Focus on people and culture to reduce risk and enhance the impact of AI

With the arrival Generative Artificial Intelligence (Gen AI) tools available, such as ChatGPT, more and more organizations are experimenting with this technology and weaving it into their everyday processes.

As generational AI advances by leaps and bounds, it will surely become as much a part of our professional lives as productivity software or the Internet.

World Wide Worx’s 2024 South African Generative AI Roadmap shows that 90% of South African large enterprise respondents are currently using or have specific plans to integrate AI into their organizations. Almost everyone (95.6%) agrees that AI will have a positive potential impact on productivity, competitiveness, work organization, logistics, sales and customer service.

There is no doubt that Gen AI can increase productivity and improve user experiences by reducing the need for employees to perform repetitive, labor-intensive tasks. However, organizations should not underestimate the importance of organizational culture and the human factor in implementing artificial intelligence.

Ricoh research in Europe has found that many organizations are lagging behind in providing employees with training and advice on how to use and implement new technologies in the workplace. Our research found that only 18% of employers have implemented AI risk management measures.

However, AI gen tools can expose companies to numerous copyright, privacy and compliance risks if deployed without appropriate safeguards. Low-quality training data and poorly written prompts can cause large language models to produce biased, inaccurate, or outright false results.

People in the loop

Relying on AI tools without proper human verification can lead to the uncontrolled spread of disinformation – internally and externally. At a minimum, companies must ensure they have review processes in place to catch erroneous AI results before they cause harm. However, viewing results is only one piece of the puzzle.

Without guidance on how to properly use AI, employees may inadvertently use tools in ways that could compromise security, privacy and compliance, or result in biased and inaccurate results. Managing the use of AI comprehensively requires establishing policies that define what types of data can be used in training models and how AI-generated content is used.

Policies around the use of synthetic data in the workplace, as well as training employees in the art of rapid design, are essential to prevent bias in results that can lead to inaccurate or low-quality work. It is also advisable to involve legal teams from the very beginning to avoid risks at a later stage and accelerate AI maturity.

Promote a culture of experimentation

Companies should also create an environment in which employees feel free to report problems or unintended consequences so that corrective action can be taken when necessary. AI technology is in its infancy. By cultivating a culture of learning, companies can expand their collective knowledge of AI and help employees continually improve their skills and productivity with new technologies.

Companies must take control of their AI future through employee education, ethical guidelines and the help of experienced partners. Once prepared, companies can unlock the potential of AI to empower employees and transform operations, connecting people and technology to increase productivity, innovation and competitive advantage. Organizations that act decisively will thrive in the era of artificial intelligence.

About Ricoh
Ricoh is a leading provider of integrated digital services, printing and imaging solutions designed to support the digital transformation of workplaces and optimize business results.

Headquartered in Tokyo, Ricoh’s global operations reach customers in approximately 200 countries and regions, supported by cultivated knowledge, technology and organizational capabilities developed over an 85-year history. In the fiscal year ended March 2023, the Ricoh Group achieved global sales of approximately $16 billion.

Ricoh’s mission and vision is to empower individuals to find fulfillment through work by understanding and changing the way people work so that we can unlock their potential and creativity to realize a sustainable future. Follow us on Facebook, TwitterLinkedIn and YouTube, and further information can be found at www.ricoh.com.