In 2023, hybrid work and artificial intelligence (AI) became two phenomena shaking up the world of work. As people returned to the office following the pandemic and OpenAI launched its first version of ChatGPT, the way we work has been irrevocably changed.
The hybrid model has emerged as the best of both worlds, combining the benefits of remote work with that of in-office work. Artificial intelligence emerges as the tool to power this transformation, revolutionizing how we work, collaborate, and manage productivity in hybrid settings. The results are just rolling in. Take, for example, how the banking world has evolved. With AI's help, bank workers' per capita contribution has grown by $98,000 since 2009 (Fortune).
From smart scheduling and virtual collaboration tools to personalized workflows and predictive analytics, AI is reshaping the modern workplace, making teams more agile, connected, and effective than ever before.
What Are Common AI Tools in Hybrid Workplaces?
Recently, when we talk about AI, our first thought may be about Generative AI, such as ChatGPT and Google’s Gemini. However, AI tools come in many forms and functions, some more familiar to you than others. Here are AI tools often used in hybrid workplaces:
- Video conferencing tools like Zoom, Microsoft Teams, and Google Meet use AI to improve video quality, reduce background noise, and offer features like real-time transcription and virtual backgrounds.
- AI-powered virtual assistants like Slackbot in Slack and Microsoft Cortana in Teams help schedule meetings, set reminders, and answer common questions.
- Customer service chatbots like Zendesk and Intercom provide AI-driven chatbots that can answer routine customer inquiries, allowing humans to focus on complex tasks.
- Natural language processing (NLP) tools like Grammarly and AI-based summarization tools like Otter.ai assist in document proofreading, summarization, and transcription of meeting notes.
- Project management platforms like Trello and Asana leverage AI for task recommendations, workflow automation, and deadline tracking.
- Security tools like Darktrace and CrowdStrike use AI to detect anomalies in network behavior, provide real-time threat detection, and offer automated responses to security incidents.
- Employee well-being and productivity platforms like Workday or Ginger use AI to monitor employee engagement and offer insights into employee well-being.
- Generative AI tools like OpenAI’s ChatGPT and Google’s Gemini can generate text, images, videos, or other data in response to prompts to support content creation.
These AI tools are integral to optimizing workflows in hybrid workplaces, facilitating smoother collaboration between remote and in-office employees, and driving innovation.
How AI Supports Various Facets of Hybrid Work
AI can help solve some of hybrid organizations’ biggest challenges: closing the physical gap and coordinating time to collaborate on projects. From intelligent automation to productivity tracking to smart energy management, AI significantly impacts hybrid work.
1. AI Can Boost Productivity and Efficiency
AI tools can boost productivity by providing more detailed insights and data to drive decision-making. For example, AI-driven analytics help HR identify skill gaps, predict employee turnover, and streamline overall decision-making. AI-powered tools can also analyze productivity patterns, shedding light on employees’ work patterns and areas of improvement. Having this data can help managers decide how to make their team more efficient and streamline operations. Additionally, AI improves efficiency by automating tasks like note-taking, scheduling, email management, and data entry. This frees employees to focus on work that requires more focus, creativity, and strategy.
2. AI Can Enhance Collaboration and Communication
Collaborating and communicating in a hybrid environment where employees may be working in different physical locations can be challenging. In a hybrid world, video conferencing is something no one can escape. AI tools can make video conferences more efficient by providing real-time transcription, translation, and captioning features. This helps participants better understand each other during the meeting, especially those with language barriers or hearing impairments. Additionally, having AI automatically take meeting notes helps streamline this administrative task, freeing employees to give their full attention to what’s happening in the meeting.
3. AI Can Optimize Space and Energy Management
Many organizations leverage workplace management software to manage their office spaces in the era of flexible seating and flexible spaces. In addition to supporting hot desking and office hoteling, many of these platforms also provide utilization data that facilities leaders can use to optimize energy management. Combining AI and real-time occupancy data gives organizations more granular insights into HVAC, lighting, and other building systems, helping them better manage their energy systems. Facilities, building owners, and operators can monitor for conditions like room temperature, lighting, and ventilation in specific zones, individual buildings, and even entire campuses—and then use this information to make decisions on where to increase or decrease energy use.
Tune in: See how Kisi CEO Bernie Mehl uses access control data to optimize workspaces.
4. AI Can Enhance Security and Privacy Protection
Hybrid models can pose a higher security risk with employees working more in places outside the office, where threats of security breaches increase. AI tools like advanced threat intelligence can help detect and prevent these threats by continuously monitoring networks and devices for any signs of unauthorized access or malicious activity. Additionally, AI tools can help encrypt data and enforce policies to safeguard sensitive information, especially in highly regulated industries like finance and healthcare, which store a vast amount of personal information.
5. AI Can Improve the Workplace Experience
Part of what makes hybrid work so attractive is the flexibility it provides. Many organizations have set up hybrid work policies and spaces to support individuals’ needs and best ways of working. AI tools can further tailor these individual preferences and needs to enhance the workplace experience. For example, AI-driven tools like predictive insights can help HR identify factors contributing to employee dissatisfaction and suggest ways to improve overall well-being. Additionally, AI-driven training platforms can recommend training programs and learning materials tailored to each learner’s strengths and weaknesses. This can improve engagement and satisfaction, as employees with learning and development opportunities can learn relevant skills that make their jobs more purposeful and may lead to promotions.
Ethical Considerations and Concerns of AI Use
When introducing AI tools into the workplace, there are several ethical considerations and concerns that organizations need to address. These concerns can have significant implications for fairness, privacy, and trust. Here are some key ethical issues to consider:
Bias and Discrimination
AI systems can inherit biases from the data on which they are trained. If this data reflects discrimination or unequal treatment based on factors like gender, race, or other characteristics, the AI may perpetuate or even amplify these biases. Since AI-driven decisions can affect everything from recruitment and workplace benefits to promotions and performance evaluations, reviewing this data for accuracy and ensuring transparent and fair decision-making becomes crucial.
Legal Liabilities
Employees may not always be aware of how much their data is used. That's why it's essential to ensure that there is clear communication about data usage and that employees have given informed consent. When AI tools make decisions, it can be difficult to determine who is responsible for errors or unethical outcomes. The lack of accountability structures to manage and address mistakes or unethical use can lead to unprecedented legal battles.
Privacy and Security Risks
AI systems rely on large datasets, including sensitive employee and business data, to give the most detailed information. First, the collection of this data raises concerns about how much is collected and how it’s used. Additionally, there is a risk that this data could be hacked or misused, potentially leading to identity theft, corporate espionage, or other breaches of confidentiality.
Job Displacement
AI can automate many tasks previously done by humans, which may lead to job losses or the displacement of workers. This can create economic insecurity and exacerbate inequalities if certain groups are disproportionately affected. And while AI can create new roles, the transition requires significant upskilling and reskilling efforts. Employees will need to improve skills that complement AI capabilities, like strategic thinking and emotional intelligence.
AI’s Impact on the Future of Work
Organizations are all racing to integrate AI into their workplaces. AI tools have revolutionized hybrid workplaces by enhancing productivity, streamlining communication regardless of location, and improving efficiencies in the workplace. While AI has had positive impacts, there are ethical considerations that need to be addressed. For instance, AI could displace 54% of banking jobs, the most of any industry, followed by insurance, software, capital markets, and energy (Citi). Addressing these AI-induced changes requires careful planning, transparent communication, and a commitment to fairness and inclusivity. The AI-powered hybrid work revolution is here—and we must be ready to evolve with it.
If you’re ready to start managing your hybrid workplaces more effectively, create your free Skedda account today.
