How Does Digital Transformation Change the Way We Work and Increase Efficiency?

Digital transformation is the process of implementing technology to automate operations, increase efficiency, and adapt the organization to rapidly changing market conditions. According to a SAP report, 83% of Polish companies already use AI in at least one area of activity, and over half report that AI accelerates automation and reduces employee workload.

Key drivers of digital transformation include:

• Process automation, which reduces operational costs,

• Remote and hybrid work, requiring modern collaboration tools,
• the increasing availability of artificial intelligence, which has enabled widespread adoption in business.

Implementing these technologies is changing how companies operate – eliminating repetitive tasks and increasing organizational flexibility.

How Is Technology Changing the Way We Work?

Digital transformation redefines the work model by automating repetitive processes and enabling greater operational flexibility. The most frequently automated areas include finance, HR, customer service, and logistics. According to a McKinsey report, 70% of companies are implementing automation technologies, and full adoption can reduce operational costs by up to 30% while significantly shortening process times. In some cases, tasks that previously took days are now completed within a few hours.

Hybrid and remote work have become the new normal, and their effectiveness depends on the right digital tools. Platforms like Microsoft Teams, Slack, and Zoom improve communication, while tools like Google Workspace or Asana support project organization. According to Gartner, companies are increasingly adopting flexible work models, and studies show that organizations offering autonomy in choosing where to work achieve higher performance and greater employee engagement. Many companies plan to keep the hybrid model permanently, highlighting the importance of investing in technologies that support remote collaboration.

In addition, the growth of AI and advanced data analytics systems supports better business decision-making. Chatbots in customer service, automated recruitment systems, and smart CRMs like Salesforce or HubSpot reduce employee workload, allowing teams to focus on tasks that require creativity and strategic thinking.

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Automation in Companies – Facts and Figures

Automation improves key business processes by eliminating manual tasks and increasing efficiency. Here are concrete examples of its application across various operational areas.

HR and Recruitment

Job postings are automated using ATS systems (e.g. Workday, Lever), which independently publish job ads on recruitment platforms and analyze incoming CVs. After hiring a new employee, an HR system like BambooHR automatically generates the employment contract, assigns access to company tools, and sends onboarding materials. Time tracking tools such as Toggl or TimeCamp automatically record working hours, eliminating the need for manual reporting.

Finance and Accounting

Invoice processing is automated using OCR tools like DocuWare or ABBYY FlexiCapture, which scan documents, extract data, and feed it directly into the accounting system without manual data entry. ERP systems such as SAP or NetSuite manage payments automatically, execute transfers, and send reminders to clients about overdue invoices. Financial reporting is handled by BI tools like Power BI or Tableau, which generate real-time reports without the need for manual data processing.

Customer Service

AI chatbots, including ChatGPT, Intercom, or Drift, handle frequently asked customer questions, reducing the number of inquiries to support teams. Ticketing systems like Zendesk and Freshdesk automatically assign tickets to the appropriate agents and suggest ready-made replies based on previous interactions. CRM platforms like HubSpot or Salesforce use AI to analyze customer histories and offer personalized solutions, such as subscription reminders or discount offers.

Sales and Marketing

CRM systems automatically generate pricing proposals based on customer purchase history, eliminating the need to create offers manually. Marketing automation tools like Mailchimp or ActiveCampaign segment mailing lists and send personalized messages at optimal times. AI-powered lead scoring assesses the behavior of potential clients on websites and assigns them a score, allowing sales teams to focus on the most promising leads.

Logistics and Warehousing

AI in TMS platforms like Descartes or Routific analyzes traffic data and automatically plans the shortest delivery routes for couriers. WMS systems such as Fishbowl or Oracle NetSuite monitor stock levels in real time and automatically reorder out-of-stock items. Intelligent return processing systems analyze return reasons and generate shipping labels automatically, speeding up the customer service process.

Scale of Automation and Results

According to McKinsey, 66% of companies use workflow automation tools to reduce operational costs. A SAP report shows that 83% of Polish companies have implemented AI in at least one area of their operations. Gartner forecasts that business process automation will reduce operational costs by up to 30% by 2024.

Companies that adopt automation reduce task completion times, minimize errors, and increase customer satisfaction. In the coming years, further expansion of AI and business process automation will be essential to maintaining competitiveness.

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What Employee Skills Should Be Developed Alongside Digital Transformation?

