Artificial intelligence (AI) is rapidly reshaping how research institutions manage operations, workflows, and data. With tools like Microsoft Copilot Studio now more widely available, the opportunity to automate administrative and analytical processes is within reach for research professionals—no coding required.

While I am still building and testing business cases for automation in research management, I have created a 10-step AI Workflow Automation Guide to help others begin this journey. Whether you are exploring automation for the first time or actively rolling out AI tools in your team, this guide is designed to offer a clear path forward.

This is still a work in progress, but the urgency is clear: the time to act is now. AI is not just a future capability—it is a present-day opportunity to reduce manual workload, increase efficiency, and build resilient systems for the future of research.

Why Automation Matters in Research Operations

Research operations are uniquely positioned to benefit from AI. The sector is filled with data-heavy, repetitive, and time-sensitive tasks—ideal candidates for automation. Yet, many teams are unsure where to start, how to scale, or what infrastructure is needed.

That is where this guide comes in.

It provides a structured approach to AI implementation, breaking the process down into manageable, strategic steps. It is built on real-world needs in research offices—from grant management and compliance to data analysis and reporting.

A Strategic Framework for AI Implementation

The guide outlines 10 practical steps to help institutions implement AI with structure and confidence. Here is a quick overview of what it covers:

1. Assess Business Readiness
   Evaluate data quality, system compatibility, and organisational capacity to support AI.
2. Identify Repetitive and Data-Heavy Tasks
   Focus on tasks that are time-consuming, error-prone, and ideal for automation.
3. Define Objectives and Success Metrics
   Set SMART goals and performance indicators that align with strategic priorities.
4. Select the Right Tools
   Choose solutions—like Microsoft Copilot Studio—that match your needs and existing systems.
5. Map and Optimise Workflows
   Visualise your processes, identify inefficiencies, and design streamlined hybrid workflows.
6. Pilot and Refine
   Start small, measure outcomes, gather feedback, and adjust based on real-world results.
7. Train Teams and Manage Change
   Upskill staff, communicate the benefits, and embed AI as an enabler—not a replacement.
8. Deploy and Monitor
   Roll out gradually, track adoption and performance, and refine as you grow.
9. Ensure Ethical and Responsible Use
   Put governance, privacy, and fairness at the heart of your AI efforts.
10. Scale and Innovate
    Expand automation across departments and stay agile with emerging AI technologies.

Key Takeaways: Why This Guide Matters

The AI Workflow Automation Guide offers a practical, step-by-step path to adopting AI in research management. Here is what you can expect to gain by following it:

• Clarity – Know where to start and how to prioritise your automation efforts
• Structure – Align your automation roadmap with institutional goals and data governance
• Confidence – Build compelling business cases for AI investment
• Scalability – Set up systems that grow with your needs
• Responsibility – Ensure ethical, secure, and compliant use of AI

This isn’t about replacing people—it is about empowering research professionals to do more of the work that matters, with fewer distractions from repetitive admin.

Final Thoughts

AI workflow automation has the potential to redefine research operations—making them faster, smarter, and more efficient. But success depends on thoughtful planning, ethical integration, and a commitment to continuous improvement.

This guide is not just a roadmap; it’s a toolkit for change. Whether you are in a research office, funding team, compliance unit, or strategic planning role, you now have the opportunity to lead this transformation.

If you would like a copy of the full 10-step guide, it is available here.