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2 Key Administrative Functions Better Left To AI Featured

2 Key Administrative Functions Better Left To AI Photo by Helloquence on Unsplash

The use of artificial intelligence for key administrative functions evens the playing field for those who can’t afford an extra employee. Also, it expands the role for traditional admins.

The trend of running lean in business can result in merging several roles into one. Today, most admins manage much more than just the administrative functions of paperwork or communication.

Now, administrative assistants are more involved in planning, participate on projects, and regularly interact with multiple departments in some capacity. Even they don’t have time for monitoring phones or scheduling meetings!

And they don’t have to, either.

Meeting Scheduling Made Easy

Business runs by meetings, and the constant need for juggling calendars has traditionally fallen to an administrative assistant. A meeting with 15 attendees can be a nightmare to align schedules and find a good time. Even with popular calendar programs that can find the next available time, the admin still has to schedule the meeting and field the responses.

Enter an AI program that can scan and locate free time for all participants, send the meeting notice, collect and react to responses, book the conference room, and put time on the calendar. With AI, even unexpected conflicts can be handled using algorithms to decide whether to reschedule the meeting or not, based on number of conflicts, who has the conflict, etc.

Instead of a cumbersome process, an AI scheduling program can handle multiple scheduling tasks automatically and even intuitively, all behind the scenes. Once the user enters preferences and settings, the AI will use the data to configure meetings to take place when and where the user would like and respond to unexpected responses according to these settings.

Better Use Of Computerized Auto Dialing With AI

Reaching out to customers, vendors, suppliers, etc., by phone takes time that’s better spent elsewhere. Consider the time it takes for an administrative assistant to move through a phone list, deliver a message, and record data about the call. Those are precious hours wasted on menial tasks.

While it’s true that the robocall has received a bad name from telemarketers’ overuse, when properly applied to business and with the help of AI, it works well to avoid wasting human capital. A robocall can deliver a message. AI powering the robocall can track responses, call back if necessary, and flag successful and unsuccessful delivery.

Hospitals, pharmacies, financial institutions, and more are already implementing computerized autodialer calls that deliver “an important message from _____________”. Not only does it save time dialing, but it reduces the need to manually track in a database who has or has not received the message. With advances in AI, small business can tailor these messages to suit their needs as well.

Better Use Of Time

With the ease of the AI administrative programs and their impact on business, smaller enterprises can better compete and administrative assistants can really dig deeper into projects and business functions. These programs trim the labor time these constant and repetitive tasks consume, and, as any in business understand, time is money.

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Deborah Huyett

Deborah Huyett is a professional freelance writer with experience working for a variety of industries. She enjoys and works with all types of writing, and she has been published or ghostwritten for blogs, newsletters, web pages, and books. A former English teacher, Deborah’s passion for writing has always been grounded in the mechanics while appreciating the art of writing. She approaches projects as creative challenges, matching voice and tone for any audience.

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