The future of administration: overcoming the shortage of skilled workers with artificial intelligence

The demographic trend in Germany and many other countries shows a clear tendency: in the coming years, the baby boomers, and thus a large number of employees, will be retiring. This generation not only represents a significant portion of the current workforce, but also has invaluable expertise and many years of experience. Their departure threatens a massive loss of know-how that will be difficult to replace. At the same time, fewer young people are entering the workforce; consequently, they have to take on more responsibilities.

The use of AI in administration

The automation of routine tasks helps to counteract the impending shortage of skilled workers. AI-based applications such as Mindbreeze InSpire enable the automation of repetitive tasks without replacing human decision-making. This gives employees valuable time to concentrate on more complex tasks.

One example of a repetitive task is the allocation of incoming mail to the relevant departments. By using artificial intelligence methods such as fact extraction service and classification, it’s possible to automatically forward documents to the responsible office (incoming mail classification). Mindbreeze identifies the relevant terms (residential address, business number) in an e-mail or a scanned document, enters them into the corresponding input fields of the administrative software, and forwards them directly. The employees no longer have to enter the data manually, they just check the entries and add to them.

Process automation as a knowledge store for the next generation

Mindbreeze uses the existing information to continuously learn and provides suitable suggestions that employees only have to confirm. This increases the level of automation step by step, meaning that the valuable expertise of the baby boomer generation is now being optimally used, stored, and later passed on to younger generations. In this way, entire processes, from initial processing to the dispatch of notifications, can be fully automated step by step. This not only saves time on routine tasks later on but also makes it easier to train new employees, for whom the existing knowledge is provided directly in applications such as the electronic record.

AI as a driving force for a future-proof administration

The automation of routine tasks using AI technologies like Mindbreeze InSpire offers an effective solution to the looming shortage of skilled workers in public administration. It relieves employees of repetitive tasks and allows them to focus on more complex activities. At the same time, the expertise of the baby boomer generation is efficiently utilized and passed on to younger generations. In the long run, this leads to the automation of entire processes, which both reduces the time required and facilitates the induction of new employees. AI is therefore crucial for the future of modern administration.

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