In the digital transformation era, skills related to technology and adapting to dynamic change have become essential. Digital competencies include:

• Data analysis: The ability to interpret and utilize large datasets is crucial for business decision-making. For instance, marketing specialists use analytical tools to monitor campaign performance.
• Programming: Knowledge of programming languages such as Python or JavaScript allows for building and modifying applications and automating processes.
• Using AI tools: Applying artificial intelligence to everyday tasks—such as trend analysis or automating customer service—is becoming a standard.

Companies are investing in upskilling (enhancing existing qualifications) and reskilling (retraining for new roles) to meet market demands and avoid a skills gap. Research shows that organizations with higher levels of digital competence are more innovative and competitive.

What Problems Arise in Organizations Undergoing Digital Transformation?

Digital transformation isn’t just about implementing new technologies. It also involves overcoming organizational, competency, and financial barriers. Here are the most common challenges companies face:

1. Employee resistance and lack of acceptance of change

Many companies face resistance from teams unwilling to abandon familiar methods. For example, after implementing a new CRM or ERP system, employees may continue using Excel spreadsheets, barely utilizing the system's capabilities. In PwC’s “Upskilling Hopes and Fears 2021” survey, 57% of working Poles said that technology creates more opportunities than threats. However, two-thirds admitted that automation poses some risk to certain jobs.

✅ How to solve it? Companies should engage employees early in the implementation process, organize training, and demonstrate the tangible benefits of new tools.

2. Difficulties integrating new systems with existing infrastructure

Many businesses still use legacy systems that are incompatible with modern tools. For instance, banks and insurance companies often operate on software from the 1990s, making it difficult to introduce AI or customer service automation. A McKinsey study indicates that 70% of organizations struggle to integrate new technologies with legacy infrastructure.

✅ How to solve it? Gradual cloud migration and the use of APIs allow integration of new solutions without replacing the entire system.

3. Lack of digital competencies in the company

Digital transformation requires specialists in AI, data analysis, cybersecurity, and programming. Meanwhile, 55% of Polish IT companies report a shortage of workers with the required skills, slowing down implementation. For example, manufacturing firms may want to deploy automation but lack teams capable of managing IoT systems and data analytics.

✅ How to solve it? Invest in upskilling and reskilling current employees instead of relying solely on external hires.

4. High costs of implementing new technologies

Digital transformation requires significant investment in software, IT infrastructure, and training. According to Rzeczpospolita, high implementation costs are a major barrier to digitization for small and medium-sized enterprises (SMEs). A lack of financial resources is one of the main reasons for delays in adopting ERP, AI, or IoT systems. Additionally, 43% of companies report a shortage of IT specialists, further complicating the process. As a result, many SMEs remain at a low level of digitization, which impacts their competitiveness.

✅ How to solve it? Instead of a full-scale transformation upfront, companies can implement changes gradually, using SaaS (subscription-based) models to lower initial costs.

5. Data protection and cybersecurity challenges

Digital processes increase the risk of cyberattacks. In 2023, the number of reported data breaches rose by 33% compared to the previous year. Moreover, 95% of security incidents are caused by human error, highlighting the importance of employee training in cybersecurity.

A notable example is the cyberattack on T-Mobile, in which the personal data of 37 million customers was stolen—including names, addresses, phone numbers, and birth dates (Gazeta Prawna).

✅ How to solve it? Companies should conduct regular security audits, implement data encryption, and provide comprehensive cybersecurity training. Employee education is critical, as human error remains the leading cause of cyber threats.

How to Successfully Start Digital Transformation in Your Company?

Digital transformation isn’t just about implementing new technologies — it’s primarily about optimizing processes, increasing efficiency, and adapting the company to an evolving market. Automation plays a key role in this process by eliminating manual tasks, reducing operational costs, and improving customer service quality.

Where to Begin with Automation in Your Business?

1. Analyze current processes – Identify the areas that generate the highest costs and are most prone to optimization.
2. Define business goals – Automation should support the company’s strategic priorities, such as shortening order fulfillment time or improving customer communication.
3. Select the right tools – Choose CRM, ERP, or RPA systems that best meet your organization’s needs.
4. Run pilots and tests – Before scaling company-wide, test solutions in selected departments or workflows.
5. Train your team – Effective digital transformation requires employee engagement and proper preparation for change.

Companies that implement digital transformation successfully gain a competitive edge, adapt faster to market shifts, and build more efficient business models. If you're wondering how to begin automating your business, get in touch — we’ll guide you through every step of the process.