Transforming the Workplace with Artificial Intelligence

With the rapid rise of artificial intelligence (AI) technologies, workplaces are already undergoing a transformation. How can business leaders design, strategize and reimagine the workplace to succeed in this journey?

“AI innovation is rapidly advancing and integrating it into your business strategy is no longer optional. For our channel partners, AI-driven systems enhance efficiency by predicting service needs for assets and alleviate administrative burdens for salespeople through customized communication strategies,” explains Chris Nagle, Head of Global Program Management, Office Equipment at DLL. “DLL is committed to significant investments in marketing, portfolio analytics, data privacy, and security. Recognizing the expectations of tech-savvy customers, DLL is developing an AI architecture to make services faster while enabling access to new technologies for office equipment companies.” 

Companies looking to lower costs, optimize processes and improve collaboration should carefully consider how emerging technologies can impact their workplaces. How will AI revolutionize the workplace of the future and contribute to a healthier bottom line? While the potential is expansive with AI, transformation in the workplace will be seen in five major areas.

Smart Devices, Everywhere

Smart multi-functional printers (MFPs) and multi-functional devices (MFDs) are no longer just tools for document management; AI capabilities have transformed them into intelligent assistants that anticipate our needs. Here’s how:

• Data-driven Decisions: AI algorithms analyze historical and real-time data on usage patterns and other diagnostic information about a device. Smart MFPs optimize resource allocation by automating tasks. For example, a smart scanner can save a file to the right folder automatically, speeding up processes like invoicing. These insights offer valuable information that can optimize resources, drive process improvements, and guide strategic planning.
• Automatic Supply Ordering: Remember Amazon’s Dash Button? When pressed, an item would be reordered automatically. Well, MFPs equipped with AI take it a step further. They learn consumption patterns and automatically order new toners, paper, or other supplies just in time. No more last-minute panic when the MFP runs out of ink.

Smart devices will only continue to become smarter. For the workplace, this means streamlined document management processes, enhancing efficiency, and reduced costs.

Enhanced Security Measures

With the global rise in security incidents in the workplace, safety is paramount, now more than ever. AI technology can significantly enhance security protocols and programs in the workplace, with:

• Facial Recognition: Access control systems now use facial recognition technology. Employees can enter secure areas without badges or PINs, making access more convenient and efficient.
• Anomaly Detection: AI surveillance systems identify unusual behaviors or actions. Whether it’s an unauthorized person in a restricted area or a suspicious action is logged, these tools alert security personnel promptly.

However, it’s crucial to address biases and potential misuse of AI. Incorporating human oversight and training alongside AI is essential. 

Human-AI Collaboration

As we integrate smarter technologies into workplaces, the relationship between humans and machines will inevitably change. Gartner® predicts, “By 2026, AI solutions will result in over half a billion new human jobs.” To thrive in the era of AI, companies must aim to foster collaboration between humans and AI:

• Empowering Employees: Organizations should seek to train employees to work effectively with AI-powered office equipment. Continuous learning is essential, especially as technology evolves rapidly. Adaptability and flexibility matter as much as technical expertise. Encouraging a growth mindset and embracing change within the work culture makes an impact.
  
  
• Leveraging AI for Learning: Using AI in learning and development initiatives can enhance professional development and growth, whether it’s through personalized training recommendations or adaptive learning tools.

Predictive Maintenance

In the ever-evolving landscape of office equipment, AI-assisted maintenance emerges as a significant resource. It’s not merely about fixing what’s broken; it’s about anticipating issues before they disrupt operations and using data to make actionable predictions. AI offers a 360-view on the health and maintenance requirements of machines and equipment.

Imagine having a 24/7 monitor on your MFP, predicting potential problems, and recommending preemptive actions to prevent an issue from materializing. With AI, you can eliminate downtime, boost efficiency, extend the lifespan of your equipment and keep maintenance costs in check:

• Preventing Equipment Breakdowns: The best way to approach an issue is to prevent it from happening. AI analyzes historical data and real-time sensor readings to predict when equipment (such as MFPs, MFDs, or scanners) is likely to fail. By addressing issues proactively, businesses can reduce downtime and reduce costs.
• Extended Lifespan: Regular maintenance based on AI predictions contributes to prolonging the lifespan of office devices. Components are replaced or repaired before they reach a critical state, avoiding premature wear and tear. This means fewer equipment swaps and a longer equipment lifespan in the workplace.

Sustainability for Every Office

As the world turns to a greener future, sustainable practices will continue to grow within the workplace; large and small. AI will play a key role in promoting sustainability, with:

• Energy Optimization: Smart devices help reduce energy consumption. From automatic power-saving modes to efficient printing practices, these small steps add up.
• Paperless Initiatives: Digitized processes wherever possible, like smart MFDs and document management systems result in decreased paper consumption. 
• Recycling Programs: Smart recycling programs streamline and optimize collection processes, improving efficiency and minimizing fuel consumption. Smart bins have the capability to collect high-quality waste data to help spot trends and analyze waste data to make strategic decisions. Recycling bins can even notify when they’re full, optimizing waste management.
  
  

While businesses must move swiftly to remain competitive during the coming digital transformation, financing this transformation is the first step. Financing the necessary equipment, resources and technology may prove challenging for companies with committed debt cycles, and those prioritizing cashflow and capital preservation.

DLL is an expert in financing and supporting companies in all their efforts to improve offices and the lifespan of the equipment. For over 50 years, we have partnered with equipment manufacturers, dealers, and end-users around the world to increase sales, get paid faster and access the latest equipment. Offering flexible financing solutions, unique payment terms, term-commitments that allow for upgrading and more to customers will set the companies leading the AI charge apart from others.

If you are providing customers with equipment and technology options for the workplace of the future, contact us today to schedule a time to discuss how offering flexible payment solutions can simplify sales. 

Gartner, Building a Value-Driving AI Strategy for Your Business, October 2023.
GARTNER is a registered trademark and service mark of Gartner, Inc. and/or its affiliates in the U.S. and internationally and is used herein with permission. All rights reserved.

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