Does it feel like everyone is talking about Artificial Intelligence (AI) and about using AI in the workplace?
Some industries have already adopted AI technology, others are slower to accept it. Some business owners are excited about embracing it, others are ignoring it and hoping it might just go away. (It won’t!) But there’s no denying it, the use of AI in the workplace is gradually transforming the way people do their jobs.
How? AI takes on repetitive tasks, leaving more time and effort to invest where it’s really needed. You might already be relying on AI for some tasks and not even realise! Like your spam filter on your email account, for example, or the photo search on your phone’s camera roll.
If you’re unfamiliar with AI, it’s natural to feel cautious about this extremely powerful tool. Because it has huge potential, boundaries must be set to ensure it’s used fairly and ethically. In this blog we run through what AI actually is, how useful AI in the workplace can be, both for recruitment and in the office, and its legal and ethical implications.
What Exactly is Artificial Intelligence?
AI might sound super high-tech (and okay, it is) but, at its core, it’s just a really smart tool that can help you work better. It can look at huge amounts of information, analyse it, spot patterns and even guess what might happen next – like a very clever assistant. This helps businesses save time, get more done and potentially make more money.
There are different types of AI. Machine learning means the system can “learn” from experience, just like we do. Natural language processing is how AI understands and talks to us in everyday language so there is no need to compose questions in code! Then there’s generative AI (you might be familiar with ChatGPT!), which can actually create content for you, such as writing social posts. Robotic Process Automation is a fancy way of saying it can take care of boring or repetitive administrative tasks.
AI helps with lots of the stuff that takes up time, so your people can focus on the more important, creative parts of their job!
Using AI in Recruitment
AI can automate and optimise various aspects of the recruitment process such as CV screening, drafting job adverts, doing pre-employment assessments and creating a more consistent process for candidates. Additionally, when AI is used properly, it can help to stop unconscious bias affecting hiring decisions. Ultimately, AI in recruitment is incredibly helpful, saving time and reducing the costs involved to find the perfect person.
Remember that it won’t replace everything. AI can’t hold an interview, offer someone a job, know if someone fits with the rest of the team or your company culture … and it isn’t foolproof when it comes to someone lying on their application!
The UK Government has produced a guide on how to use AI responsibly in recruitment, which identities potential ethical risks and highlights how AI assurance mechanisms can help to manage concerns and ensure compliance.
If you do use AI to make automated decisions about applicants or employees using their personal data, you need to declare that in your privacy notice.
AI Use in the Office
Let’s get one thing straight – AI isn’t here to do your job for you, so don’t get lazy!! But it can be your new favourite coworker when it comes to some of the boring stuff: data entry, notetaking, email management, financial analysis and all those admin tasks that quietly eat away at your day.
From streamlining customer service to optimising supply chains and boosting efficiency across IT, sales, marketing and operations, AI in the workplace can help with LOTS of tasks. By utilising AI in smart ways, staff will have more time for business and career development.
Of course, it’s not going to be without challenges. Some tasks require empathy, emotional intelligence and that irreplaceable human touch that AI just can’t replicate. Relying too heavily on AI can create disconnection and, if a system fails, your workflow shouldn’t come crashing down with it. Allowing AI to craft all your content or write all your emails will be easily detected by many, so don’t abdicate responsibility and delegate everything to AI tools … for tasks which benefit from human input, make sure it’s an assistant rather than a replacement!
There’s also the cost to consider: it can be hugely expensive to adopt and maintain AI systems. Costs can come in other forms too. Not everyone is ready (or willing) to embrace new tech, which could lead to skills gaps, uneven workloads and potentially even discrimination. The key is balance: use AI to support people, not sideline them.
Legal and Ethical Boundaries
AI might be smart, but it learns from the information we feed it. So, for example, AI programs can easily become biased if they are being given biased data. Check out this hilarious news story about a DHL chatbot which swore and slagged off the company!! Good quality data is essential for any AI program to be successful.
Data privacy is a huge concern. How is the model you are using gathering information? Where’s it going? Who has access? These aren’t just technical questions – they’re trust issues. In a world where one data breach can destroy your reputation, security has to be tight. GDPR regulations cover many of the concerns created by AI, but you need to make sure your staff are aware of the risks, whether they are handling company or customer data.
That’s where the power of policy comes in (yep, just like we said in our last blog – policies are your superpower). Being upfront with your team, customers, suppliers and other stakeholders about your expectation of the use of AI in your business and how you’re using it will build trust and confidence that it’s being used responsibly.
Due to AI’s rapid development, the UK Government does not have a specific AI framework, however, various areas of the law do acknowledge AI regulation. This government article highlights relevant legislation, such as GDPR, and emphasises the challenges and opportunities AI poses for the UK.
In March 2025, the Artificial Intelligence (Regulation) Bill was reintroduced to parliament, highlighting a growing concern for AI regulation after the bill failed to progress last year. As business owners, it will be important to follow this bill as it develops and we will be keeping our clients informed. You can always get in touch with vivoHR to understand how it is progressing and what it could mean for your business.
Conclusion
AI is already reshaping the way we work, helping with the boring stuff, boosting productivity and creating space for people to focus on what really matters in the business. It’s not about replacing humans; it’s about supporting them.
If you are at the beginning of your AI journey, start small, make sure your team is ready, and use AI where it makes the best sense. Be clear about how you’re using it, protect all your data, and keep people in the loop. And remember, “high-tech” is great, but sometimes you just need a whiteboard and a pen! See Sam’s post on LinkedIn from last month which provoked plenty of responses!
We know that AI – and all its potential and risks – can be a lot to get your head around. Give us a call on 01252 757359 or drop us an email at hello@vivohr.co.uk to chat about your AI concerns.