In today's digital era, leveraging advanced technology to facilitate daily operations and maximize productivity is imperative. One such outstanding innovation is the virtual assistant - a use of artificial intelligence (AI) that carries out tasks or services for an individual or a business entity. This essay explores the effective ways to work with a virtual assistant by examining their functions, benefits, handling methods, and how to optimize their use effectively.
A virtual assistant can perform a multitude of tasks ranging from simple to complex, some of which include data analysis, scheduling, customer service, and social media management. According to Kippreport, over 100,000 businesses experienced productivity boosts in 2018 by employing virtual assistants (Kippreport, 2018) (Source 1: https://www.kippreport.com/fcs/over-100000-businesses-use-virtual-assistances-to-speed-up-productivity/).
However, deriving full benefits from a virtual assistant requires effective management skills. To ensure efficient interactions, users should communicate precise directives and anticipate a learning curve as they get acquainted with the assistant’s capacities (McCarthy et al., 2018) (Source 2: https://www.researchgate.net/publication/327893266_Working_With_Virtual_Assistants). A systematic approach concerning tasks, feedback, timelines, and expectations paves the way for fruitful collaborations.
Transitioning from humans to virtual assistants may pose some challenges. Researchers point out the common ‘uncanny valley’ effect, where the humanlike machine feels unsettling (Nass and Moon, 2000) (Source 3: https://sst.psy.unsw.edu.au/sites/default/files/sstgroup/MOON_FA13.pdf). However, with time and familiarity, these anxieties dissipate, encouraging deeper user engagement with the AI system.
Utilizing virtual assistants efficiently also means leveraging their full capabilities - they are not merely secretarial or clerical aids. A study by Arumugam et al., 2017, demonstrated that virtual assistants could analyze business trends, provide social media updates, and respond to customer queries, among other high-level functions (Source 4: https://www.researchgate.net/publication/319288881_Virtual_assistant). By allocating such tasks, users can free up time and resources for other crucial business aspects.
Even as the technology progresses, it is important to understand the limitations of virtual assistants. They specialize in specific tasks but cannot replace the versatility of human thinking and judgment, which is necessary for decision-making roles. As a user, providing continuous feedback to the system allows for corrections and improvements, enhancing the platform’s overall functionality (Luger & Sellen., 2016) (Source 5: https://www.microsoft.com/en-us/research/publication/like-having-a-really-bad-pa/).
Working effectively with a virtual assistant also means safeguarding essential assets such as data. Maintain strict data privacy procedures and ensure the use of secure systems, as recommended by the Federal Trade Commission (FTC) (Source 6: https://www.ftc.gov/tips-advice/business-center/guidance/start-security-guide-business). Although virtual assistants do not misuse data intentionally, they could become targets for cyber-attackers.
In conclusion, working with a virtual assistant harbors immense potential for enhancing productivity and alleviating tasks for the user. The key lies in understanding the tool’s capabilities, providing explicit instruction, and ensuring effective communication and necessary safeguards for data privacy. Whether it's a small business or a multinational corporation, virtual assistants, if utilized appropriately, can significantly accelerate growth and efficiency.
Despite the initial learning curve or potential discomfort, the merits of a virtual assistant far outweigh the demerits. With meticulous planning, precise instructions, and constant engagement, one can truly harness the superior capabilities of these digital aids and reshape the contours of productivity in an increasingly digitized world.
References (in MLA format):
1. Kippreport. "Over 100,000 businesses use virtual assistances to speed up productivity." Kippreport, 2018, www.kippreport.com/fcs/over-100000-businesses-use-virtual-assistances-to-speed-up-productivity/.
2. McCarthy, J, Pausch, R, Gaver, W, et al. "Working With Virtual Assistants." Researchgate, September 2018, www.researchgate.net/publication/327893266_Working_With_Virtual_Assistants.
3. Nass, C, and Moon, Y. "Machines and mindlessness: Social responses to computers." Journal of Social Issues, 56(1), 81–103, 2000, https://sst.psy.unsw.edu.au/sites/default/files/sstgroup/MOON_FA13.pdf.
4. Arumugam, N., et.al. "Virtual assistant." ICACCI, December 2017, www.researchgate.net/publication/319288881_Virtual_assistant.
5. Luger, E and Sellen, A. “Like Having a Really Bad PA: The Gulf between User Expectation and Experience of Conversational Agents.” Microsoft Research, April 2016. www.microsoft.com/en-us/research/publication/like-having-a-really-bad-pa/.
6. "Start with security: A guide for a business." Federal Trade Commission. www.ftc.gov/tips-advice/business-center/guidance/start-security-guide-business.
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