Whitepaper: Introduction of AI systems in companies

Design approaches for change management

About this whitepaper
This paper was prepared by the Work/Qualification, Human-Machine Interaction working group of the Learning Systems Platform. As one of a total of seven working groups, it examines the potentials and challenges arising from the use of artificial intelligence in the world of work and life. The focus is on questions of transformation and the development of humane working conditions. In addition, it focuses on the requirements and options for qualification and lifelong learning as well as starting points for the design of human-machine interaction and the division of labour between man and technology.

Original published in German. Translation made by Deepl.com

Authors:
Prof. Dr.-Ing. Sascha Stowasser, Institut für angewandte Arbeitswissenschaft (ifaa) (Projektleitung)
Oliver Suchy, Deutscher Gewerkschaftsbund (DGB) (Projektleitung)
Dr. Norbert Huchler, Institut für Sozialwissenschaftliche Forschung e. V. (ISF-München) Dr. Nadine Müller, Vereinte Dienstleistungsgewerkschaft (ver.di)
Dr.-Ing. Matthias Peissner, Fraunhofer-Institut für Arbeitswirtschaft und Organisation (IAO) Andrea Stich, Infineon Technologies AG
Dr. Hans-Jörg Vögel, BMW Group
Jochen Werne, Prosegur Cash Services Germany GmbH
Authors with guest status:
Timo Henkelmann, Elabo GmbH
Dr.-Ing. habil. Dipl.-Tech. Math. Thorsten Schindler, ABB AG Corporate Research Center Germany
Maike Scholz, Deutsche Telekom AG
Coordination:
Sebastian Terstegen, Institut für angewandte Arbeitswissenschaft (ifaa) / Dr. Andreas Heindl, Geschäftsstelle der Plattform Lernende Systeme / Alexander Mihatsch, Geschäftsstelle der Plattform Lernende Systeme

The introduction of artificial intelligence (AI) in companies offers opportunities and potential both for employees, for example in the form of relief through AI systems, and for companies, for example in the form of improvements in work processes or the implementation of new business models. At the same time, the challenges in the use of AI systems must – and can – be addressed and possible negative accompanying implications dealt with. The change in the companies can only be mastered together. All in all, it is a matter of shaping a new relationship between people and technology, in which people and AI systems work together productively and the respective strengths are emphasised.
Change management is a decisive factor for the successful introduction of AI systems as well as the human-centred design of AI deployment in companies. Good change management promotes the acceptance of AI systems among employees, so that the potential of new technologies can be used jointly for all those involved, further innovation steps can be facilitated and both employees and their representatives can be made the shapers of technological change.


The participation of employees and their representatives makes a significant contribution to the best possible design of AI systems and the interface between man and machine – especially in terms of efficient, productive work organisation that promotes health and learning. Early and process-oriented participation of employees and co-determination representatives is therefore an important component for the human-centred design and acceptance of AI systems in companies.


The introduction of artificial intelligence has some special features which also have an impact on change management as well as on the participation of employees including the processes of co-determination in the company. The authors of the working group Work/Qualification, Human-Machine-Interaction pursue with this white paper the goal to sensitize for the requirements of change management in Artificial Intelligence and to give orientation for the practical implementation of the introduction of AI systems in the different phases of the change process:


Phase 1 – Objectives and impact assessment: In the change processes for the introduction of AI systems, the objective and purpose of the applications should be defined from the outset with the employees and their representatives and information on the functioning of the AI system should be provided. On this basis, the potential of the AI systems and the possible consequences for the company, the organisation and the employees can then be assessed. A decisive factor for the success of a change process is the involvement of the employees and the mobilisation for the use of new technologies (chapter 2.1).


Phase 2 – Planning and design: In a second step, the design of the AI systems themselves is the main focus. This is primarily concerned with the design of the interface between man and AI system along criteria for the humane and productive implementation of man-machine interaction in the working environment. Of particular importance here are questions of transparency and explainability, of the processing and use of data and of analysis possibilities by AI systems (including employee analysis) as well as the creation of stress profiles and the consideration of employment development (Chapter 2.2).


Phase 3 – Preparation and implementation: The AI systems must also be integrated in a suitable way into existing or new work processes and possibly changed organisational structures. This means preparing employees for new tasks at an early stage and initiating the necessary qualification measures. It is also important to design new task and activity profiles for employees and to adapt the work organisation to a changed relationship between man and machine. A helpful instrument in the introduction of AI systems are pilot projects and expert phases in which experience can be gathered before a comprehensive introduction and possible need for adaptation with regard to AI systems, qualification requirements or work organisation can be identified (Chapter 2.3).


