First Steps to Using AI in Corporate Communications: From Idea to Implementation

When introducing AI into corporate communications, the plan must be clear and the goal in focus. (Graphic: Wake up Communications)

Part 3: From the idea to implementation – the first steps to using AI in the company

The use of artificial intelligence will be a decisive competitive factor in the future. More and more companies are recognizing the potential offered by the use of AI. More efficiency, improved customer experience, new business opportunities. But how do you proceed if AI is to be used successfully in the company? We take a look at the first steps, from idea to implementation.

1. Inventory and goal setting

In the first step, a company should critically question its business processes and identify where there is a need for optimization, what AI options are available and where the use of AI can make sense. Concrete goals are then formulated and it is determined how AI can support these goals. Possible goals can be: improve customer satisfaction, reduce costs, save resources or increase productivity. Clearly defined goals are essential to set the right priorities and focus on them. This is the only way to clearly measure and evaluate success.

2. Resources and Expertise

Implementing artificial intelligence in business processes requires resources, both financial and human. Are there employees who are interested in AI applications or who have already dealt with them intensively? Then it pays off to build up internal expertise. This requires resources but offers benefits in the long run. If companies rely on external specialists, faster results are possible. However, there is a risk here that the specific needs of the company are not tangible for outsiders and therefore cannot be integrated into the strategy and implementation. A good solution here are consultants, such as agencies with AI expertise, who can initially support companies in setting up and using AI.

3. Data Management and Infrastructure

Even before implementation, it must be checked whether the available data is of sufficient quality to deliver meaningful results. Responsible handling of data with regard to data protection and security measures is essential at all times. Sensitive data must be protected and kept confidential to protect the privacy of employees and customers. In the event of unauthorized access or a cyber attack, a procedural instruction should be developed in advance to manage a possible crisis and prevent serious damage. The requirements for the infrastructure must also be checked and taken into account in advance. AI systems process a lot of data and may require increased computing resources. An upgrade of the infrastructure may be necessary here.

4. Test project

For companies that want to use AI applications on a larger scale, it is advisable to start with smaller test projects in advance. A review of a controlled scope usually shows quickly whether the desired solution can be implemented and what challenges arise. In this test phase, companies gain valuable feedback and experience that helps to optimize processes before the final introduction. The best way for companies to gain the trust of stakeholders is to demonstrate the added value of artificial intelligence during the test phase. An important step in order to gain support for further implementations of AI at best.

5. Training courses and change management

For effective change management, it is important to prepare employees for upcoming changes and to impart the knowledge required for the use and handling of AI by means of practice-oriented courses. To ensure the smoothest possible integration, we recommend involving employees and showing how AI can support them in their work and what impact this can have on their results. Above all, it is important to take possible concerns and fears of the employees seriously, to enter into a mutual exchange and to find solutions. Many people have reservations about AI because they are concerned about their own jobs.

The implementation of AI applications is undoubtedly a very complex challenge and requires a strategic and systematic process. The plan must be clear and the goal must be in focus. This is the only way for companies to successfully integrate AI into corporate communication and to optimally use the potential of AI for their own success.

On July 31st, Part 4 of our series of articles will be published, which deals with “AI as a key to increasing efficiency: How companies can integrate AI into their business processes”. Here we describe how companies can increase their efficiency by integrating artificial intelligence.

Part 1 of the series is about AI tools for businessin part 2 around the Benefits and challenges of integrating AI.

About the authors: Nadja Amireh and Patricia Rips. Nadja Amireh is the owner of Düsseldorfer Agentur Wake up Communications. Together with her team, she plans and successfully implements cross-media communication strategies for companies and brands in the B2B and B2C sectors. your employee Patricia Rips works as a communications consultant.

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