the storm of emerging technology is the best way to be left behind in terms of personal and professional skills. Not to mention, the development of your company and role.

So, keep an eye on new tech trends and tools. Explore and experiment with tools but make sure you’re using these tools correctly. That is, based on what they were designed to do.

Further reading:

What Are the Most Common HR Challenges?

What Is the Truth Behind These 7 Myths and Misconceptions about HR?

What Is a Business Development Strategy? Here’s How to Create One

9 Employee Engagement Metrics to Track for a Better Work Culture

11 HR KPIs and Metrics to Measure for Better Business Performance