Understanding the impact of AI in the workplace

In a recent episode of our On the Up podcast, we had Simon Hilton and Paul Mundy from Spica Technology join us for a refreshingly candid conversation about technology in the workplace. One topic that particularly caught our attention: the realistic use of AI in the workplace.  

While AI continues to dominate headlines and features heavily in countless marketing materials, the reality of its implementation deserves a more thoughtful approach. Our guests, who are experts in workplace technology, shared some great insights on how to see past the excitement and discover real benefits. 

Introducing the AI-washing phenomenon 

Just as “greenwashing” emerged in the sustainability space, we’re now witnessing what Simon and Paul aptly termed “AI-washing” in workplace technology. Companies are eagerly labelling products as “AI-powered” when they might simply be using clever algorithms or automation rather than true artificial intelligence. 

This rush to embrace AI often sidesteps the more important question: what specific problem is this technology actually solving for your workplace? 

When does AI improve the employee experience? 

The Spica team shared a telling example of AI deployment that sounds impressive but might not deliver genuine value: AI-powered desk allocation. While the technology can analyse past behaviours and preferences to automatically assign desks, does this truly enhance how employees experience the workplace? 

Paul pointed out a crucial insight about human behaviour: “If we got offered a desk or allocated a desk, it might be the desk we want to sit at, but we actually want to choose that desk ourselves. And the time it takes you to pick your own desk is literally seconds.” 

Before implementing AI-driven solutions in your workplace, you should ask: 

• What specific challenge will this solve? 

• Will it meaningfully improve how people interact with your space? 

• Is AI the simplest and most effective approach to address this need? 

• Could this create new friction points or raise privacy concerns? 

How organisations should address data privacy in workplace AI 

AI implementation isn’t merely a technical challenge; it’s fundamentally a human one. As workplace technology collects and processes more personal data to power AI features, organisations face significant privacy considerations. 

“To truly get that personalised experience, either from a company level or from a person level, there’s a lot of sensitive data that probably has to go into that. And so, there’s huge privacy concerns,” Simon explained during our conversation. 

This has prompted many large organisations to develop in-house AI solutions that keep sensitive data within their control. As Paul mentioned, many of the “big four” firms are developing proprietary AI tools “so it will only be their people using it and will only work with their data.” 

How to implement a thoughtful approach to workplace AI 

Rather than diving into using AI, the Spica team believes in taking a more measured approach. Simon described their philosophy as “putting the brakes on” so they can really figure out how AI can add legitimate value before implementing it. 

For organisations considering AI tools in their workplace, consider: 

1. Starting with data fundamentals – Before pursuing AI, ensure you’re effectively collecting, analysing, and acting on basic workplace data. 

1. Implementing verification processes – As Paul noted, AI outputs often require human verification, from transcription errors to data interpretation mistakes. 

1. Focusing on proven use cases – Begin with AI applications that have demonstrated value, such as analysing large datasets to identify patterns in workspace usage. 

1. Maintaining transparency – Be clear with employees about what data is being collected and how AI is being used to enhance their experience. 

Where will AI create the most value in future workplaces? 

While our podcast guests expressed healthy scepticism about some current applications, they recognised AI’s transformative potential. The most promising applications appear to be in data analysis and pattern recognition, helping workplace teams make more informed decisions about space utilisation, energy efficiency, and experience enhancement. 

As Paul noted, “I think the big part is going to be in the future is crunching data.” AI excels at identifying patterns humans might miss and processing information at scale, capabilities perfectly suited to analysing workplace utilisation data. 

Listen to the full episode today 

As with any technology, AI in the workplace should be implemented thoughtfully, with clear objectives and specific problems to solve. By looking beyond the buzzwords and focusing on genuine value creation, you can ensure AI enhances rather than complicates your workplace experience. 

The most successful workplace technology leaders will be those who can distinguish between genuine AI innovation and clever marketing, focusing on solutions that truly improve how people experience and interact with their work environments. 

For more insights and a deeper dive into the thoughtful application of AI in the workplace, listen to the full episode of On the Up, brought to you by Moneypenny. Simon and Paul share their expertise on workplace technology, data privacy, and the future of AI in office spaces.