Leveraging Artificial Intelligence (AI) for Administrative Assistance Workloads: An Appreciative Inquiry

Abstract

Artificial intelligence (AI) technologies have the potential to completely transform traditional patterns of action and transform how processes are carried out by leveraging them into administrative procedures. Despite these possibilities, the practical integration of AI into administrative procedures remains underexplored, particularly in specific organizational contexts. Using a qualitative approach, the study collected participant responses and conducted thematic analysis through the Appreciative Inquiry 4D framework. This approach enabled a structured examination of how AI is being used and its impact on administrative workflows. The study identifies three distinct categories of AI applications: administrative support, financial management, and document and data handling. Participants reported that administrative assistants are actively utilizing generative AI tools, including text generation and automated content creation, to enhance efficiency, streamline workflows, and boost productivity. Furthermore, to achieve the envisioned future, skills development and training plans, including training, resource allocation, and tool integration, are necessary. Hence, to ensure that the positive changes become embedded in the organization's culture and practices, the skills development training plan will be sustained through continuous training, feedback mechanisms, and collaborative work dynamics. In conclusion, leveraging AI for administrative workloads can lead to significant improvements in efficiency and productivity. However, success depends on structured training, cultural integration, and fostering collaboration.