AI can save time… but is it saving money?
(Watch our short video or read the full article below)
Almost every conversation about AI comes back to productivity.
We see demonstrations of reports created in seconds, emails drafted in moments and routine admin handled automatically. For businesses, that might mean less time spent on paperwork. In schools, it could help staff manage reports, communications and other day-to-day tasks.
It sounds like a straightforward way to save time. And sometimes it is.
But saving time doesn’t always mean saving money.
Take a member of staff using AI to write a first draft of a report or proposal. What might have taken half an hour to write from scratch is ready in a minute or two.
That’s a useful start, but the work isn’t necessarily finished. Someone still needs to check the facts, review the figures and make sure the final version is accurate.
AI has helped speed things up, but the real benefit depends on what happens next. Does it free up time for more important work, or does it simply move the workload elsewhere?
There’s also the cost of the tools themselves.
As AI becomes more widely used, different teams and individuals often find their own solutions. One person uses a tool to help with content, another uses AI for research, while someone else relies on an assistant to summarise meetings.
Before long, there may be several subscriptions doing similar jobs, with little oversight of who’s using what.
We’ve also seen how easily people can turn to personal accounts or free tools when the approved options don’t meet their needs. This can create problems with data security, compliance and the way information moves between systems.
For schools, where pupil and staff information needs careful handling, that deserves particular attention. Businesses face similar concerns when working with customer details, financial information or confidential documents.
So, where should you start?
Rather than choosing an AI tool simply because it’s popular, look at the tasks that take up the most time in your organisation.
- Are staff spending hours preparing reports or updating records?
- Could AI help manage routine enquiries or improve communications?
- Are people copying information between different systems when a simpler process might work?
- Do your existing tools already offer AI features you’re paying for elsewhere?
Starting with a real problem makes it easier to decide whether AI is worth introducing and how you’ll measure the results.
It also gives you a clearer idea of what needs to be in place before people start using it, from suitable tools and staff guidance to security and data protection.
AI can be genuinely useful, but buying more software isn’t always the answer. Sometimes, getting more from the technology you already have is a better place to start.
The important question is what has actually improved.
Are staff getting through their work more efficiently? Has the quality of service improved? Are teachers getting more time for pupils, or are business teams spending less time on routine admin? And are those benefits worth the cost of the tools?
These are the things worth reviewing as AI becomes part of everyday working life.
At Breathe Technology, we believe it’s worth looking at the bigger picture before adding another tool to the mix. If you’d like to review how AI fits into your existing IT, where it could help and what to consider around security and cost, we’re happy to have a chat.
Get in touch.
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