How AI and Automation can help you work smarter

Ben Mushen, Digital Adoption Specialist at Sunderland Software City, has worked with over 150 organisations and startups, helping them adopt AI and digital tools to improve workflows. Here, he explains that AI and automation together allow businesses to work more efficiently and strategically.

Understanding AI

AI is any machine that can mimic human intelligence. It’s often worth accepting that sometimes, it’s simply better at performing certain tasks such as analysing large volumes of data, making predictions, quickly churning out new ideas, or helping with planning.

Unlike traditional automation, AI can adapt and learn from new data, helping business owners make smarter decisions and focus on creative or strategic work. Data can include numbers, text, images, videos, or other information, to provide insights and guide decision-making. Clean, structured data is essential for AI to work effectively.

Understanding automation

Automation handles repetitive, rule-based tasks using software. It works through triggers (an event occurs) and actions (a response happens).

Some examples include processing invoices, sending order confirmations, or updating inventory. Complex automation can include conditions and branching logic, allowing workflows to adapt based on input for form different outcomes.

Before automating, it’s important to consider how long a task takes, how often it occurs, and whether automation will save more time or money than doing it manually.

Tools to get started

There are many tools available, with new ones appearing regularly. Platforms that integrate AI and automation include Zapier, Make, IFTTT, Bardeen, Microsoft Power Automate, Appsheet by Google, and source-available options like n8n and Flowise. APIs and webhooks allow different systems to communicate seamlessly, enabling more advanced workflows.

Start small and choose one workflow, document it clearly, and scale gradually. Using templates and combining AI with automation can further improve efficiency.

Why it matters

AI and automation are tools to support smarter working, not replace humans. By handling repetitive work, they free up time for strategy, growth, and creative work. Implementing these tools thoughtfully can help businesses work more efficiently and make better use of their time.

Connect with Ben on LinkedIn.