Is technology being used to mask staff shortages and increased workloads at UoB?
The good, the bad, and the thought-provoking: Our members’ experiences with AI and technology.
The use of AI and automation at the University of Birmingham has become a talking point amongst our members at Unison University of Birmingham Branch. From drafting emails with AI tools to managing workflows with Power Automate, many staff are looking to these technologies to save time and work more efficiently.
But what does this mean for workload, job satisfaction, and the future of our roles?
We’ve gathered extensive feedback from our members to build a picture of how these tools are shaping work experiences at the University. This feedback has given us a map of the benefits and the pitfalls.
How are staff using AI and automation?
According to member responses, these are some of the ways it is being used at the institution:
Artificial intelligence
- Drafting emails to improve grammar, tone and structure.
- Creating text alternatives for documents, like appraisals or PDRs.
- Supporting tasks like formatting data sets.
Automation tools (e.g. Power automate)
- Simplifying mail merges and workflows for repetitive tasks.
- Managing large-scale or procedural activities.
- Exploring potential for broader automation.
Positive Impacts
When used properly, staff have reported improvements like:
- Time Savings: Useful to support staff in repetitive tasks like drafting emails or reformatting documents, freeing up time.
- Efficiency: Automation tools simplify complex or time-intensive processes, potentially improving service delivery in some cases.
- Accessibility: AI tools can offer much needed support for neurodivergent or dyslexic staff, helping with written communication.
The Challenges
Despite the potential, many staff report that AI and automation create new challenges:
- Training Gaps: Staff consistently highlighted the lack of training. One member shared, “We’re just given YouTube links and told to figure it out. Automation tools are error-prone and frustrating without proper guidance.”
- System Failures: Tools like Power Automate often crash, resulting in hours of lost work.
- Added Stress: Many feel that these tools, rather than reducing workloads, create more work due to the need for self learning, setup, troubleshooting, and manual intervention.
- Job Security Concerns: Some fear AI and automation are being used to “streamline” operations at the expense of proper staffing.
- Ethical and Environmental concerns: AI tools are extremely resource heavy, and there are well documented ethical concerns around data-mining and copyright. One member shared ““In a climate crisis, using energy-hungry AI for tasks we can do ourselves feels irresponsible.”
A Double-Edged Sword: Concerns for the Future of Work
While some staff see potential in AI and automation, others feel pressured to adopt these tools without the proper support, or in spite of personal ethical issues. This has led to concerns that technology is being used to cover larger organisational issues, like understaffing and rising workloads.
“Automation has just caused double-handling of tasks because paper records are still required,” one member shared. Another observed, “The University seems to push these tools as solutions while ignoring the underlying problem: we need more people, not just more tech.” .
Looking nationally, there are concerns for how the large scale adoption of technology could completely transorm the workforce- with some job roles changing drastically, and others being completely substituted. According to a 2019 ONS report 1.5 million jobs are at high risk of automation in England. Women, young people, and those who work part-time are most likely to work in roles that are at high risk of automation, the report found.
A 2024 report from the Department for Work and Pensions has forecast that among roles most at risk include clerical, financial, business management and communication roles. Although the report emphasises that most jobs are more likely to be changed rather than replaced, allowing workers to focus on more big-picture or creative aspects of their roles, our members have reported a paradox forming. The tools intended to streamline processes may, by creating new possibilities, add to already full workloads or increase the complexity of their roles.
The new possibilities enabled by technology, members have reported, are creating additional responsibilities. This has created a paradox where the tools intended to streamline workloads may actually add to them or increase the complexity of roles.
What Needs to Change?
Your feedback highlights clear steps the University needs to take:
- Provide Adequate Training: Ensure staff have access to beginner-friendly, practical training for AI and automation tools, and sufficient time and support to undertake it.
- Offer Ongoing Support: Regular check-ins and troubleshooting support can help staff build confidence and reduce frustration. With new technologies, errors are bound to occur- staff shouldn’t feel responsible for issues out of their control.
- Consider Ethical Implications: Proper ethical and environmental considerations and standards need to be priority.
- Hire, Don’t Just Automate: Technology should support, not replace, a well-staffed and well-resourced institution.
Share Your Voice
It’s clear that while these technologies have potential, they’re not a magic bullet for workload pressures, and it would be short sighted to view them as such. Your experiences matter, and we’re committed to advocating for fair treatment and proper support in the face of technological change.
Don’t forget to complete our survey today and help shape our campaign. Together, we can make sure that technology works for staff—not the other way around.