Improve business efficiency with generative AI! Hints and notes on usage

When using generated AI to improve operational efficiency, it can be implemented in a wide range of operations, including sales departments, marketing departments, customer support departments, accounting departments, and human resources departments. Specifically, it can be used for customer support, data analysis, early prototype creation, etc.

Companies in Japan are already using generative AI to improve their operations in many ways, such as reducing work time and improving quality.
In this column, we will introduce specific methods and points to keep in mind for companies that want to utilize generative AI to improve their business efficiency.

What is generative AI?

Generative AI is a type of artificial intelligence that is a technology that generates new information and ideas from data.
Many companies and local governments are turning their attention to the possibility of improving operational efficiency through the use of generative AI.
For example, it has the potential to contribute to a variety of operations, such as automating routine work, speeding up data analysis, and proposing creative ideas.

Generative AI example

As of December 2023, the main generation AIs available in Japan include ChatGPT and Bard, which mainly generate text, Stable AI and Stable Diffusion, which specialize in image generation, Voicebox, which generates audio, and video. There are Gen-2 and others that generate.

What you can do with generative AI

Let’s take a closer look at what generative AI can do.

Generative AI is capable of Q&A, text generation, image generation, video generation, music generation, 3D model generation, program code generation, etc.

Question-and-answer session

Generating AI learns a large amount of data, so by utilizing generating AI that specializes in text generation such as ChatGPT, you can ask questions such as “What is the best gift for my mother?” and “What is the best car for a family of 6?” It creates answers to questions like “What?”

By utilizing this when responding to customer inquiries, it will be possible to provide appropriate answers in real time, leading to improved customer satisfaction and a reduction in the workload of employees.

In addition to Q&A, it is also possible to output various ideas in a short time. In particular, it allows you to generate new ideas based on existing ideas.

Generative AI may output ideas that are not bound by existing ideas or common sense, so the key point is to be flexible in accepting the answers of generative AI.

text generation

Text generation AI can also be used to automatically create blog articles, reports, and emails. By devising prompts (such as commands to the generation AI), you can narrow down your target audience. It can generate a large amount of content in a short period of time, which greatly helps improve work efficiency.

For example, you can generate SEO-optimized articles in the field of digital marketing to increase website traffic.

image generation

AI automatically generates images based on the conditions specified by the user in text.
This allows you to quickly create initial designs and accelerate the creative process.

Image generation using generation AI will greatly contribute to improving the efficiency of design work.

Audio generation/video generation

It is also possible to generate audio and video using generation AI. You can generate audio based on text and audio samples, and videos from text and images.

By using generation AI, it will be possible to create high-quality audio and video in a short amount of time, and it is expected to be used particularly in the fields of marketing and advertising.
However, some generated AI cannot be used for commercial purposes, so care must be taken when using them.

music generation

Generation AI that can generate music has also appeared. AI is input with past music’s scales, chords, melodies, genres, and sounds as learning data.

When you want to generate music, just select the scene or genre you want to use music for and it will generate new music for you.

It is expected to be used in a variety of situations, such as creating corporate promotional videos and BGM for events. However, please use music generation AI that is permitted for commercial use.

3D model generation

Generative AI is also increasingly being used to generate 3D models, such as in architecture and product design.
Generates 3D models from image data at high speed.

Automated design using AI can shorten the time and cost of the design process, significantly increasing the speed and efficiency of product development.

programming

In programming operations, we contribute to the efficiency of the development process by automatically generating code, detecting bugs, and providing optimization suggestions.
There are generation AIs that are compatible with various programming languages, and they will generate code if you give them instructions in natural language.

By using these, you can expect to shorten development time and improve quality.
However, the generated code may not be 100% correct. Ultimately, manual confirmation is required. There is also the risk that security holes may exist in the generated code.

Utilization scenarios for “Generative AI x Business Efficiency”

Generative AI can be used in various aspects of business.
For example, it is possible to streamline daily tasks such as creating meeting minutes, automating phone calls, and automatically creating emails.
In addition, by utilizing the power of generative AI for specialized tasks such as data collection and organization, market research, and competitive analysis, time and labor can be significantly reduced.

Below, we will introduce ways to improve work efficiency using generation AI for each scene.

Meeting/discussion

Generative AI streamlines the creation of materials and minutes before and after meetings.
AI takes minutes in real-time and automatically extracts key points and action items, allowing participants to focus on the discussion and saving time when creating minutes later.

In addition, you can gather information on the topic before a meeting or meeting to support decision-making by preparing materials in advance or providing relevant information from past meeting records.

Utilizing generated AI not only in internal meetings but also in customer meetings and business negotiations will help improve the efficiency of sales operations.

Email correspondence

Generation AI can also be used to automatically create and reply to emails for internal and external help desks, etc.
Generating AI analyzes the content of incoming emails and generates appropriate replies, enabling quick and efficient communication.

