We are given the green light to decide what improvements we want to implement and in which areas AI can help us. Ideas arise such as wanting AI to speed up certain tasks, eliminate manual activities or check time-consuming data. It all sounds promising until the AI expert asks: is what you are talking about documented? This is where many of us face a challenge, as not everything is documented, or if it is, we don’t always know if it is up to date. Often, we follow procedures based on tacit knowledge: “that’s the way it’s always been done”.
Has it ever happened to you that there are processes that have been carried out in the same way for years and nobody questions them? If any doubt arises, we ask someone with more experience: “How do you charge that invoice?” And they reply with 20 steps that have to be followed exactly as they are. No one seems to question it, even if that person is no longer with the company, the process is the same.
This hadn’t really been a problem because things worked and the results came, but now, with the advent of AI, it becomes crucial. AI is not coming to replace us, but for it to actually help us, it needs to understand exactly what it needs to do. This requires a clear and well-documented explanation of the processes.
Having a clear and detailed view of the current process allows us to detect inefficiencies and areas for improvement, significantly optimising the workflow. Documenting and reviewing our processes can lead to re-engineering, identifying unnecessary steps or simplifying them. This documentation is not only essential for IA, but in itself provides significant value. It ensures that all procedures are up to date, provides clarity to all involved and facilitates the adaptation and continuous improvement of processes. We can then understand the application of AI in 3 steps.
How to understand the application of AI in 3 steps
- Process re-engineering: Documenting and reviewing the process can lead to process re-engineering, as it allows us to identify steps that are no longer necessary or can be simplified. By having a clear and detailed view of the current process, it is possible to detect inefficiencies and areas for improvement, which can result in a significant optimisation of the workflow. Example: Let’s imagine the process of sending invoices. In reviewing the process, we find that for low amounts, it is not necessary to go through as many steps or require as many approvals. This simplifies the flow and reduces processing times.
- Automations: Identify repetitive tasks that can be automated, such as database queries or uploading data to various platforms. With automation, this data can be uploaded automatically, freeing up time and resources for other more important tasks. Example: In the case of sending invoices, we automate the process for invoices for a single product and with an amount less than a specified amount. These invoices are generated and sent automatically, without the need for manual intervention.
- AI solutions: Implement solutions that enhance our capabilities, such as improved decision making. AI can cross-reference information from our systems, such as CRM, and provide us with valuable recommendations for informed decision making by processing and making information quickly available online. Example: In addition to sending the invoice automatically, we use AI to process the collection and follow up. The AI solution stores this information in the customer history, facilitating future sales and optimising collection management.
Back to basics
To apply AI effectively, we must first go back to basics. Reviewing and documenting our processes is essential for AI to be able to process them correctly. This exercise not only helps to identify outdated and obsolete steps, but also optimises time and resources.
Going back to the example of sending invoices, we first review and document the entire current process. In doing so, we discover unnecessary steps and simplify the flow. Then we automate repetitive tasks and, finally, we implement AI solutions that not only manage the sending and collection of invoices, but also improve decision-making and optimise future operations. In this way, we achieve a more efficient and effective system, benefiting both the company and its customers.
Conclusion
Getting back to basics and reviewing our processes is a great first step. If we also document everything, we will not only help the AI, but also our colleagues and everyone involved in the processes. This will ensure that everything is clear and can be easily updated. With well-documented and up-to-date processes, applying AI will be easier, allowing the AI experts to work their magic and us, as experts in our processes, to lead and accompany the change with AI.
