When it comes to adopting AI, particularly large language models like ChatGPT, many businesses are understandably cautious. They’re worried about everything from data privacy, job security to the protection of intellectual property.
As a result of this fear of the unknown there are a vast number of managers and leaders who are taking a stance and banning AI use in the workplace outright instead of building an inclusive and managed approach to its integration.
The problem with this is that whilst it may be good for the risk assessment paperwork it’s ultimately counterproductive meaning that the restriction of use of AI tools simply leads employees to use them in secret, often without the correct guidance or a deeper understanding of how the tools work. Of course, this then leads to inefficiencies and misuse, as staff miss out on structured training to maximise AI’s potential safely and responsibly.
Through our work with clients at Excalibur Press we’ve supported leaders and managers to be able to adapt AI, in particular large language models, into their daily workstreams. Not just that, we’ve been able to help staff improve efficiencies, reduce heavy workloads and, ultimately, decrease stress levels.
I have seen it working, the proof is clear to see, there is a massive opportunity for businesses willing to shift their approach from restriction to education. By embracing AI and setting up clear best practices, companies can unlock a raft of benefits, both for individual productivity and for organisational strategy. Large language models offer practical ways to streamline processes, allowing teams to spend less time on repetitive tasks and more on the creative, strategic aspects of their work.
How AI Reduces Workload And Enhances Productivity
AI in the workplace isn’t about replacing people—it’s about enabling them to work at a higher level. One of the key benefits I see from AI integration is its impact on day-to-day workflow.
For many professionals, especially those in leadership roles, AI is a game-changer. Tasks that would traditionally take hours, such as compiling reports, drafting documents, or managing administrative processes, can now be streamlined to take a fraction of the time.
This reduction in low-value work frees up staff to focus on strategic decision-making, creative projects, innovative and other high-value activities that drive the business forward.
In one business we worked with recently we were able to teach them how to integrate the use of large language models and our unique prompting framework into their tendering processes. That same company reported their average time for writing and completing tenders went from 25 hours to 12 hours.
This efficiency gain allows the team to focus on other tasks, freeing up valuable time that can be redirected towards planning, developing new ideas, and engaging with clients at a deeper level. The result isn’t just improved productivity; it’s a shift in focus towards more meaningful, impactful work.
This reduction of mundane tasks can significantly decrease stress levels across teams. For employees who may feel overwhelmed or anxious about repetitive, time-consuming work, there are a range of AI tools that provide a practical solution. By handling routine tasks, AI allows staff to concentrate on work that aligns more closely with their skills and interests, ultimately improving morale and creating a more motivated workforce.
Addressing Privacy Concerns With Policies And Training
One of the most common concerns surrounding AI in business is data privacy. Companies are understandably cautious about the potential risks associated with sharing sensitive information. However, banning AI is not the solution. Instead, leaders should be taking proactive steps to establish clear policies, guidelines, and training on the responsible use of large language models.
A critical step is to develop a set of best practices for AI use within the organisation, and this must be a co-created document with the staff and leaders to ensure they are right for that business’ particular activities.
The process and guidelines must include training staff on how to anonymise data, how to protect intellectual property, and how to interact with AI tools responsibly. Investing time in learning good prompting techniques and building custom models where appropriate can ensure that AI is used efficiently and safely. Policies need to be designed not just to protect the business but also to empower employees to use AI confidently and effectively within the boundaries of good practice.
Rather than avoiding AI, companies should be investing in understanding its use cases and establishing a framework that supports safe, effective usage. This means ensuring that all team members – from entry-level staff to senior leaders – are familiar with the fundamentals of AI use. Clear guidelines and a structured approach demystify AI, making it an accessible tool rather than a looming threat.
Empowering, Not Replacing, The Workforce
It’s understandable there’s a fear that AI will lead to job losses, and it’s easy to see why people worry about automation ‘taking over’ the workforce. But, in reality, AI simply provides a chance to redeploy talent in more strategic areas, allowing people to apply their skills where they’re most needed.
Instead of focusing on whether AI will replace jobs, we should focus on how it can support a smarter, more inclusive recruitment strategy.
When routine tasks are handled by AI, businesses no longer have to prioritise administrative skills over creativity or problem-solving abilities in recruitment. This approach opens doors to a more diverse workforce, making workplaces more accessible to individuals who may have been overlooked in the past due to disabilities or neurodiversity. AI becomes a tool to empower people, enabling businesses to bring on talent based on what they can contribute strategically, not just operationally.
In fact, it’s not AI itself that threatens jobs—it’s a failure to integrate and embrace AI that can leave people behind. Industry 5.0, the movement towards a collaborative integration of AI and human intelligence, shows us the value of balancing human expertise with machine efficiency. AI can handle the automation, but the human touch is essential for quality control, ethical decision-making, and creative problem-solving. As we move towards a future where AI is ubiquitous in business, it’s crucial that we integrate these tools in a way that enhances, rather than diminishes, human involvement.
Real Examples Of AI’s Impact On Workflow And Strategy
The transformative potential of AI goes beyond the theoretical. In practical terms, businesses that have integrated large language models report significant improvements in workflow and team dynamics. For instance, in one recent engagement, we helped a company conduct a thorough AI audit across each department. We worked with each team to identify how large language models could assist in their specific functions, whether that was in marketing, sales, administration, or management.
As a result of this audit, we implemented custom AI prompts and trained staff to leverage these tools within their daily routines. We then created a tailored AI policy, guidelines, and best practices for responsible use, ensuring that both employees and leadership understood how to use these tools effectively. Feedback so far has been incredibly positive. With reduced workloads, teams now have time for weekly strategy meetings that previously weren’t feasible. Staff morale has also improved, as people feel less bogged down by repetitive tasks and more engaged in collaborative, strategic work.
In another example, we worked with a company to automate its rota system, which used to take hours each week to organise. With the help of AI, this task now takes less than 30 minutes. Such changes, while small on their own, add up to create a culture where time is seen as an asset to be spent on innovation and big-picture thinking.
Additionally, we’re seeing executives benefit from AI in unexpected ways. Large language models enable them to approach problem-solving from different perspectives and consider new ideas quickly. This includes using AI for ideation, brainstorming, and preparing for meetings, making them better equipped to lead with fresh insights.
AI – A Tool For Progress
The shift to embracing AI, particularly large language models, requires a mindset change. Instead of seeing AI as a threat, it should be seen as a tool for progress—a way to work smarter, not harder.
By focusing on training, setting clear guidelines, and empowering teams to use AI responsibly, businesses can alleviate fears and unlock enormous potential.
Integrating AI into the workflow doesn’t mean sacrificing human value; it means enabling people to perform at their best, doing what machines can’t—thinking creatively, making nuanced decisions, and driving forward ideas that shape the future of work. Embracing AI is not about losing control, but about gaining a powerful ally in the drive towards efficiency and innovation.
For businesses prepared to embrace this shift, the benefits are clear: increased productivity, a more engaged workforce, and a strategic advantage in an increasingly tech-driven world. The key is not to shy away but to step forward and harness AI’s potential with responsibility and intention.
