Artificial intelligence. Two words that can spark excitement, curiosity, and perhaps mild terror in staff meetings. At the Society of Actuaries (SOA), we have been fortunate to see far more excitement and curiosity than terror – and this is by design. Over the last 2 years, we have developed a strategy and implementation roadmaps to proactively embrace AI technology. We believe AI has potentially profound implications on the future of work, both for actuaries and professional associations, and are taking steps to ensure SOA is ready to take advantage of this technology.
While we are constantly learning and evolving, we would like to share some change-management practices that have been effective as we chart toward an AI-enhanced future.
Enter the AI Steering Committee
One of the first steps we took was forming an “AI steering committee,” comprised of experts from our legal, technology, and innovation teams. This group's primary responsibility is to monitor advancements in AI technology, evaluate emerging tools, and explore new use cases to determine their applicability within our organization. By consistently monitoring the tech landscape and analyzing the potential benefits and risks, the committee provides clear policies and guidelines to ensure we are leveraging tools that are safe and effective.
Recommendations for new tools, use cases, or policy changes are presented to senior leadership for review and approval. This structured approach ensures informed decision-making and strategic alignment with the organization's long-term goals.
Training Galore: Bootcamps and Lunch ‘n Learns
Change without training is like giving someone a spaceship without an instruction manual: confusing at best, catastrophic at worst. That’s why we've taken a proactive, hands-on approach to training.
Last year, we kicked things off with responsible use training and Sidecar’s AI bootcamp for our entire staff. The goal was to ensure staff understands the risks and benefits associated with AI – these tools can be incredibly powerful and effective, but there are absolutely risks and pitfalls to be cognizant of. These two efforts formed a firm foundation that we have continually built on.
To stay ahead, we host monthly lunch-and-learns—a forum where staff can ask questions, voice concerns, and pitch ideas (while enjoying lunch!). These sessions aren’t just theoretical musings; they focus on real-world, practical applications of AI tools that have been vetted and approved. It’s education, with calories.
Business Process Mapping (it’s not as bad as it sounds)
Documentation usually evokes about as much enthusiasm as dental check-ups, however effective documentation is critical when integrating AI into existing business processes. To simplify and enhance this traditionally tedious task, we've adopted ScribeHow, a powerful documentation tool. This tool enables staff to quickly and clearly document processes, bringing visibility to processes or procedures that might otherwise be opaque.
With mapped processes, we are able to highlight areas where AI-driven automation or streamlining could significantly improve efficiency. We've gained valuable insights into our workflow, identifying routine and repetitive tasks ideal for AI integration. Improved workflows are shared with the organization, empowering staff to find areas where they might also benefit from AI technology.
Smart Adoption, Not AI Hoarding
When it comes to AI tools, it's easy to feel like a kid in a candy store—so many shiny options, so little time (and budget). In a fast-paced AI marketplace filled with numerous tools promising transformative capabilities, careful evaluation is critical. At SOA, we deliberately avoid adopting AI solutions based solely on initial appeal or novelty. Instead, our adoption strategy is thorough and strategic.
Each potential AI solution undergoes a rigorous assessment against our established criteria: alignment with specific business needs, affordability, flexibility, ease of integration, and data security requirements. This careful vetting ensures we select tools that genuinely benefit our operations without compromising data security or inflating our software ecosystem unnecessarily.
Our aim remains clear: equipping staff with AI tools that enhance their productivity and innovation capabilities, ensuring resources are used efficiently and securely.
Final Thoughts: AI Doesn't Have to Be a Robot Apocalypse
Our journey with AI has demonstrated that change management can be systematic, positive, and empowering. Through disciplined oversight, consistent staff education, comprehensive documentation, and prudent technology adoption, we've created an environment where AI integration is seamless, impactful, and secure.
Ultimately, successful AI adoption doesn't just depend on technology; it relies heavily on informed decision-making, continuous learning, and robust collaboration. At SOA, we remain committed to these principles, proving that managing AI-driven change can be both effective and rewarding.