Anyone who has built a training program knows that building a great course can be detailed and lengthy, depending on its complexity and scope. Fortunately, technology like automation and AI continue to reduce the effort required to build a comprehensive training program. But which one is right for your training program?
In this article, I will guide you on when AI or automation is the right solution to achieve the desired efficiencies.
Differences between AI and automation
Artificial Intelligence (AI) and automation are closely related technologies, and the terms are sometimes used interchangeably. However, they focus on different aspects of problem-solving and task execution.
Automation is a technology that helps perform repetitive and predefined tasks that require minimal human intelligence and/or decision-making. It can be as simple as a mechanical device that performs a routine task or as complex as software that processes information automatically.
Conversely, AI supports more complex tasks that require decision-making, problem-solving, understanding language, and recognizing patterns or objects. Unlike automation, AI systems can learn from data and past decisions and adapt to new situations.
Automation for training
Automation simplifies and streamlines repetitive tasks. One example of automation in the training industry is LMS automation, which can automate tasks like onboarding new users and enrolling learners into courses based on their registration details, program requirements, and previous course completions.
Use automation to reduce the time spent on basic administration by setting up triggers or workflows, such as reminding learners to submit course feedback, notifying learners when a new or relevant course is available or alerting an instructor when a student submits a question or an assignment. Automation can also automatically notify learners of upcoming events and course expiration and answer routine questions using chatbots.
Automation is the technology of choice for creating and delivering reports on courses’ performance, such as completion rates, feedback scores, and time spent on each module, so training creators can regularly identify areas for improvement.
Finally, automation is the technology for generating certificates after learners have completed a module, course, or training program.
AI for training
AI can do many things for training programs. For course content creation, AI can efficiently sort through large volumes of content from subject matter experts and propose learning objectives and instructional text in a format designed for optimal learning. AI image generators like DALL-E can also generate original images that align with the course context.
AI is also ideal for quickly selecting the right assessment question for the content types and generating multiple testing options. More test questions allow the system to rotate through more options and reduce the chance of cheating.
From a course delivery standpoint, AI can tailor learning experiences by adjusting task difficulty levels, providing personalized feedback, and suggesting additional resources. Chatbots and other AI-enabled tools help answer more advanced questions.
AI-powered machine translation is also revolutionizing training. Rather than translating word-by-word, AI systems now understand the context and semantics of sentences and deliver more accurate and coherent translations for complex or technical content. Real-time translation services like those available in Microsoft Teams are changing the reach and accessibility of live training events.
Finally, since AI can quickly process large amounts of data, it is ideal for analytics and gaining insights into data trends. Use the technology to evaluate learner performance and progress by analyzing course completion rates, test results, and course feedback.
What AI cannot do for training
Despite its ability to tackle complicated tasks and analyze large volumes of information, AI struggles with tasks that require context understanding, emotional intelligence, and complex decision-making. It is also not equipped to analyze nuanced situations, make judgment calls, or resolve ethical dilemmas. For these reasons, AI cannot replace human training creators.
There are also certain kinds of training that AI is unsuitable for creating: courses that teach specific skills, like creative and critical thinking, interpersonal skills (e.g. leadership, negotiation and teamwork), cultural sensitivity, or any other topics with ambiguous information or uncertain conditions.
Human course creators and instructors are still needed and the best for situations and courses that require interpreting ambiguous information, adapting to unexpected changes, and providing guidance where emotional intelligence is needed.
Is AI or automation better?
Whether AI or automation is better depends on the context, objective of the tasks, and strategic goals of the program. Each has strengths, applications, and implementation considerations.
Automation is the best solution for repetitive and simple tasks that do not require adaptation or decision-making beyond a predefined set of rules. It is typically easier and faster to implement and modify.
AI is better suited for tasks that require pattern recognition, analytics, and decision-making. Unlike automation, it can also automatically “learn” based on new data and situations. Implementing an AI-based system used to take longer, but that has changed significantly with the introduction of task-specific AI systems, such as AI tools trained to write specific content types and LMS that can suggest learning paths.
Then, there is the fact that the two technologies can intersect. AI is now used to create “intelligent automation,” where systems perform tasks and improve and adapt over time. AI and automation are synergistic tools that can increase learning engagement and program efficiency. Look to use both!
