CEO and Founder of Managed247, John Pepper, highlights the common pitfalls of using AI in the workplace, and how to get the most from technology whilst avoiding the risks that come with AI.
Why is AI being used at work? John Pepper, said:
“AI is being introduced to everyday life more and more, and so it is natural that it would impact our work culture. It can be a helpful tool to boost productivity levels, handle the more repetitive and mundane tasks, and accelerate data analysis. Through this, we can shift our attention towards strategy and managing relationships with customers and clients. Most importantly, it frees up time so we can focus on the things that really matter.”
What is AI most used for in the workplace?
The most common way employees use AI in the workplace is to summarise information. 60% of workers say they use AI for this purpose*. This could include anything from your end-of-year review to daily updates, and project reports. If there is something to be summarised, AI can do it.
According to a nationwide survey by YouGov, 56% of employees use AI to ask questions, conduct research, or gather information. AI can do this by browsing sites, extracting data, and summarising complex studies into simpler notes. It provides a quick alternative to going through internet resources manually. In a similar fashion, approximately a third of workers use AI to collate and analyse data.
There is also a high percentage of employees who say they use AI to edit or check text that they have already written, and more than four in ten (46%) have AI write letters or emails for them.
The most obvious reason for using AI as a workplace tool is due to efficiency. There is, of course, a catch, and with all the benefits and advantages to using AI, there are also some things every employee should be aware of if they’re going to introduce it to the office.
*% of 1,112 GB adult workers who say they use AI at work
What are the risks of using AI at work?
AI relays information to the inquirer via data that has previously been fed into it. It cannot come to its own conclusions or be led by emotions. Unlike a human it cannot think consciously, and relies solely on what’s in its training data. Whilst it has access to countless resources and algorithms, it cannot make conclusions based on lived-in experiences.
Pepper said:
“AI itself is not the problem, it is how it’s used that can cause issues. We regularly see AI being used to cut corners and simplify tasks and it’s ignored because they don’t seem as important. But by doing this we become more complacent and lazier, which then threatens to affect the bigger aspects of work life.
Due to the way AI works, it can sometimes create inaccuracies and “hallucinations”, based on biased or incomplete or incorrect information. This means that relying on AI to write up reports or documents without checking them can be risky because inaccuracies or mistakes could go unnoticed. AI also requires huge amounts of information to learn, which poses a security and privacy risk. Feeding sensitive information about work, whether its passwords, company data, or finance reports, into AI can put organisations at risk..”
How can you get the most from AI at work whilst avoiding risk?
Pepper commented:
“Artificial Intelligence is a growing tool, and we will continue to see it throughout all aspects of our lives, particularly in the workplace. If we acknowledge the risks, we can learn how to navigate using it safely and efficiently.
When using AI to collate information, extract data, or conduct research for us, we should always make sure to fact-check ourselves. Ask it where it got the information from to make sure you’re referencing reliable sources.
Avoid telling AI any personal or work-related information to ensure constant security and privacy. Don’t be tempted to ask it to summarise financial or banking reports, as you have little control over where that information might end up.
If you’re using AI to edit and check work you’ve written or want it to write something, make sure to double-check and read through what it’s produced. Is it accurate, does it make sense, has it created what you asked for – these are all questions you should consider.
Remember that AI is a tool, and when used responsibly, it can help us work smarter, while allowing our own skills and creativity to shine”
[1] Artificial intelligence in UK businesses: 2023 to 2026
[2] Managed247 × YouGov — The True Cost of IT: 2017 vs 2025 comparison matrix
