Artificial intelligence is not just transforming industries; it is reshaping how work is done. As AI tools become more accessible and integrated into everyday systems, we are witnessing the emergence of a self-service economy, a model where individuals can independently access services, complete tasks, and make decisions using intelligent technologies, without relying on intermediaries.

For research managers and administrators, this shift presents both a disruption to traditional roles and a powerful opportunity to lead innovation in research operations.

What Is a Self-Service Economy?

In simple terms, a self-service economy allows users to perform tasks independently using intuitive, AI-powered tools. From summarising documents to managing budgets and generating reports, automation makes it possible for professionals to handle functions that once required specialist support.

In research environments, professionals are increasingly able to leverage AI tools effectively in key areas such as:

• Grant Application Management: Use Microsoft 365 Copilot to rapidly draft compelling grant proposals, automatically summarise complex funding guidelines, and effortlessly manage email communication with funders and collaborators.
• Meeting Organisation and Follow-up: Leverage Microsoft 365 Copilot within Teams and Outlook to automatically schedule meetings, generate clear summaries, document key action points, and assign tasks efficiently, streamlining the entire meeting workflow.
• Document Management and Compliance: Implement Microsoft Copilot Studio to build customised internal AI-powered apps, guiding staff through compliance processes, securely categorising critical documentation, and simplifying internal policy adherence.
• Literature Reviews and Knowledge Discovery: Employ specialised AI-powered research tools to rapidly synthesise vast amounts of academic literature, identify key studies and research gaps, and significantly accelerate the research synthesis process.
• Effective Communication and Collaboration: Deploy Microsoft 365 Copilot within Teams and Outlook for clear, professional internal and external communications, facilitating efficient multilingual collaboration and rapid drafting of routine correspondence.

The Impact on Research Managers and Administrators

Many routine tasks traditionally managed by research administrators such as repetitive email communications, contract management, and procedural explanations can now be easily automated or handled by a combination of solutions like Microsoft 365 Copilot or privacy-focused local AI models. But this doesn’t mean our roles are becoming obsolete.

Quite the opposite: the nature of our roles is evolving dramatically.

From Gatekeepers to Strategic Enablers

As AI automates administrative burdens, research managers and administrators are uniquely positioned to become:

• Strategic Advisors who align AI capabilities with institutional research goals. For example, proactively using insights from AI tools to enhance grant management and strategic funding alignment.
• AI Literacy Champions who educate researchers and staff about responsibly using diverse AI tools, from cloud-based solutions like Copilot to specialized academic tools.
• Workflow Architects who redesign research processes, integrating multiple AI-powered tools and platforms, from automated meeting management to streamlined compliance workflows.
• Policy and Ethics Leaders who navigate ethical, legal, and data protection considerations, establishing clear guidelines for the responsible use of AI solutions across institutional processes.
• Innovation Catalysts fostering communities of practice and collaboration, encouraging exploration and experimentation with advanced research tools.

Why Now Is the Time to Upskill

To lead effectively in this self-service era, research professionals must develop AI fluency—not necessarily to become technical experts, but to confidently understand the capabilities, limitations, and optimal applications of AI within research operations.

Key skills include:

• Understanding how different AI tools operate, in applications like Microsoft Copilot and other specialised AI tools .
• Identifying processes ideal for automation and knowing which AI tools are best suited for tasks such as document management, compliance, and literature synthesis.
• Critically interpreting AI-generated outputs to ensure accuracy, relevance, and ethical integrity.
• Leading change management and digital transformation initiatives, effectively integrating AI technologies and ensuring their responsible use.

Future-Proofing the Profession

Rather than being replaced, research managers and administrators have the opportunity to redefine their value. Those who embrace AI tools will find themselves central to institutional strategy, enabling researchers to work smarter and more efficiently while upholding research integrity and excellence.

This shift isn’t just about technology; it is about leadership. Imagine a research administrator who, after automating routine tasks with AI tools, now focuses on strategic advising, enhancing institutional research capabilities, and fostering a culture of innovation.

The question isn’t whether AI will change your role. It is how effectively you will lead through that change.