Phase 4 – Evaluation and adaptation: After the introduction of the AI systems, a continuous review and evaluation of the AI deployment should take place in order to ensure possible adaptations with regard to the design of the applications, the organisation of work or the further qualification of the employees. In addition, the regular evaluation of AI deployment can make use of the experience of the employees and initiate further innovation processes – both with regard to the further improvement of (work) processes and with regard to new products and business models – together with the employees as designers of change (Chapter 2.4).


These practice-oriented requirements are aimed at all stakeholders involved in change processes and are intended to provide orientation for the successful introduction of AI systems in companies. In addition, these requirements should also inspire the further development of existing regulations – for example in legislation, social partnership or standardisation – and thus enable an employment-oriented, flexible, self-determined and autonomous work with AI systems and promote the acceptance of AI systems.

AI, Society, Sailing, Passion & more – on camera with Sascha Adam (Part 1)

Jochen Werne is full-time Director & Authorized Officer for Bankhaus August Lenz & Co. AG of the Mediolanum Banking Group and is responsible for Business Development, Marketing, Product Management, Treasury & B2B Payment Services. In addition, he is involved in the development of non-profit organizations and a member of the Learning Systems Platform of the Federal Ministry of Education and Research.

The initiative www.wegofive.net addresses the question of how a unit of man and machine can be created in the working world of tomorrow and how algorithms can be seamlessly integrated into the organization in order to supplement the capabilities of employees.

In this first, introductory part of our interview Jochen gives us an insight into what has changed for him in the last decades – and he finds out that “Hamburg is probably the most beautiful city in Germany” 😉

As an independent interim manager, profile and team coach, Sascha Adam supports people, decision-makers and companies in actively shaping digital change.

More at www.wegofive.net/mission/about or www.sascha-adam.net.

Many thanks to the coast by east Hamburg in the Hafencity Hamburg for the permission to film here. A very recommendable location with obliging service, extraordinary menu and good drinks. Apropos, the background noises also give you the feeling of sitting directly with us 😉

German original

Jochen Werne ist hauptberuflich Director & Authorized Officer für das Bankhaus August Lenz & Co. AG der Mediolanum Banking Group und verantwortet dort die Bereiche Business Development, Marketing, Product Management, Treasury & B2B Payment Services. Darüberhinaus ist er am Aufbau gemeinnütziger Organisationen beteiligt und Mitglied der Plattform Lernende Systeme des Bundesministerium für Bildung und Forschung. Die Initiative www.wegofive.net geht der Frage nach wie in der Arbeitswelt von morgen eine Einheit aus Mensch & Maschine geschaffen werden kann und sich Algorithmen nahtlos in die Organisation integrieren, um die Fähigkeiten der Mitarbeiter zu ergänzen. In diesem ersten, einleitenden Teil unseres Interviews gibt uns Jochen einen Einblick was sich in den letzten Jahrzehnten für ihn verändert hat – und stellen fest, dass “Hamburg die wahrscheinlich schönste Stadt in Deutschland ist” 😉 Sascha Adam unterstützt als selbstständiger Interimsmanager, Profile- und Team-Coach Menschen, Entscheider und Unternehmen dabei den digitalen Wandel aktiv zu gestalten. Mehr unter www.wegofive.net/mission/about oder www.sascha-adam.net. Ganz herzlichen Dank an das coast by east Hamburg in der Hafencity Hamburg für die Genehmigung hier filmen zu dürfen. Eine sehr zu empfehlende Location mit zuvorkommender Bedienung, außergewöhnlicher Speisekarte und guten Drinks. Apropos, die Hintergrundgeräusche geben einem auch gleich das Gefühl direkt bei uns zu sitzen 😉

Academy for Leadership: Adventure with plan

Article published in the Advance Magazine 01/2018 

https://advance-online.de/zeitungen/advance-01-18/story/

Translated by DeepL

 

2012 Expedition “Cerberus”, day 3.

A workplace to fear.  The wind whips the sailing yacht of the Global Offshore Sailing Team through the English Channel.  The heating goes on strike, everything on board is clammy and ice-cold.  Five men take turns on watch, the maximum rest period is three hours.  Götz Gredé had been forewarned, had packed heaps of warm things and his father’s lined hunting boots.  When he needs them, the rubber crumbles in his fingers.  They were probably too old and simply dried up, the good pieces.  For the guard on deck, Götz now has to slip into thin sneakers.  He freezes like never before in his life, thinking only of escape.  “In the next harbour I leave the ship.  You don’t mind, do you?” he asks Jochen Werne.  “Yes,” the expedition leader replies.  Götz is speechless. Then he learns something for life.

