In our first AI in Practice post we shared how Jisc ran internal AI impact workshops to understand where artificial intelligence could make the biggest difference to our ways of working.
Across the sessions, colleagues identified hundreds of tasks where AI might support efficiency, consistency, or creativity.
When we reviewed the results, five broad themes emerged. Together, they reveal a clear picture of where most time is spent and where the greatest potential lies for thoughtful use of AI.
Five main themes of identified tasks
The analysis showed that almost all tasks fell into five categories:
- Document & Content Creation – writing, editing, and preparing materials.
- Review, Analysis & Decision Support – interpreting information and making comparisons.
- Meeting & Communication Management – capturing, summarising, and sharing discussions.
- Information Search & Data Management – locating, organising, and connecting knowledge.
- HR, Talent & Training Enablement – developing learning content and supporting staff development.
Each theme highlights common, everyday work that spans many different teams across Jisc.
Document and Content Creation
The largest category of tasks involved producing, refining, and repurposing information. Teams frequently mentioned activities such as drafting reports, summarising notes, writing presentations, and preparing training materials.
This shows that a significant portion of working time is spent translating ideas into clear communication turning expertise into structured outputs. Colleagues saw opportunities for AI to support this process by generating first drafts, suggesting formats, or summarising existing material.
Considerations around tone, accuracy, and accessibility still rely on human review. The real value lies in combining automation with professional judgement.
Review, Analysis & Decision Support
The second most common theme focused on tasks that involve interpreting or comparing information. Examples included reviewing documents, analysing feedback, and preparing summary findings for decision-making.
These are intellectually demanding tasks but are often slowed down by the volume of material to process. Many colleagues recognised that AI could help by organising and summarising information quickly, freeing people to focus on insight and judgement rather than administration.
At the same time, participants stressed that interpretation must remain a human responsibility: AI can highlight what’s there, but not what it means in context.
Meeting & Communication Management
Meetings featured in every workshop. Note-taking, minute writing, and action tracking are routine but time-consuming tasks that are crucial to good collaboration. Participants consistently described these as areas where even small efficiencies would make a meaningful difference. Interestingly, the discussions revealed a cultural insight too, people want to spend less time documenting conversations and more time having them. Reducing the administrative burden in meetings could strengthen collaboration not just save time.
Information Search & Data Management
Another widespread challenge was finding, managing, and connecting information. Across Jisc, staff mentioned how much time is spent locating documents, retrieving data, or consolidating information from multiple sources.
This reflects a broader knowledge management issue shared across the sector information is abundant but not always accessible.Participants saw potential in using AI to improve search and retrieval, automate data organisation, and connect insights across systems.
HR, Talent & Training Enablement
Finally, many identified tasks centred on supporting people, developing training materials, onboarding staff, and creating learning resources.
There is some natural crossover here with Document and Content Creation and Information Search & Data Management, since these activities often involve producing, curating, and organising materials. However, this theme stands apart in its purpose: it focuses on developing people and capability rather than solely improving content or managing information.
Colleagues saw opportunities for AI to make learning materials more consistent and to streamline how development resources are created and shared. Using AI to enhance capability, build confidence, and improve access to support, helping everyone engage more effectively with new technologies and evolving ways of working.
Common Cautions
Across all sessions, colleagues raised consistent cautions about adopting AI responsibly. The main themes centred on trust, accuracy, ethics, and people. Data privacy and compliance were top of mind, with teams emphasising GDPR, confidentiality, and the importance of knowing where information is stored and shared.
Participants highlighted the need for ethical and transparent use from avoiding copyright or bias to understanding the environmental cost of AI tools. Many also stressed the value of preserving a human touch, keeping communication authentic and personal even when assisted by AI.
Finally, colleagues called for equitable access, training, and reassurance so everyone feels confident using AI safely and effectively. Responsible adoption, they agreed, means balancing enthusiasm with reflection and keeping people at the centre of every change.
What’s Next
The insights from these workshops are now shaping how Jisc prioritises its next steps with AI. By understanding which kinds of work take the most time and effort, we can focus pilots and guidance where they will have the biggest impact.
In AI in Practice (Part 3), we’ll explore how we’re starting to measure that impact from time savings to confidence gains and what early results are telling us.
Find out more by visiting our Artificial Intelligence page to explore publications and resources, learn more about our communities and sign up for our AI Literacy training.
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Get in touch with the team directly at AI@jisc.ac.uk