For example, with the creation function provided by Bing, you can easily create an AI email by simply selecting “Email” in “Format.”
By taking advantage of this, you can significantly reduce the time it takes to process daily emails.

Telephone support

Telephone responses such as customer support operations can also be significantly transformed by using generative AI.
Generative AI automatically responds to customer inquiries and provides appropriate information, improving response speed and response quality, leading to improved customer satisfaction.
This reduces the burden on operators and allows them to focus on more complex inquiries.

schedule management

Generative AI can also automate schedule management for meetings, sales visits, etc.
AI adjusts the schedules of multiple members and suggests the optimal meeting time, allowing you to save time and organize schedules efficiently.

Data collection and organization

Collecting and organizing data is a time-consuming task for many departments in a company.
Generative AI allows you to quickly extract and organize necessary information from large amounts of data.

For example, the sales department analyzes customer attributes and purchasing history to make optimal sales proposals, the marketing department analyzes responses to questionnaires and customer surveys to understand customer needs, and the human resources department analyzes resumes and You can automate the initial selection based on the entry sheet.
Generative AI significantly reduces data analysis time and supports faster decision-making.

Market research/competitive analysis

Generative AI also plays an important role in market research and competitive analysis.
By collecting and analyzing the latest market trends and competitive information, AI can improve the accuracy of strategic planning.
This allows us to quickly respond to market changes and secure a competitive advantage.

Creating catchphrases and blog articles

By using generation AI that specializes in text generation, you can create catchphrases, blog articles, etc. For example, in digital marketing, it is possible to improve operational efficiency by creating content using generative AI.

AI generates attractive content tailored to your target audience and personas, increasing the effectiveness of your marketing efforts.
This can be expected to increase brand awareness and lead acquisition.

Spreadsheet software function description

Complex function descriptions in spreadsheet software can also be simplified using generation AI. For example, if you use a generation AI like GPTExcel, you can simply give a verbal instruction such as “a function that removes multiple line breaks at once” and it will write the desired function.

AI improves the efficiency of data analysis by understanding data characteristics and suggesting appropriate functions.
This reduces the time required for data aggregation and analysis and enables more advanced data analysis.

App development

Generation AI also contributes to the efficiency of the development process in app development, such as automatically generating code and detecting bugs.

This reduces development time and improves quality. It also improves app performance with optimized code suggested by AI.
In addition, by using generation AI for code generation, you can quickly create prototypes from ideas. Validate new application concepts and speed time to market.

work activities

Generative AI also supports sales operations.
For example, it can be used for a wide variety of tasks such as analyzing customer data, targeting, and creating sales materials. You can also develop more effective sales strategies based on the insights provided by AI.
By utilizing generative AI, you can expect to improve sales efficiency and maximize results.

Education and guidance for new employees

Generative AI is also effective in educating and guiding new employees.
By using it to create educational materials and propose training programs, it can improve the quality of education and enable efficient human resource development.

It is also possible to create customized educational programs according to each employee’s learning progress and level of understanding.

Evaluating employees and providing feedback

Generative AI also plays an important role in evaluating employees and providing feedback.
AI performs evaluations based on objective data and provides feedback tailored to individual employees, making human resources management more efficient and fair. This will also help improve employee motivation.

If you use this method externally, you can improve the efficiency of recruitment in the human resources department.

Points to note when improving business efficiency with generative AI

Although the introduction of generative AI brings many benefits, there are also some points to be aware of.
Below, we will explain these points based on the guidelines published by the Japan Deep Learning Association.

The generated content may be incorrect.

Generative AI is an advanced technology, but it is not perfect.
In particular, the content generated by AI may contain errors. This depends on the quality and scope of the dataset the AI ​​is learning from.

Therefore, the content generated by AI requires manual confirmation and correction. In particular, careful verification is required when using AI for important decision-making or official documents.

There is a risk of infringing on rights such as copyrights and trademark rights.

When creating content using generation AI, it is necessary to be careful about intellectual property rights such as copyright and trademark rights.
This is because if AI generates new content by referring to past works, it may infringe on the rights of the original works.

Before using generated content, it is necessary to take measures such as checking the rights and obtaining permission as necessary.

Information security issues

When introducing generative AI into business, it is also necessary to pay attention to information security.

In particular, when using cloud-based AI services, there is a risk of confidential information being leaked to outside parties.
It is also necessary to consider the possibility that content generated by AI may violate security policies.
When generating program code using generation AI, it is necessary to consider the possibility that security holes may exist in the generated code.

In order to reduce these risks, it is essential to establish appropriate security measures and policies, and select the generation AI to be used.

summary

By using generative AI to improve business efficiency, it is possible to automate and optimize various tasks with speed and accuracy that exceed human ability and time.

However, when introducing AI, you need to be careful of the points mentioned in “Points to note when improving business efficiency with generative AI’ ‘.
Make good use of it as a powerful tool to improve your business efficiency.