1991: Gorch Fock.

Give up or hold out?  Jochen Werne never asked himself this question.  The wiry mid-forty grows with his tasks, that’s always been the case.  He grew up in a village near Waldshut, directly on the Swiss border.  At the station kiosk, where others stock up on grain, he buys the “Herald Tribune”.  The view over the edge of the plate awakens the wanderlust.  He is particularly fascinated by seafaring.  He reports to the navy.  There he belongs to the best, can choose his command.  And he chooses one of the hardest jobs there is: the sail training ship “Gorch Fock”.  89 metres long, dream ship on the outside, life reduced to a minimum on the inside: 30 men on 30 square metres.  Privacy only exists on the mast at a height of 40 metres.  Werne has to sleep in the 1.75 metre long bunk.  Werne measures 1.79 metres.  “Turning around is not possible,” he says.  “I never lay in a coffin, but I didn’t have much more room.”  So it goes twice around the world.

What the navigator likes: sailing, camaraderie.  What’s not: the bureaucracy and the inertia of the system.  After two years duty on the “Gorch Fock” he decides against the officer career and studies business administration.  Even today, Werne criticizes rigid, inefficient structures that do not fit into an ever faster society: “The bigger the company, the easier it is for me to hide behind bureaucratic processes.  Do it on a ship!”

It turns out that shipping not only demands good leadership, it also provides strategic approaches when it comes to coping with disruption.  “The Apollo 11 space capsule had 12,300 transistors, 3 billion fit on the processor of the Apple iPad Air 2.”  Werne is enthusiastic about the exponential growth of digital technologies.  “We live in the most prosperous time ever,” he says.  His confidence has little to do with his belief in technology; it is based on a deeper insight: “We are all biased.  Fears from childhood block our view of the positive.”

2017 London, Chatham House.

Take digitization, for example: “Of course many jobs will be lost,” says Werne, “but many will also be created.  Nobody knows yet how big the gap between them will be.  Is digitalization the biggest upheaval in human history?  “That’s only what 30-year-olds say,” says Werne and laughs.  It’s not a matter of worrying.  After all, people are still the driving force behind technology.  That also gives them the freedom to make their own decisions.  For example, about what happens to that part of the population whose jobs are disappearing.  Do we need a basic income?  “Perhaps.  But above all we need a plan,” says Werne.

Such plans are being discussed at Chatham House, for example, one of the world’s most important think tanks based in London.  Jochen Werne discusses security, politics and society with the other members there.  He also talks about the future of work: “We need contingency plans, otherwise high unemployment threatens and people lose their prospects,” he says.  Above all, however, fear must be combated.  It is important to illustrate the benefits of new technologies for people.  Werne uses YouTube videos, for example, which show how Parkinson’s patients learn to control their trembling with the help of an implanted chip.  Or a development of the world’s largest wine producer. At Gallo in California, all vines were equipped with sensors.  They measure the moisture in the soil.  This data is enriched with weather data from NASA satellites.  “On this basis, Gallo was able to save 25 percent water during irrigation from one day to the next,” says Werne.

I FIRMLY BELIEVE IN MANKIND AND MORE IN ITS CREATIVE POWER THAN IN ITS DESTRUCTIVE POWER.

2003 Munich, Bankhaus August Lenz.

To see the future as a great adventure, this view of the world also brings momentum into professional life.  After studying business administration, Jochen Werne worked at an Internet start-up, then became an analyst at Bankers Trust Alex.  Brown International and in Global Investment Banking at Deutsche Bank.  In 2001, he joined Accenture as a CRM specialist.  His latest client there is the Mediolanum Group, an Italian financial services provider.  In 2001 it took over the Munich bank August Lenz.  Werne has been working for the “most personal private bank” since 2003, according to the promise in the slogan. As Director of Marketing, Business Development, Treasury & Payment Services, he drives the bank’s digitization.  He also deliberately seeks cooperation with up-and-coming Fintechs and develops services for which the bank has already received several awards.  “Innovation must start with top management,” he says.  His strategy: “Bring the right people together, then make it easy.  Werne borrows a nice term for this from Erich Fromm: “spontaneous activity”. “Spontane is important, it brings in creativity,” he says.  The concept “9 to 5” is dead, in new working environments it is exactly about making it as easy as possible for employees to come up with ideas.  Hierarchies are indispensable, says Werne.  Not only when sailing.  But he does restrict: “If the hierarchy stands, you also have to delegate and trust.  I’ve never seen anyone fail to accept a task assigned to them.”

