The one resource your business will never have enough of is time - a problem when trying to manage costs. We constantly encouraging employees to “work smarter, not harder”, in a bid to increase efficiency and lower costs.
But if we’re serious about smarter working, we must supply tools that actually help them become more efficient. In an age where people are being deluged by data, those tools need to be more than just handle the information – they need to be able to constantly improve the way data is managed automatically.
Machine intelligence is key to future efficiency
By analysing the way you use information, it is possible to better plan future management. This process is far too involved to be completed manually however. Instead, you can use “machine intelligence”, advanced computer analytics that performs the necessary observation, before making productivity enhancements and suggestions.
The system really does “learn”, using past and present usage patterns to recommend new efficiencies. Over time, the savings will become quite significant.
Google leading the way once more
As part of their programme of continuous improvement, G Suite (think Microsoft Office but, by Google) has been updated to include more machine intelligence features. And every single one is tailored to making your employees more efficient.
For some time Google has already been using machine intelligence algorithms to monitor the data you store in their services and the way it is used. These observations have been used to design a number of new features that will help your team work smarter – and more quickly. Best of all, these features will continue to improve as neural networks; the tech behind machine intelligence; identifies new time-saving tweaks.
Inbox by GMail has been using these techniques for a while – automated replies, email filing and trip inventory are all performed automatically with the assistance of machine intelligence. By scanning your email and how you interact with specific messages, the app can better predict what you want to do in future, taking more-informed actions on your behalf.
The Recent change of name from Google Apps to G Suite is not the only change for Google’s office suite. A renewed focus on applying AI or machine intelligence to making your life easier has begun.
With Google Sheets you no longer need to know complex Excel formulas. Using natural language you can describe what you want Google Sheets to do with your data, such as create a specific style of chart. Machine intelligence allows Google Sheets to produce the associated graph in the blink of an eye. The steep learning curve needed in the past to get the most from Excel is instantly gone. Similar updates have been rolled out to Google Docs and Google Forms.
Helping people take action more effectively
Take the new Action Items feature in Google Docs and Sheets, intended to streamline the process of collaboration. When a shared document gathers a collection of notes and comments from stakeholders, it becomes very difficult to identify outstanding actions, and who is responsible. Action Items uses Natural Language Processing (NLP) to detect common terms – like a person’s name. It then automatically suggests assigning a task to people matching the name as you type, including dates and times if mentioned in your notes.
Your colleague (or employee) now knows what needs to be done without looking through the comments attached to the document. They not only receive an email advising them of the task to be completed but when they open the document, the relevant tasks are clearly highlighted. The files are also marked with a badge in Google Drive, helping them see which files have tasks that need to be completed.
According to McKinsey Global Institute employees spend about 20% of their work week which is nearly a day, searching for internal information and tracking down colleagues for answers. This development is really exciting because it will help to speed up your employees’ work habits.
Getting the information you need more efficiently
Google Forms have also been overhauled to take advantage of machine intelligence capabilities. As you build your form machine intelligence will analyse the questions being asked, and try to suggest the most appropriate responses that you can quickly insert.
According to Google’s estimates, these predictions are so accurate that you will be able to create a new form up to 25% more quickly. Greater efficiency frees up time for use on other tasks. Machine intelligence will also ensure that these predictions continue to improve, so you should see new efficiency savings moving forward.
And if you’ve ever wondered why Google is so good at surfacing the files, emails and calendar appointments that are most relevant – it’s because of machine intelligence. Over time these automated algorithms get to know you, your preferences and your needs – and it uses these observations to refine every future search.
Machine Intelligence – your competitive advantage
Machine intelligence (sometimes referred to as AI - artificial intelligence) is vital to helping your business avoid data overload. Machine intelligence also reduces the level of IT knowledge employees need, by taking over the tricky to do tasks and replacing them with simple interfaces that can work out what your employee is attempting to complete.
Increased efficiency helps to reduce your operating costs and boost your margins, particularly if it helps you achieve the holy grail of being able to do more with less. This becomes a competitive advantage over your rivals who insist on managing data and processes manually.
To learn more about G Suite by Kimbley IT, machine intelligence and how it will transform your operations now – and into the future – fill in the form below.