Imagine the modern workplace reimagined - where repetitive tasks no longer hold you back. Omega Healthcare uses AI to process medical documents with 99.5% accuracy, saving 15,000 hours a month. At Communicorp UK, payroll has been reduced from a two-day task to just one hour thanks to AI, while Unilever has cut its hiring process from four months to four weeks, saving 50,000 hours of manual work.
Artificial Intelligence (AI) is reshaping administrative work, turning repetitive tasks into streamlined, automated processes. For today’s modern workplace, AI is not just a time-saver - it’s a strategic enabler of productivity, creativity, and better workplace experiences.
In this article:
The role of AI in today’s workplace
The benefits of AI for administrative tasks
The administrative tasks AI is having the biggest impact on
AI in visitor management and employee sign in
Preparing for an AI-driven future
The role of AI in today’s workplace
AI has moved from being a futuristic concept to a practical tool embedded in everyday business operations. In the modern workplace, AI is becoming particularly popular for streamlining administrative tasks - the necessary but often time-consuming responsibilities like meeting scheduling, desk/room booking, reporting, and visitor management.
By automating these processes, organizations can reduce errors, save time, and enable employees to focus on more meaningful, value-driven work. Importantly, many modern AI tools offer out-of-the-box deployment with minimal setup, helping organizations see speed to value without the need for complex integration or dedicated technical teams.
A McKinsey Global Survey revealed that 91% employees say they use AI within their work and a PwC report showed that industries most exposed to AI see a 4x productivity boost - a clear sign that workplaces that embrace AI will be better positioned for growth. And this is in all kinds of industries, with IT, finance, and healthcare leading the way with rapid adoption rates:
The benefits of AI for administrative tasks
Implementing artificial intelligence into workplace operations goes beyond simply automating tasks - it creates long-term value for both organizations and employees. Research has found that AI saves workers approximately 3.5 hours per week. By reducing friction in everyday processes, AI helps shape a more agile and future-ready workplace.
- Efficiency and productivity: AI takes on repetitive, manual tasks - such as scheduling, reporting, and document handling - at a speed unmatched by human effort. This frees teams to focus on higher-value work, while ensuring critical tasks are still completed on time.
- Cost savings: Automating routine administration reduces the need for excessive manual oversight. By cutting down on errors that can lead to costly delays or compliance issues, AI also helps organizations save money in the long run.
- Employee satisfaction: When staff spend less time on repetitive work, they gain more opportunities to contribute creatively and strategically. This shift not only improves job satisfaction but also fosters a culture of innovation and engagement within the workplace.
- Better decisions: AI’s ability to process and analyze vast amounts of data provides leaders with real-time insights. From identifying trends in workplace usage to predicting future needs, these analytics allow organizations to make proactive, informed decisions that keep them ahead of challenges.
The administrative tasks AI has the biggest impact on
Appointment and meeting scheduling
AI tools can automatically align schedules, set up meetings, book desks and rooms, send reminders, and even adapt to last-minute changes. This ensures a smoother workflow and less frustration when juggling busy calendars. Industries such as healthcare are among those seeing the benefits of this the most, with studies noting up to 40% reduction in wait times and improved resource optimization.
Data management and analytics
One of AI’s strengths lies in handling large volumes of data with speed and accuracy. A TechRadar survey found 97% of analysts now incorporate AI into their work, with 87% using automation to streamline reporting and tracking metrics like time and cost savings
Instead of hours of manual reporting, AI can instantly uncover trends, predict outcomes, and provide decision-makers with insights to guide strategy. This shift from reactive to proactive administration is a game-changer for modern organizations.
Enhanced customer and employee support
Stats show that chatbots can handle up to 80% of standard inquiries, saving companies approximately 2.5 billion hours and $11 billion in support costs. AI-powered chatbots and digital assistants deliver instant answers to routine questions, from booking rooms to directing visitors. Available around the clock, they not only reduce response times but also learn over time - offering increasingly personalized and effective support.
Streamlined document handling
Gone are the days of manual data entry and lengthy filing processes. AI now automates scanning, categorization, and reporting, cutting down administrative time while ensuring accuracy and compliance. Healthcare giant, Omega Healthcare, reported that using AI has saved over 15,000 employee hours per month and reduced documentation time by 40%.
AI in visitor management and employee sign in
One of the most exciting applications of AI in the modern workplace is in visitor management and employee sign-in systems. Visitor management systems are evolving far beyond simply signing people in. Modern solutions now play a central role in managing a variety of workplace tasks, from desk and meeting room bookings to appointment scheduling and compliance management. This shift reflects how workplaces are becoming more dynamic, flexible, and digitally connected.
Traditionally, these tasks were manual, requiring front desk staff or paper-based logs. AI now takes this process to the next level by:
- Speeding up check-ins: Using predictive systems to recognize repeat visitors, auto-fill forms, and issue instant digital passes. This eliminates the need for repeated manual entry and reduces congestion at entry points, creating a smoother experience for both staff and guests.
- Workspace management: With intelligent scheduling tools, employees can easily reserve desks, meeting rooms, parking spaces, and equipment. These bookings are synchronized across the platform, ensuring efficient use of space and reducing the likelihood of conflicts or double bookings.
- Reporting: AI continuously analyzes check-in data and workplace activity to provide instant, actionable reports. These insights help organizations track occupancy, monitor compliance, and make proactive decisions to optimize operations and resource use and can support internal audits and regulatory inspections.
- Enhancing workplace mobility: Employees can check in using their mobile devices, whether they’re arriving at the office or working from elsewhere. This flexibility enhances the experience for hybrid teams and ensures accurate data collection no matter where people are located.
- Supporting multi-site operations: AI-powered systems are now built to handle the complexity of managing multiple sites from a centralized platform. Whether your organization spans regional offices or global locations, these systems maintain consistency in processes, ensure data integrity across all sites, and offer a unified view of visitor and employee activity. This makes it easier for facility managers and HR teams to oversee operations and maintain compliance at scale.
Preparing for an AI-driven future
AI is not replacing people - it’s helping them work smarter. For organizations, success means choosing the right tools, training staff to work alongside AI systems, and ensuring data security remains a top priority.
By adopting AI-powered solutions, businesses can optimize their administrative tasks while creating a modern workplace experience that is flexible, intuitive, and future-ready.
Discover AI with Sign In App
Envision a future where AI support is available to every team member, from the front desk to the boardroom. With Sign In App’s Companion Assistant, this is reality. At Sign In App, we believe AI is a cornerstone of the modern workplace. From visitor management to employee sign-ins, our AI-powered features are designed to reduce administrative burdens and create a more connected workplace.
Companion Assistant combines automation with intelligent insights, it helps employees and visitors move through their day seamlessly - whether booking a desk, managing meetings or checking in remotely. Employees simply ask things like “Book me a parking space on Monday and Wednesday next week.”, “Find me a desk next to the marketing team on Friday” or “When is my next meeting room booked?” and the assistant handles the rest.
This is the future of visitor management in action: smarter, safer, and more engaging. Start your journey with a 15-day free trial and see how AI-powered visitor management can transform your day-to-day operations.