2012 Expedition “Cerberus”, day 3.

Which brings us back to the freezing Götz Credé.  “He was completely perplexed because I didn’t want to just let him leave the boat,” recalls Werne.  In the conversation he draws a clear line: “We are in an uncomfortable situation, not in a struggle for survival.  Then he outlines a possible future for his colleague: “If you give up, you’ll always find plenty of reasons to justify yourself.  People will agree with you.  But that’s not the point.  It’s about admitting to yourself: “I can’t do that.”  When the next similar situation comes, you will behave like that again.  And in the end you walk stooped through life.”  Götz Credé stays and is the first one to sign up for the next tour.  Jochen Werne says: “The strongest drive comes from within.  Life is always about answering three questions: “What do I want?”, “What does it cost me?” and “Am I willing to pay the price?

Werne recommends all those who don’t feel comfortable at work to answer these questions for themselves.  He focuses on personality and freedom in the search for talent: “You can no longer reach the target group with the classic job description,” he says.  It is more important to appear authentic and to enable employees to shape their own work.  Only in this way can a company be successfully managed, because: “The well-being and woe always depends on the people”.

AS SOON AS THE HIERARCHY IS SET, ONE MUST ALSO BE ABLE TO DELEGATE AND TRUST.

2017 Prologue.

Jochen Werne likes to digress when he talks.  Always in an honest effort to leave the visitor in the dark about nothing.  The world is complicated.  Jochen Werne thinks deeper than many others.  The visitor experiences a doer with brains, an adventurer with a plan.  Oh what, with many plans.  Sovereign in appearance, blessed with the ability to get enthusiastic about one thing and carry others along.  The most beautiful example: In 1999 Jochen Werne founded the international Global Offshore Sailing Team (gost.org) to combine two passions: sailing on the high seas and international understanding.  30 to 40 members from different nations belong to the crew in changing line-ups.  “There are no national differences at sea, especially in extreme situations,” says Werne.  And these are the result in the following years, from the fight against storm and ice in Spitsbergen to the machine breakdown in the English Channel. The machine is repaired by the expedition leader himself, although he actually has no idea about the matter.  He thinks, analyses, finally finds the blocked cooling circuit and cleans it.  There was simply no one else there who could have done it better.  The banker, future thinker and expedition leader Jochen Werne trusts himself quite naturally.  In the end, we have the impression that with self-confidence, experience and a thirst for adventure, the future can not only be mastered, but well shaped.

Antarctica 2018: “Mankind can do a lot!

One of the expeditions led by Jochen Werne led to the Arctic ice in 2016.  The GOST team sailed to the pack ice border in the footsteps of researchers like Roald Amundsen, Fridtjof Nansen and Ernest Shackleton.  It commemorated the seamen who fought in the battles for Arctic convoys with supplies for Russia in the Second World War between 1941 and 1943.  In the name of Norway and Canada, the expedition participants handed over wreaths of the sea in memory of the fallen.  At the same time, the expedition was to raise awareness of the effects of climate change on the Arctic.  The expedition team was supported by King Harald of Norway, the Canadian government and Chancellor Angela Merkel.

In February 2018, Jochen Werne set course for Antarctica.  “This is a completely different story again,” he says.  The average temperature on the coldest continent is minus 30 degrees, and the ice layer is on average 2.1 kilometres thick.  The “Antarctic Blanc” expedition primarily serves the environment.  The “Antarctic Treaty” has been in force since 1961, an agreement between 30 countries that have committed themselves to refrain from using Antarctica for military purposes and to exchange their research results openly.  In 1998, the “Environmental Protocol” was also signed, which is considered the toughest environmental protection agreement in the world.  Werne is optimistic: “It shows that we as humanity can achieve a lot, regardless of what opinions we hold.

The importance that the GOST expeditions now enjoy was already apparent in advance.  Support came from the Queen of England, the Vienna Hofburg and the office of the German Federal President.  The heads of state of the Czech Republic and Finland sent personal letters, Belgium, Bulgaria, Sweden and Switzerland were also on board.  Jochen Werne manages this with months of dedication and the motto: “If you want to achieve something – always start at the top”.

The expeditions on the web:

Global Offshore Sailing Team: www.gost.org

Arctic Expedition 2016: www.arcticoceanraptor.com

Antarctic Expedition 2018: www.antarcticblanc.com

Bankhaus August Lenz: www.banklenz.de