AI vs. automation: How to leverage each for maximum impact 

Imagine two interns. The first follows instructions to the letter—compiling research, scheduling social media posts, and managing your calendar.

The second completes the same tasks but takes it a step further—finding additional research sources, streamlining the social media workflow, and proactively suggesting optimal meeting times based on past interactions and behaviors.

These two interns, with their overlapping but distinct capabilities, capture the essence of automation versus AI. Both liberate users from tedious manual work, but only one, with its built-in autonomy, is changing the nature of how we interact with technology. 

At Jotform, we’ve incorporated automation and AI into our daily processes—we also offer both types of solutions to users. Here’s how each serves a unique purpose—and how you can leverage them to work smarter.

Automation versus AI 

I’m a strong proponent of automation. It’s the foundation of my career and my company. I even wrote a book about it—to show how automation can free people from the dull, repetitive parts of their jobs.

But automation itself is nothing new. Over a century ago, Henry Ford revolutionized manufacturing with the moving assembly line, cutting production time for the Model T from 12 hours to just 90 minutes. That was mechanical automation—a system designed to streamline repetitive tasks.

The 21st century brought a similar revolution to knowledge work. If you break down your daily workflows, you’ll likely find parts that can be automated using the right tools or technology.

Take a reporter covering breaking news: instead of manually checking for updates every half hour, she sets up Google Alerts to track developments in real-time.

Or consider a recruiter: rather than sifting through thousands of applications, they use a tool like Harver to automatically screen candidates based on preset criteria, bringing the most promising applicants to the fore.

When I published my book in 2023, we were only beginning to grasp AI’s potential. Fast-forward to today, and tools like ChatGPT have evolved dramatically—excelling in speed, accuracy, memory, and multimodal capabilities. Automation executes tasks. AI mimics human thinking and reasoning. 

AI doesn’t just follow instructions; it reasons, adapts, and makes decisions. And now, AI agents are taking things a step further—operating autonomously, dynamically reasoning through complex situations, and acting without human intervention.

I like the analogy Google used in a recent white paper: agents are like chefs—gathering ingredients, planning a dish, and making adjustments as they cook. I would add that automation is like a line cook—highly efficient, but following instructions rather than innovating.

In today’s workplace, automation and AI complement each other. The real power comes in knowing when to use which.

Leveraging their strengths

Painting with broad strokes, automation tools are ideal for repetitive tasks that require clear, rule-based actions. For instance, you can set an automation tool to redirect any email containing “X” to a specific folder or flag any “X” security issue in a system for review by a human employee. Automation shines when it comes to tasks meant to be executed consistently and without variation. 

AI tools, on the other hand, can add a human-like reasoning element to a task or workflow. It’s ideal for situations that require dynamic responses.

For example, imagine an AI agent that doesn’t just transcribe your meetings, but also provides a personalized recap, compiles action items, and even drafts follow-up emails—all tailored to your role in the organization or meeting. While executing tasks, the agent applies judgment and adapts as it goes.

The beauty of agents, the latest advance in AI, is the power to design them based on your unique needs and circumstances.

For instance, I wanted an AI agent to help wrangle my email inbox, so I built one according to my personal goals: parsing out spam, flagging time-sensitive messages, and redirecting items to read later. That way, I can check email twice or three times a day, knowing I’ll be alerted about any urgent messages. I redirect my focus to more impactful work that requires deep focus. 

So, is AI always the best option? Not necessarily.

Consider it like using a laser cutter for a task that a pair of scissors could handle perfectly well. Sometimes, the added investment in AI tools isn’t justified when simpler automation will do the trick.

It starts with mapping out your workflows and deciding which type of task you’d like to delegate—whether it requires mere execution or a higher level of judgment and reasoning. 

Final thoughts

Automation and AI are two sides of the same coin—offloading work that doesn’t require your direct involvement and recapturing more time for meaningful tasks involving creativity and strategic thinking.

By removing boring, tedious work from your plate, they also serve in the battle against burnout, which has become all too common in a world obsessed with busyness. 

The key is knowing when to use each. If automation improves your efficiency, AI tools can boost your reasoning and decision-making. Combined, AI and automation don’t just save time; they change how we approach work.

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