Artificial intelligence (AI) has moved beyond the next trendy topic to become a ubiquitous tool for the modern workplace. The rapid development of generative AI (GenAI) tools like Microsoft Copilot, ChatGPT and Google Gemini place Canadian businesses in a critical position that will determine their staying power.
Before exploring the state of these tools in Canadian workplaces, it’s essential to set the record straight. “AI” seems to be in the headlines every day, but what are we actually talking about? AI is an umbrella term for a wide range of emerging technologies that serve a multitude of different functions. When talking about the use of AI in a typical office setting, the most common technologies are GenAI tools. These tools use natural language processing to assist in a number of ways including organization, research and transcription.
Understanding the distinction between GenAI tools and broader AI technology is crucial to effectively communicating their value and ensuring their responsible use. Clear definitions are an important first step in managing the cluttered AI conversation and reducing perceived barriers to entry through understanding the applicability of GenAI tools for day-to-day work.
Do you know which AI tools your employees are using?
Despite AI’s potential to transform businesses, CDW Canada’s recent report, Uncharted Innovation: The Rise of Unofficial AI Tool Usage Among Canadian Office Workers, reveals that employees are using AI tools, regardless of permission from their employers. Currently, 47 per cent of Canadian employees are using unapproved AI tools at work with a third (33 per cent) engaging with these tools on a weekly basis, opening the door to security and compliance issues.
Driven by curiosity and productivity gains, employees are leading the charge for AI tools in the workplace, not their employers. Businesses have a unique and timely opportunity to leverage this employee enthusiasm by implementing a structured framework for AI tools that promotes responsible, productive and secure use. By taking the lead on adopting these tools, businesses can safeguard their operations and empower their workforce, staying competitive in an increasingly AI-driven world.
How are employees learning to use AI tools?
Canadian employees have embraced GenAI tools to simplify tasks and boost productivity, but without formal policies, employees are left to navigate GenAI’s complexities alone. Seventy-three per cent of employees are learning to use unregulated AI tools through trial and error, while others turn to informal methods like social media (25 per cent) and online forums or communities (23 per cent). Without guidance and education, this reliance on ad hoc learning increases the risk of data mishandling and improper tool use, posing significant challenges for organizational security and compliance.
The use of unapproved GenAI tools can introduce significant security vulnerabilities. Even seemingly harmless engagements with tools to complete tasks may unknowingly expose sensitive data, increasing the risk of data breaches or compliance violations.
This risk needs to be communicated to senior and executive employees, who may have access to a broader range of company information. Seniority isn’t necessarily a mark of cybersecurity know-how as over a third (37 per cent) of senior and executive-level employees are using unapproved AI tools. This emphasizes the need for organizations to implement a clear policy that guides employees – entry-level to executive – in using these tools safely and responsibly.
How AI can help create inclusive work environments
GenAI tools offer benefits beyond productivity, particularly in enhancing workplace accessibility and inclusivity. Assistive technologies such as speech-to-text and automated captioning can support employees with diverse needs, promoting a more adaptable work environment.
While the uptick is slow in the accessibility space, positive impacts are already visible. Report findings show that workers with communication challenges are among the most engaged users of AI tools as over two-thirds (66 per cent) use them, the highest among all identified accessibility needs surveyed.
Businesses bringing diverse teams together and working to mitigate barriers that have historically limited some team members to succeed can leverage GenAI tools to solve challenges and uplift employees in a positive and meaningful way.
Third-party experts can help you implement AI
IT departments are facing mounting pressure to manage and support the rapid adoption of AI tools, often without the necessary resources to meet growing demands. More than a third (36 per cent) of Canadian businesses are in the planning stage. However, only 27 per cent have consulted third-party experts for guidance. This gap leaves internal teams to contend with the complexities of AI tools on top of their existing responsibilities, placing additional strain on already stretched capacity.
Partnering with third-party experts like CDW Canada can help alleviate this burden. Our team is here to aid over-burdened, in-house IT teams, helping them through the full lifecycle of AI implementation and ensuring that AI tools are deployed effectively to address privacy concerns and regulatory compliance – empowering employees to optimize their value for the organization.
The employee-led push for AI tools presents Canadian businesses with an unprecedented opportunity to officially implement and regulate these tools, demonstrating Canada as a leader in the truly modern workplace.
To learn more about how GenAI adoption is transforming Canadian organizations, download CDW Canada’s latest report here. This article was written by Brian Matthews, Head of Services, Digital Workspace at CDW Canada.
