Researcher’s seven tips for introducing AI in the workplace

AI and other technologies can make work more efficient and create value for organisations. However, without a conscious focus on the working environment, the technology may also lead to new problems. This is shown by new research from Halmstad University, which has examined how digital automation can be introduced while maintaining or strengthening the working environment for white-collar employees in the private sector.

“We have researched how digital automation, such as AI-supported solutions, can be implemented while maintaining or improving the working environment. Digital automation can create significant opportunities, but it needs to be introduced in a way that takes people’s work and working conditions into account”, says Maria Åkesson, Professor of Informatics at Halmstad University.

The research was conducted by Maria Åkesson, Michel Thomsen, and doctoral students Olga Plotnikova and Naomi Chikumbi Zulu. In the project “Guidance for digital automation and a good working environment”, the researchers have studied how digital automation affects the digital working environment, working conditions and competence requirements of white-collar employees in the private sector. The research was funded by Afa Försäkring.

Consider the working environment when introducing AI

The researchers have primarily conducted studies in the IT sector and interviewed software developers and UX designers, occupational groups that are highly affected by digital automation and generative AI.

The results show that digital automation can create problems in the working environment, but that these can be prevented if the issues are addressed early in the implementation process.

“We saw that the working environment is often overlooked when the focus is on the opportunities offered by the technology. At the same time, the consequences for work content, skills development and working conditions can be significant. Therefore, the working environment perspective needs to be included from the outset”, says Maria Åkesson.

A key conclusion is that work on the working environment needs to be flexible and able to continuously identify unwanted effects that arise when new systems are introduced and begin to be used in practice.

What do we gain – and what do we risk losing?

The researchers also point out that organisations need to examine what value is actually created through automation.

Efficiency and productivity are often the focus, but other values risk being weakened or lost.

“Automation can result in the loss of important values such as job satisfaction and professionalism, and the erosion of service quality and customer satisfaction. Therefore, it is important for organisations to analyse the effects from a broad perspective when they begin introducing automation”, says Maria Åkesson.

The researchers also conclude that different types of automation affect work in different ways. It is particularly challenging when generative AI is used for tasks that are closely linked to employees’ core competencies, compared with when the technology is used for more administrative tasks such as documentation.

AI requires collaboration and clear governance

Another conclusion is that collaboration between employers, employees and other working-environment stakeholders is crucial for creating realistic expectations and a well-considered implementation of automation.

The researchers have also studied the perspectives of the social partners on digital automation and work in the working environment.

“When new technology is introduced, there needs to be a shared understanding of what it is to be used for, what risks exist and what support is required. Without governance, shared principles and procedures, there is a risk that its use will develop in different directions within the organisation”, says Maria Åkesson.

The researchers also emphasise the importance of organisations being prepared for unforeseen errors, misunderstandings and other situations that may arise when automated systems are used in everyday work.

Researchers develop guidance for workplaces

As part of the project, the researchers have developed guidance for digital automation and the digital working environment. The guidance is based on several principles intended to support workplaces in introducing automation in a sustainable way.

The work has been conducted using a qualitative, practice-oriented approach, with the researchers maintaining an ongoing dialogue with professionals and representatives of the social partners.

“We wanted to ensure that the results are useful in practice. Therefore, we have, throughout the project, discussed and validated our conclusions together with people who work with these issues on a day-to-day basis”, says Maria Åkesson.

The results are primarily aimed at managers, those responsible for the working environment and safety representatives, but the researchers believe that the guidance is relevant to all workplaces where digital automation is introduced.

Text: Linda Harling, Afa försäkring

Photo: iStock, Magnus Karlsson