How to overcome common misconceptions when adopting an AI tool at work

As the Head of Customer Success at atSpoke, a big part of my job is helping new customers overcome hurdles they run into while onboarding our product.

While atSpoke is an incredibly easy product to implement, this often entails more than providing training for new users and launch guides. Because atSpoke uses newer technologies like AI, the hurdles our customers face often arise from misconceptions about the technology.

We’ve found that there are three common misconceptions people face when onboarding an AI powered tool. I’ve detailed those misconceptions below—along with how we help customers overcome them.

Whether you’re onboarding atSpoke or another AI based tool, consider these tips for dispelling common misconceptions and successfully implementing your new workplace tool. 

Misconception #1: AI is magic / AI doesn’t work

Everyone has some preconceived notion about what AI is capable of doing. Some think AI is overhyped and ineffective; others think it’s magical and perfect right out of the box. Regardless of where people fall on that spectrum—on either end or somewhere in the middle—their introduction to atSpoke is rarely their first experience using or learning about AI

So one of the common concerns we hear from new customers is: “How do we overcome people’s positive or negative perceptions of AI?”

Our answer: don’t tell people it’s AI

Think about it: your team’s typical interactions with the people you support consist of someone submitting a question or request, and you answering that question or fulfilling that request. From the perspective of the people you support, asking atSpoke for help isn’t any different from sending you an email or opening a ticket. It’s just a different system for communicating needs.

You don’t have to tell people: “We’re onboarding a new system that uses AI and machine learning to understand your requests and answer them immediately.” You can just tell people: “We’re using a new system to accept tickets.” Then, you don’t have to worry about people’s preconceived notions about AI—or even explaining to them how AI works.

It sounds silly, but it really works. Our customers who’ve done this run surveys and get comments back with things like: “HR is on fire! They’re answering my questions faster than ever before.” The people that those teams support don’t realize it’s a bot replying to their questions. They just think the support team is on top of its game—which, technically, they are.

Misconception #2: AI will replace people’s jobs

As far as the people you support go, atSpoke is just a new way to submit questions and requests. But what about the people who provide support?

You’re introducing a new system that promises to close a percentage of tickets for your team automatically. It’s a natural reaction for team members to wonder if their jobs are at risk.

But the truth of the matter is that atSpoke doesn’t replace jobs: it lets people focus more on the parts of their jobs that are truly important and impactful.

Most people don’t realize how much time they spend providing support. Because tickets roll in incrementally throughout the day, working on them doesn’t feel terribly burdensome.

But the time it takes to deal with those tickets adds up. Instead of working on strategic initiatives or providing personal support when it’s truly needed, people are interrupted and distracted by a constant influx of frequently asked questions and repetitive requests.

Copying and pasting the answers to FAQs 50 times a week also feels good because you get the satisfaction of knowing you helped someone 50 different times. On the other hand, a major initiative—like working with leadership to come up with a plan to improve employee engagement or systems security—simply doesn’t offer so many feel-good opportunities.

But in the end, it’s those more strategic efforts that make a much larger, lasting impact on both your company and the people you support.

If you introduce atSpoke with this narrative—if you get people to buy-in for long enough to experience how much greater of an impact they can make when they actually have time to focus—the idea that atSpoke will replace their jobs fades away quickly.

Misconception #3: AI works out of the box and does not change

The most common misconception we run into with our decision-makers—the people who work with us to onboard atSpoke—is the idea that you should somehow migrate all the existing company knowledge into atSpoke so it can start answering questions immediately.

Here’s the problem with this approach: it is incredibly time-consuming, feels unnatural, and doesn’t align with the way atSpoke learns.

Think of atSpoke like a new team member. If you were onboarding a new team member, would you give them access to a pile of documents and say, “to answer questions, sift through these as quickly as possible and send the right one,” or would you let them shadow you as you answer questions?

Most likely, you would do the latter. Continuing with your day as normal and as questions come in, you would tell the new hire which document goes with which questions, ensuring that they are set up for success.

The same is true for atSpoke. Instead of spending hours adding all of the knowledge you’ve built over the years to the system up front, you should simply add knowledge as needed while answering incoming questions. This feels far more natural and lightweight and helps atSpoke’s AI by providing examples of which questions correspond to which answers in its knowledge base.

As a bonus, while you’re answering the question, you can check the document you’re sending to make sure it’s correct and up-to-date. You can even set a date in atSpoke to remind yourself to review that document in the future to make sure it’s always up-to-date and accurate.

You don’t need to schedule time for a major knowledge migration after onboarding atSpoke. The best way to use atSpoke is to just continue working in the same way you work today.

Over time, atSpoke gets smarter and answers more requests correctly because you’ve taught it which answers are right, and you’ve made sure that those answers are up to date and accurate—both along the way and into the future.

The human side of AI

The best support when someone just needs to know where to go to update their direct deposit information is the support that arrives instantly—much faster than a team member could reply.

The best support when someone has a serious issue—a complex problem or private concern—is working with another person who has judgment, listens, and cares in the way that only a human can do.

atSpoke lets support teams provide less personal support when it’s not needed, which frees them up to provide more personal support when it’s truly critical.

A big part of what the Customer Support team at atSpoke does is teach new customers what we’ve learned from working with hundreds of others: how to use atSpoke—and AI—to provide personalized support when it’s truly needed by automating your support workflow when it’s not.

Ready to provide your team with immediate and personalized access to internal knowledge and support?

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