Welcome to AI Automation Today, we’re diving deep into the transformative power of Artificial Intelligence (AI) in automating tasks. We’ll explore the general landscape and then focus on a specific example: planning an event for 100 guests using an AI agent. So, let’s get started!

The Rise of AI in Automation

AI has been a game-changer in automating tasks that were traditionally manual and time-consuming. From data analysis to customer service, AI algorithms are designed to learn from data and make decisions, thereby freeing up human resources for more creative and complex tasks.

Why AI for Automation?

1. Efficiency: AI algorithms can process data much faster than a human.
2. Accuracy: Reduced human error.
3. Cost-Effectiveness: Initial setup cost is outweighed by long-term benefits.
4. Scalability: Easily adapt to increasing workloads.

General Areas of AI Automation

1. Data Analysis: AI can sift through large datasets to provide insights.
2. Customer Service: Chatbots can handle customer queries 24/7.
3. Inventory Management: AI can predict stock levels and automate reordering.
4. Content Generation: AI can write articles, create videos, and more.

Planning an Event for 100 Guests with an AI Agent

Imagine you have to plan an event for 100 guests. From sending invites to managing the venue, the tasks can be overwhelming. Here’s how an AI agent can help:

Step-by-Step Guide

Step 1: Gathering Requirements

The AI agent first collects all the necessary information such as event type, budget, and preferences.

Step 2: Vendor Selection

Based on the requirements, the AI agent can shortlist vendors for catering, decoration, and entertainment.

Step 3: Invitations

The AI agent can design and send out digital invitations, tracking RSVPs in real-time.

Step 4: Event Execution

On the day of the event, the AI agent can coordinate with vendors and provide real-time updates.

Conclusion…

AI is revolutionizing the way we approach task automation, making our lives easier and more efficient. The example of planning an event for 100 guests is just the tip of the iceberg. The possibilities are endless, and the future is bright.

Let’s take this a bit further

I’d like to know what the AI will actually do in step 1 to step 4 and how long it will take and how much it will cost me.

Then I want to compare that to a human doing tasks leading to the same outcome and what those tasks will be and how much it will cost

Detailed Comparison: AI vs Human in Event Planning

Step 1: Gathering Requirements

AI Tasks:

• Data Collection: Use a pre-designed form to collect event details. (Time: 2 minutes)
• User Interviews: Use chatbots to conduct interviews for more specific requirements. (Time: 5 minutes)
• Data Analysis: Analyze the collected data to understand the event scope. (Time: 3 minutes)

Total Time for AI: 10 minutes

Human Tasks:

• Initial Meeting: Schedule and conduct a meeting to understand the event scope. (Time: 60 minutes)
• Follow-up Calls/Emails: To clarify any additional details. (Time: 30 minutes)

Total Time for Human: 90 minutes

Step 2: Vendor Selection

AI Tasks:

• Database Query: Search a database of vendors based on requirements. (Time: 2 minutes)
• Price Comparison: Automatically compare prices and reviews. (Time: 3 minutes)
• Shortlisting: Create a list of suitable vendors. (Time: 1 minute)

Total Time for AI: 6 minutes

Human Tasks:

• Research: Manually search for vendors. (Time: 120 minutes)
• Price Comparison: Manually compare prices and reviews. (Time: 60 minutes)

Total Time for Human: 180 minutes

Step 3: Invitations

AI Tasks:

• Design: Use a template to design the invitation. (Time: 2 minutes)
• Distribution: Send out digital invitations via email or social media. (Time: 1 minute)
• RSVP Tracking: Automatically track RSVPs. (Time: 1 minute)

Total Time for AI: 4 minutes

Human Tasks:

• Design: Manually design the invitation or hire a designer. (Time: 120 minutes)
• Distribution: Manually send out invitations. (Time: 30 minutes)
• RSVP Tracking: Manually track RSVPs. (Time: 30 minutes)

Total Time for Human: 180 minutes

Step 4: Event Execution

AI Tasks:

• Coordination: Send automated reminders to vendors. (Time: 2 minutes)
• Monitoring: Use IoT devices to monitor event setup. (Time: 1 minute)

Total Time for AI: 3 minutes

Human Tasks:

• Coordination: Call and remind vendors. (Time: 30 minutes)
• Monitoring: Physically oversee event setup. (Time: 60 minutes)

Total Time for Human: 90 minutes

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Cost Calculation

AI Time and Cost

• Total Time: 10 minutes (Step 1) + 6 minutes (Step 2) + 4 minutes (Step 3) + 3 minutes (Step 4) = 23 minutes
• Cost: Essentially the cost of running the AI, which can be negligible in the long run.

