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Artificial Intelligence Software: Unlocking New Ways to Scale

Learn how to use artificial intelligence software to scale and evolve your business quickly and effectively.

Motion Blog
at Motion
Aug 8, 2023
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You’ve heard of ChatGPT, and now you’re curious about what else artificial intelligence software can do.

It’s about time you jumped on board. Ninety-four percent of business leaders say that artificial intelligence technology is critical for success in today’s world. Not optional. Critical.

But what do you need AI for, and where are the best places to deploy AI tools in your business to have the greatest impact?

This article dives into what artificial intelligence tools are, why they’re considered so important, and how you can put them into action to scale and evolve.

Artificial intelligence software explained

Artificial intelligence (AI) software is more than a virtual assistant. It emulates human intelligence and behavior by completing routine tasks and decision-making activities to enhance complex processes.

It does your mundane tasks, spots areas for growth, and implements better processes.

What’s artificial intelligence software?

By leveraging machine learning algorithms to analyze data, AI software can identify bottlenecks, make predictions for improvements, and implement and monitor new processes.

The best bit? It’s capable of learning from its experience over time, so it improves its performance and rectifies errors as it goes.

What’s AI’s purpose and capability? The 3 A’s

AI software purpose and capabilities

‎‎AI software is used for three main reasons: automation, analysis, and adaptation.

Automation: Automate repetitive tasks, streamline decision-making, and upgrade productivity.

Let’s imagine you’re a digital marketing manager. You use Motion AI to schedule content creation tasks for your team at times that fit their availability.

Analysis: Analyze complex datasets and identify key patterns and useful insights.

Let’s say you’re a state-wide supermarket chain. You use AI to analyze purchase patterns, product demand, and inventory levels to decide what to stock during the holidays.

Adaptation: Adapt to new criteria, inputs, and process data to improve performance, speed, and accuracy over time.

You have a nationwide car rental business, but you’ve been receiving terrible ratings. You use AI tools to analyze your reviews, understand the issues, and implement automated chatbots to handle these issues.

If you’re looking for an AI software platform that does all three, so you can focus on the more complex tasks in your projects, try Motion.

We revolutionize time management using deep learning algorithms that learn how you and your teams use time best. It prioritizes, schedules, and reschedules based on fluctuating requirements and changing priorities.

Try it for free now.

How can AI help you scale your business?

Here are the four main ways that AI software can help you scale and evolve your business to predict and leverage market fluctuations in a rocket-paced world.

1. AI tools free up resources

It’s not just that a machine learning platform takes care of day-to-day tasks to free up time so you can focus on more complex issues.

Motion AI routine task automation

‎AI expert systems also reduce costs, free up physical resources, and unburden your mind.

Since you and your team are no longer saddled with cumbersome administration, you save money on unnecessary labor and inefficiency.

Now physical resources are optimized, you can scale capacity to increase profits.

Given that you’re not bogged down with minutia, you can dedicate more brain power to innovation.

2. AI software can help you make decisions

Manually processing and analyzing large amounts of data is expensive in all manner of ways. It’s time-consuming, labor-heavy, and error-prone.

AI doesn’t just process and analyze big datasets. It also has the power to make predictions based on the patterns it identifies.

These predictive models provide the backbone for good decisions based on hard data. You make better choices, and you can make them quicker.

3. AI software can personalize customer experiences

Customers love personalization because it humanizes your brand. Ironically, AI can do this far more efficiently than humans.

Personalizing every sales email, social message, and customer query by hand is a big job. It requires large teams that come at a big expense.

AI software enables you to set custom rules that encourage the tool to personalize each communication, both in terms of wording — “Hello Arthur” — and content, such as promotions or recommendations.

Plus, it can do this at scale. An AI can interact in a personalized way with innumerably more customers than a human can.

4. AI can predict future trends

Spotting trends is key to staying relevant and giving your audience what they need. Rather than trawling social media analytics or purchasing history data, you can use AI.

Not only will AI’s predictive analytics flag opportunistic patterns, but tools like Motion will also automatically capitalize on trends to help your business adapt and grow.

Why’s AI such a hot topic right now? The benefits of AI tools

You’re reading this article, so you’ve probably noticed a tidal wave of coverage on AI software.

While ChatGPT is by no means the first AI tool — everyone's used Alexa Voice Service — its release pushed the concept of AI into the public sector. Natural language processing generative AI tools for text and image generation, like Dall-E image generator and Google AI, seem to be popping up all over the place.

You’ll have noticed that content around AI usage is often glamorized, focusing on how these tools can have profoundly creative ideas to develop businesses out of nothing.

But AI isn’t simply a glamorous magician’s assistant.

It offers lots of ways to help you scale and reach long-term goals in a faster time. While some of these methods are thrilling, some of the most impactful business applications are far more mundane.

AI tools offer a wide range of benefits:

Efficiency and productivity: Right now, nearly 40% of companies focus on using AI to improve operational efficiency. AI automation tools can automate repetitive tasks, process large amounts of data, and make decisions in real time. This leads to faster and more effective processes that produce better outcomes.

AI software statistic on efficiency

Insights and decision-making: AI’s capacity to analyze large datasets and spot patterns automatically accelerates and enhances decision-making.

Identifying opportunities: 36% of companies are using AI to increase innovation and prevent problems. AI helps companies flag trends and leverage potential opportunities while offering predictive maintenance advice.

Automated improvements: Some AI tools, like Motion, can learn from data and automatically make improvements to processes and systems to streamline workflows.

Personalization: According to PWC, business executives rank personalization as the top influence on loyalty. AI personalizes experiences quickly and creatively based on customer behavior and preferences, which leads to enhanced customer services.

