Targeted development is essential to encourage AI uptake from non-technical employees, says M-Files

Despite billions invested in AI solutions worldwide, a major roadblock remains: employees don’t understand how to use these tools effectively. Without proper guidance, businesses risk stalled adoption, wasted investment, and an inability to realise AI’s full potential. This hesitation is hindering AI adoption and limiting its benefits within organisations.

Recent research indicates that only 6% of workers feel very comfortable utilising AI in their roles. This stark statistic highlights a significant skills gap that businesses must address. A McKinsey Global Survey found that while 85% of businesses have AI initiatives in place, only 25% of employees feel they understand how to apply them to their roles.

This gap stems from a lack of training, uncertainty about AI’s role, and concerns over job security. Without a confident and competent workforce, even the most advanced AI strategies will struggle to deliver meaningful impact.

According to Yohan Lobo, Senior Industry Solutions Manager at M-Files, the key to successful AI integration lies in a focused and purposeful approach. As Yohan explains:

“Instead of deploying AI widely without clear objectives, organisations must ensure that AI solutions serve a specific purpose and align with employee needs."

Key considerations for encouraging AI adoption businesses should consider are:

1. Clarifying AI’s Purpose

Clearly articulating why AI is being integrated into a particular business area is essential. Employees should understand the specific challenges AI is addressing and the expected outcomes, ensuring transparency and alignment with business objectives.

2. Ensuring Data Quality And Reliability

Trust in AI solutions is fundamental. If employees doubt the accuracy or reliability of AI-generated outputs, they are unlikely to engage with the technology. Businesses must ensure their AI models are built on high-quality, relevant data and produce consistently reliable results.

3. Driving AI Adoption With Employee Buy-In And Champions

Successful AI adoption hinges on employee enthusiasm rather than enforcement. Organisations can foster this by showcasing real-world benefits and success stories while appointing AI champions—trusted team members who advocate for the technology, provide hands-on support, and address concerns. These champions act as a bridge between employees and leadership, ensuring a confident, informed, and seamless transition to AI-powered workflows.

4. Simplifying AI Tools

Employees should not need technical expertise to leverage AI effectively. The most successful AI solutions are user-friendly, intuitive and fit seamlessly into daily work without specialist knowledge to deliver accurate results. Prioritising ease of use will accelerate adoption and drive efficiency.

5. Maintaining Clear AI Policies

A structured AI governance framework is crucial to ensuring employees understand the organisation’s stance on AI adoption. Clear guidelines should outline ethical considerations, data privacy policies, and the intended scope of AI use.

"AI integration becomes a much easier process when employees actively want this technology instead of having it forced upon them," says Yohan.

"The key is to show employees how AI enhances—not replaces—their work. When they see real value, adoption follows. Companies must ensure that AI tools are intuitive, reliable, and demonstrably beneficial to employees' daily tasks. Without this, adoption will remain a challenge."

“Without a workforce that trusts and understands AI, even the most sophisticated tools will remain underutilised. Businesses need to take a structured approach, ensuring AI solutions are introduced with clear goals, proper training, and employee support mechanisms in place.”

Yohan concluded: “Ultimately, AI is only as effective as the workforce that uses it. Even the most advanced solutions will fall short if employees are not fully convinced of their value. Businesses should conduct an AI-readiness assessment to identify skill gaps and ensure their workforce is equipped for success."

"By focusing on education, clarity, and usability, organisations can foster widespread AI adoption and unlock its full potential.”