Human Time and Cost

• Total Time: 90 minutes (Step 1) + 180 minutes (Step 2) + 180 minutes (Step 3) + 90 minutes (Step 4) = 540 minutes or 9 hours
• Cost: 9 hours * R200/hour = R1800

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But that was only for one person?

There must have been at least 4 more people involved and some of them must have been late or cancelled and some rescheduling must have been done

Revised Cost Calculation: AI vs Human in Event Planning

Additional Factors for Human Tasks

1. Multiple Attendees: All meetings had 5 people attending.
2. Travel Time: Assume 30 minutes to go to and 30 minutes to come back from each meeting.
3. Small Talk: Assume 15 minutes of small talk per meeting.
4. Rescheduling: Meetings had to be rescheduled twice due to unavailability.
5. Other Delays: Assume an additional 1 hour for miscellaneous delays like waiting for responses, technical issues, etc.

Revised Human Time and Cost

Step 1: Gathering Requirements

• Initial Meeting: 60 minutes * 5 people = 300 minutes
• Follow-up Calls/Emails: 30 minutes * 5 people = 150 minutes
• Travel Time: 60 minutes * 5 people = 300 minutes
• Small Talk: 15 minutes * 5 people = 75 minutes
• Rescheduling: 2 reschedules * 300 minutes (Initial Meeting) = 600 minutes
• Other Delays: 60 minutes * 5 people = 300 minutes

Total Time for Human in Step 1: 1725 minutes or 28.75 hours
Cost for Step 1: 28.75 hours * R200/hour = R5750

Steps 2, 3, and 4

• Task Time: (180 minutes + 180 minutes + 90 minutes) * 5 people = 2250 minutes
• Travel Time: 60 minutes * 3 steps * 5 people = 900 minutes
• Small Talk: 15 minutes * 3 steps * 5 people = 225 minutes
• Rescheduling: 2 reschedules * 300 minutes (Initial Meeting for each step) = 600 minutes
• Other Delays: 60 minutes * 3 steps * 5 people = 900 minutes

Total Time for Human in Steps 2, 3, 4: 4875 minutes or 81.25 hours
Cost for Steps 2, 3, 4: 81.25 hours * R200/hour = R16250

Total Human Time and Cost

• Total Time: 28.75 hours (Step 1) + 81.25 hours (Steps 2, 3, 4) = 110 hours
• Total Cost: R5750 (Step 1) + R16250 (Steps 2, 3, 4) = R22000

AI Time and Cost

• Total Time: 23 minutes
• Cost: Essentially the cost of running the AI, which can be negligible in the long run.

Conclusion: The Future of Event Planning is AI-Driven

Before I make my conclusion, I am admitting that the example I used was simplified in many ways, and I did not use scientific methods to figure out exactly what could have happened etc. that was not the point of the post. The point I’m trying to make is simply that even if the AI’s time and costs were multiplied by 10, it would still be a fraction of the time and cost of it’s human counterparts…

As we’ve delved into the intricate details of event planning through both human and AI-driven approaches, the results are eye-opening. The traditional human-centric approach, while effective, comes with its own set of challenges—time consumption, cost, and the unpredictability of human factors like rescheduling and delays. On the other hand, AI-driven event planning emerges as a beacon of efficiency, speed, and cost-effectiveness.

Our detailed analysis revealed that while a human team would take approximately 110 hours and cost around R22000, an AI would accomplish the same tasks in a mere 23 minutes, with negligible running costs. These figures are not just numbers; they are a testament to the transformative power of AI in automating tasks and making our lives easier.

The implications of this are vast. Businesses can achieve higher levels of efficiency, individuals can focus on more creative and complex tasks, and the overall quality of events can be significantly improved. Given the rapid advancements in AI technology, it’s not an exaggeration to say that we are on the cusp of an automation revolution that will redefine how we think about task management and event planning.

This is an exciting time. The potential for creating general-purpose chatbots that can handle complex tasks like event planning is enormous. And as we’ve seen, the benefits are not just theoretical; they translate into real-world efficiency and cost savings.

The only thing I am concerned about is, who will actually be attending the event, who will those people be? Will AI’s that eventually have evets? How long will they last and will they be fun for them?

What will AI take over next?

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There is no fate but what we make for ourselves

Sarah Connor’ 1984