Cost Reduction: Thanks to improved operational efficiency and task automation, more than a quarter of AI users say it cuts costs by at least 10%.

Operational Scalability: Task automation and pattern identification allow businesses to scale operations more easily. It helps you adapt to increasing workloads without needing to invest in more resources.

Scale and evolve faster: Apply artificial intelligence software in these 8 key business areas

AI-based systems can be applied in a wide variety of ways to help you upgrade and grow your business.

The key to getting the most impact from your AI tools is to define your growth goals and understand what’s preventing you from reaching them.

Here are eight key business areas to apply AI that can have a profound impact on your ability to scale.

1. Streamline scheduling

It doesn’t matter what industry you’re in. Time management is crucial to optimizing your human resources.

Otherwise, you’ll run over project deadlines, your staff will experience burnout, and there’ll be no time to focus on growth.

A top-caliber AI software application, like Motion, can automate and optimize task and project scheduling. It can prioritize and reprioritize activities in real time based on urgency. It then automates and delegates these tasks by expertise and availability.

By automating scheduling activities, you reduce the manual labor involved with organizing and reorganizing your team. There’s no need for constant back-and-forth communication about tasks and meetings — Motion alerts everyone of changes automatically.

Motion AI customizable priorities

‎Just think of the brain power you’ll save. Instead of frantically trying to reprioritize schedules and resources based on changing demands, you can focus on client communication and project development.

Motion’s ability to respond to changing circumstances in real time supports rapid evolution. You can adapt to changing markets and client demands without worrying about minute-by-minute details.

2. Automate task management

While project managers should focus on managing the flow of the overall project, they’re often stuck switching around tasks and updating team members.

Task management is much simpler when you roll out a task automation platform like Motion.

AI Task Manager dashboard

‎Picture it this way.

You create all the tasks and set rules around who has the skills and availability to do what.

Motion automatically delegates it out.

Everyone starts working, but the client calls with a shift in priority.

You simply update Motion. It automatically reprioritizes all tasks and reschedules each team member’s calendar. It notifies everyone automatically.

Worried about whether tasks are getting done? Motion keeps a record of progress, analyzes patterns, and optimizes task allocation based on this information.

Concerned that your staff are overworked? Motion automatically assigns tasks based on availability and flags all potential over-commitment. Nobody is working through the night, yet everything still gets completed on time.

3. Improve resource allocation

You’re overloaded, you’ve new demands coming in left, right, and center, and you can’t figure out who’s the time to help. There’s no resource planning — you just grab any old staff member, no matter their skills or expertise.

This is a recipe for disaster.

Instead, Motion optimally allocates tasks based on skillset, availability, and workload. It automatically assigns these tasks, then, if anything changes, it reprioritizes them in real time.

What’s even more impressive is that its deep learning techniques pattern your team’s behavior. Over time, it schedules tasks based on what’s most productive for each individual and the whole project.

4. Upgrade decision-making

Data-driven decisions are based on hard evidence of patterns and trends. There’s a reason more than half of AI users say they use it for smarter decision-making.

To manually analyze large amounts of behavioral and characteristic data efficiently is almost impossible. It’d take a lot of people a lot of time at a great expense. Or you have to accept a simple mountain view on your data.

Artificial intelligence software data-driven decision-making

‎Take Motion. It gives granular insights into potential time management opportunities for each team member and your staff as a whole. It analyzes these trends as they emerge in the context of larger historical patterns to suggest actionable improvements.

That way, you can make data-driven decisions in real time that can bolster your business in new ways.

5. Reduce project planning

The industry rule of thumb says that project managers in all fields dedicate around 10% of the project time to planning.

What if you could reduce that to 1%?

Motion automates 90% of project planning

Motion AI Project Manager dashboard

‎Thanks to intelligent scheduling and AI-driven project management features, Motion can create the optimal schedule for your team and adjust it if things alter. It takes into account all availability, expertise, resources, and task dependencies, along with any other custom parameters you set.

6. Scale workflow management

Rather than having to readjust your workflows with each new team member, use AI to scale and automate workflows.

By recognizing patterns in human behavior and resource usage, AI can optimize time and resource allocation so projects run more smoothly.

7. Enhance communication

While it’s important to have a good rapport with your team and clients, constant communication takes up a lot of time.

Improve the quality of your conversations by cutting out the day-to-day updates. AI collaboration tools, like Motion, will automatically update team members and stakeholders on progress and changes.

Since it automatically responds to schedule clashes and task reprioritization, there's no need for back-and-forth discussions about who can handle incoming tasks. Motion takes care of it.

That way, you can save discussion time for more innovative conversations to grow and shape your business.

8. Harness continuous business improvement

Growth requires continuous improvement.

Done manually, it’s a lengthy process of setting goals, analyzing bottlenecks, designing improvements, and crossing your fingers that they work.

Process improvement is a breeze with an AI-powered scalable platform.

Continuous process improvement using AI software

‎Imagine this.

You block off the first and last hour of the day for meetings. Meetings at the beginning of the day tend to run over by at least 20 minutes a day, setting the whole day off course. Meetings in the afternoon always end at least 10 minutes early, as workers want to get home.

Motion might automatically schedule all your meetings to the last two hours of your day or offer two 30-minute slots at the end of the day.

By doing this, you’d cut meeting time down by between 50 minutes and 5 hours a week.

Make the intelligent decision

Wasting time manually scheduling your staff and planning projects isn’t conducive to scaling your business.

Artificial intelligence software not only cuts back on day-to-day menial tasks, but it also helps you to recognize positive patterns that can scale and evolve your business.

Start by employing Motion as your personal assistant. You’ll be surprised by just how much you can scale productivity without having to worry about scheduling and planning.

Try Motion for free now.

Motion Blog
Written by Motion Blog