Generative AI in the workplace: strategies and practical tips for responsible use

Generative artificial intelligence (AI) is rapidly making its way into various sectors of the economy and industry. Specialised AI systems generate text, assist with software development or optimise production processes. At the same time, the use of generative AI raises fundamental questions: How can AI be used safely and profitably? And what strategies are needed to achieve this? A recent white paper from Plattform Lernende Systeme discusses the use of generative AI in business and industry. Using SWOT analyses, strategies are derived to help companies harness potential and tackle challenges. Drawing on concrete examples of application, the white paper offers practical tips on the use of generative AI for businesses.

Expectations for generative AI in the business world are high: they range from productivity gains and cost reductions, through more efficient processes, to the development of new business models. Generative AI opens up new opportunities for automation and optimisation, particularly in areas such as knowledge management, software development and industrial production. At the same time, however, new challenges are emerging, such as hallucinations, as well as increased demands on IT security and issues relating to data protection and compliance. Furthermore, companies in Germany face a key strategic decision: do they wish to use generative AI exclusively as end-users, or develop their own AI solutions? Whilst the use of existing systems enables rapid efficiency gains, in-house solutions can secure long-term competitive advantages and strengthen digital sovereignty.

Alongside large, versatile language models (Large Language Models, LLMs), so-called Small Language Models (SLMs) are coming to the fore. These significantly more compact models are more resource-efficient, quicker to adapt and can often be run locally, offering benefits in terms of data protection and costs. For specialised, domain-specific applications, SLMs open up new possibilities for using generative AI in a targeted and controlled manner. For European companies in particular, they also offer the chance to operate independently of large platform providers.  

Responsible use as the key to success

‘The successful deployment of generative AI depends not only on the technology itself, but on how companies integrate it into their processes and structures. It requires a corporate culture that prioritises critical scrutiny, transparency and the responsible use of AI,' explains Matthias Peissner, Head of the Human-Technology Interaction Research Group at the Fraunhofer Institute for Industrial Engineering IAO.

Transparency and clear lines of responsibility are particularly crucial where AI systems are used in safety-critical or regulated sectors. Generative AI can help companies improve processes and gain new insights, but at the same time it requires consistent integration into existing governance, security and compliance structures.

Specific use cases: A guide for businesses

Using SWOT analyses, the white paper illustrates how companies can systematically evaluate the use of generative AI in various application areas, such as knowledge management, industrial production or software development. In doing so, it takes into account internal strengths and weaknesses as well as external opportunities and risks. This structured approach helps companies to identify potential in a targeted manner, recognise challenges at an early stage and derive concrete strategies from them. Application scenarios provide concrete practical tips for companies.

‘The potential of generative AI is particularly evident in knowledge management. Information can be found and utilised more quickly. At the same time, it is crucial to ensure the quality of the content and to establish clear rules for handling sensitive data,' says Andrea Stich, Head of the Frontend Academy at Infineon Technologies AG. Generative AI enables, for example, the integration and interlinking of large knowledge bases, facilitates access to experiential knowledge and supports a wide range of applications such as document management, research and decision support. Risks, on the other hand, include data protection issues, hallucinations, potential loss of expertise and an increasing dependence on AI systems, which is why responsible and strategically managed use is essential.

About the whitepaper

The white paper ‘Using generative AI responsible. Impulses for companies and industry’ was written by members of the working groups ‘IT Security, Privacy, Law and Ethics’, ‘Future of Work and Human-Machine Interaction’ and ‘Innovation, Business Models and Processes’ of Plattform Lernende Systeme. It is available for download (German) free of charge.

A short interview with Andrea Martin, co-author of the white paper and a member of Plattform Lernende Systeme, is available for editorial use.