If you work in tech, or in fact, if you work at all, you can’t have escaped the buzzword on everyone’s lips. AI has quickly crept up in most daily work-related conversations: “Why would you need to write it yourself? Just ask ChatGPT!”. It seems like everyone’s using it – or at least saying they’re using it -. Because how many companies have actually implemented useful and secure AI-backed tools or processes? Is AI in the workplace just a hype or can businesses – and people in them – concretely benefit from it? And how should you do it right?
As an innovation-driven tech company, we’ve naturally taken an early interest in AI. What’s more unusual is the way AI has structurally integrated itself into the way we work, thanks to a methodical approach and built-in processes.
Today, AI is part of the Trustpair way, seamlessly embedded in our tools, habits and mindset. It’s already brought significant benefits in how we work, collaborate, and deliver impact. More details below on how we managed it!
Turning Hype into Impact: Our AI Framework in Action
Early on, Simon, co-founder and CTO, and Céline, Trustpair’s VP People, saw the potential of AI for the Trustpair team. It could help us work better and quicker. But there were also downsides to it. AI is a double-edged sword because it’s greatest strength is that it’s easily available to everyone but that’s also what makes it problematic. When used without coordination or clear goals, letting everyone experiment with AI tools on their own quickly leads to inefficiency, duplication, and inconsistent outcomes.
What if everyone at Trustpair started going on different tools and poured in sensitive information about the company which could then be reused elsewhere? And how could we guarantee that AI actually made us more effective, rather than just being a fun (and costly) little gadget to play with (as a copywriter, I would know)? How could we use it safely without being sidetracked?
“Very early we realized the risk of having teams at Trustpair using AI tools on their own, in an individual and fragmented approach. To avoid risks, we decided to implement a clear framework so that everyone could be educated and use AI in a responsible and secure manner”. Simon Elcham, CTO
All these new tools were full of promise – but they needed to be controlled and used wisely. From there started Trustpair’s approach to AI: Simon & Céline developed a full “AI for teams” program. From use cases identification to tools deployment and change management. No investments were made without proper clear benefits & ROI. To avoid the buzz effect, Trustpair created a specific AI adoption process:
- Organization of workshops with team managers to identify pain points and needs.
- Prioritization of the identified needs by expected benefits and number of team members it would benefit. 2 main benefits were identified: time saved and quality improvement.
- Identification and benchmarking of AI tools following specific security guidelines.
- Testing of tools with end users and validation – or not – of its’ benefits.
- Deployment of tools, communications, training of end users and frequent updates about specific use cases.
“Initially, I had concerns that implementing a comprehensive AI program might be perceived as overly ambitious or “too much”. However, this approach ultimately proved to be a good one. When I talk with other organizations that have adopted AI without establishing clear frameworks, I observe that they face greater challenges. Both in ensuring security and operational efficiency. While we continue to refine our approach and remain in an active learning phase, the internal results we’re observing are highly encouraging! We ran a survey around AI adoption a few months into the program. 100% of users indicated they saved time searching for information and data, and 50% indicated they saved a lot of time.” Céline, VP People
AI in Practice: Our Examples
As a content creator, one of the most tedious tasks is retranscribing interviews. A mere 30 minute interview can easily take 4 hours to transcribe in writing – even with the existing options on Google Meet or Microsoft Teams. These are 4hrs lost in the wind that present little to no added value. On a larger scale, taking notes and summarizing calls and meetings is time-consuming and it’s easy to miss these one or two key points.
The solution? An internal smart meeting assistant that takes notes during meetings and summarizes the key points. Céline benchmarked best-in-class solutions on the market and tested them out with the end users. All Trustpair employees are now the happy users of an AI note taker. This has led to less time in meetings, better information sharing and better action plan follow-up. Not to mention, I now can spend more time writing interesting articles like this one, rather than spend 4 hours listening to myself ask questions.
The testing phase – and frequent reassessing – is critical to make sure the chosen solution really answers the identified needs and will be used by the intended audience. Otherwise it’s just time – and money – thrown out of the window. AI tools evolve fast, and so do our expectations and needs.
For example, we also explored an AI-based slide creation tool but didn’t go through with it. We realized it didn’t answer the end users’ needs. For slide power-users, the tools on the market aren’t powerful enough and can’t create compelling flows to tell a specific story. Ironically, for basic power point users, these same tools are overkill and less effective than a well-crafted template and library.
In the end, AI is only worth what it really brings you.
“To companies who want to implement a company wide AI strategy, I would say to communicate, communicate and communicate! You have to engage your teams, show them the value of AI and how it can benefit them concretely in their everyday work.” Simon Elcham, CTO
Yes to AI – But Ethically and Responsibly
With AI tools came another question. How could we make sure these tools were used responsibly by everyone in the company and sensitive info wasn’t just leaking savagely somewhere online? It was quite clear that we needed to implement clear guidelines about what to do and what not to do with AI. We needed to be sure everyone had a clear understanding of the underlying risks.
“We selected tools that had sufficient levels of security and a strict data segregation rules- aligned with our internal cybersecurity guidelines” Simon, CTO
Introducing Trustpair’s AI charter, an official document signed by all company employees. This 7 page document showcases critical guidelines about legal compliance, data security and privacy. It also features examples and best practices to use AI. Useful do’s and don’t to make us all accountable and responsible.
As stated in the introduction, “As a technology-driven company operating globally, we, at Trustpair, recognize the transformative power of Artificial Intelligence (AI) in enhancing our operations, supporting decision-making, and creating value for all. This AI charter outlines our commitment to responsibly using AI systems ensuring they align with our ethical standards, regulatory obligations, and the expectations of our employees”
A Booster For Our Professional Growth and Career
With a few months of hindsight I can confirm that we’ve made it through. At Trustpair, AI isn’t just a trend – it’s a smart, ethical, and empowering part of how we work. We combine the best tools on the market with clear processes and a thoughtful approach to data protection, and business impact. We’re not missing out on this massive transformation and have adapted our mindset and way of working to this new paradigm – focusing on the concrete value, and not the fluff.
To make sure it stays that way, we have access to a wide variety of resources ranging from frequent training, knowledge bases and champions in the company sharing their personal journey and experience with AI. It’s not only about having an AI charter, it’s about constantly educating teams to AI. Integrating it in our onboarding program and having frequent sessions in company-wide meetings.
“Even though we have this AI for teams program, we firmly believe that nothing replaces the human eye and excellence. We see AI as a catalyst for more productivity and efficiency, not as a replacement of human resources. People are still owners of their projects and accountable for them.” Céline, VP People
We are also in the process of questioning HR strategy and key employee journey steps, from hiring to performance management, in the light of AI development. For example, during the hiring process, case studies take on a whole other meaning now that candidates use AI. We’re having open conversations with candidates about how they use it, why, etc. We test their AI appetite and skills, as it will be fully part of their job if they join us.
“What was a game changer in our AI journey was the leadership’s deep conviction that AI is a transformation vector and that we have to anticipate and stay ahead of the trend. The three founders really have a vision around this. The fact that it’s sparked by top management makes it something that’s going to happen, not only wishful thinking” Céline Gallon, VP People.
If you’re looking to join a company where cutting-edge tech serves people – not the other way around – you might just feel at home here.
PS: this article was not written by ChatGPT 😉
