Yes, this is another piece on using artificial intelligence (AI) in your workspace. But this is not just any old article on productivity and engagement. In this article, I want to explore the future of AI voice assistants as the best companion a business owner could have, with a few key caveats to keep your information and data safe.
So, whether you are interested in adopting a voice AI assistant for work or just want to know more about how AI is changing how we work, the following piece will explore the best practices and use cases for using AI-powered voice assistants.
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Let’s dig deeper: What are AI voice assistants?
But before we discuss practical tips and tricks for working with AI voice assistants, we must first explore what they are and how they work. Although there are many AI-powered tools on the market, AI voice assistants specifically focus on voice communication and can interpret speech through commands.
From a technological perspective, AI voice assistants leverage natural language processing (NLP) models and machine learning to convert human speech into a format the AI can comprehend. The AI then utilizes this information to perform tasks and gather data from your interactions, allowing the voice assistant to gain insights into you and your business needs.
In this sense, voice assistants can be differentiated from agents or receptionists because they prioritize using voice or audio interactions to perform various tasks. While AI voice assistants like Amazon Alexa and Apple Siri have become very popular for personal use, these assistants also have several business uses beyond scheduling appointments and replying to messages.
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The future is now: How AI-powered voice assistants are changing the workplace
At this point, you have probably heard discussions about artificial intelligence taking on multiple roles in the modern workplace, from AI agents to receptionists. While many of these positions raise concerns about how technology will replace humans, in my experience training and reviewing models, I have found that the best use cases for this technology emphasize collaboration rather than competition.
When viewing AI as a collaborator in the workplace, you can consult with your assistant like you would consult with a coworker. Consequently, there are many benefits of using AI voice assistants, which are outlined in the list below:
- Multi-tasking: When working from home, an AI voice assistant can be a hands-free note-taker, allowing you to complete multiple tasks simultaneously. For example, you can dictate your to-do list or schedule appointments with the voice assistant while working on your computer or other projects.
- Automation: The primary use of a voice assistant is decreasing the time spent on repetitive tasks, like setting reminders, managing a calendar, and scheduling calls. Like other artificial intelligence tools, the voice assistant can also be integrated within your workspace to send information from your assistant to other apps or platforms like CRM Customer relationship management systems or phone systems.
- Information retrieval: When you need quick access to daily information, such as news and weather updates, voice assistants are a helpful resource to consult for answers. You can also set up your assistant to provide specific types of information throughout your day.
- Accessibility: Although many people use voice assistants to improve their productivity, they also benefit people who need accommodations in the workplace or when working with communication tools. For example, those with visual or motor impairments can benefit from using voice recognition to complete tasks.
- Communication: Because AI voice assistants can listen to your speech, they are useful for those who want a hands-free method of taking conference calls or recording and transcribing calls.
The dos & don’ts of AI voice assistants
But before we get too far ahead of ourselves, I think it’s important to highlight how we can use AI voice assistants and how they should not be used. Specifically, the following chart outlines some dos and don’ts for integrating an AI voice assistant into your workspace.
| PROS | CONS |
|---|---|
| Use precise commands in a noise-free environment | Share sensitive data or personally identifiable information (PII) |
| Customize the AI to your industry and workspace needs | Overload AI with too many commands and instructions |
| Monitor your data and settings to make necessary changes over time | Assume perfect accuracy in audio transcription |
Decisions, decisions: Choosing the right AI voice assistant for your needs
Now that you know how AI voice assistants can be used in the workplace, it’s time to think about some of the products on the market and the best options for your type of work. When choosing an AI assistant, you want to consider the following:
- Business needs: Industry-specific use cases are the main factor in deciding which voice assistant is best for you. Your industry can also influence how you prefer to access a voice assistant, such as using a mobile app versus a smart home device.
- Budget: Some providers require extra subscriptions to access AI voice assistants. If you are considering adopting one of these assistants, think about the potential increase in cost associated with accessing these tools.
- Customization capabilities: Voice matching is essential for effectively deploying an AI voice assistant. Certain accents, languages, and industry jargon can present challenges to a voice assistant’s comprehension, so look for tools that can be customized to recognize your tone and vocabulary.
- Hardware specifications: Depending on your current tech stack, choosing an AI voice assistant that aligns with your existing devices makes sense. For example, it would be easier for a Microsoft Team to adopt a Copilot subscription rather than new Alexa-enabled devices.
Top AI voice assistants
Explore the tabs below to learn more about some of the top AI voice assistants on the market and how they can benefit your business.
Whether using a Google device or Gmail or accessing a workspace account, Google Gemini can help with daily tasks and activities, such as drafting emails, scheduling appointments, and managing media content. This is especially beneficial for Google users because they can construct an ecosystem of Google devices for hands-free assistance wherever they go.
Access Google Gemini across devices for a variety of tasks. (Source: Google)
Amazon Alexa is another AI voice assistant that has been on the consumer market for many years as a voice-activated productivity tool in Amazon devices. However, Alexa has expanded to offering workplace solutions, such as Alexa for Business, which allows administrators to configure devices for specific locations and uses, like conference calling and voice purchasing.
Ask Alexa to retrieve information from the app or Amazon devices. (Source: Amazon)
Apple’s Siri is pre-installed on Apple devices, including MacBooks, iPhones, and the Apple Watch. You can activate the voice assistant by saying “Hey Siri,” which prompts it to respond to your requests. As a result, Siri is an excellent option for businesses that use Apple computers or laptops and seek quick access to AI assistance.
Set reminders with Siri directly from your Apple Watch. (Source: Apple)
Currently, Microsoft is rolling out access to Copilot Voice, which offers voice-activated assistance in over 40 languages. Microsoft Copilot is also the best voice assistant for industry-specific needs because there are multiple versions of Copilot available for your business, such as Copilot for Sales and Dragon Copilot for healthcare providers. Simply choose a Copilot-supported Microsoft license and find the right AI voice assistant for you.
Consult with Microsoft Copilot from the mobile app. (Source: Microsoft)
Use it or lose it: Getting the most from AI voice assistants in your industry
While many features are available with voice assistants, each can be customized to meet your business needs, and some virtual assistants are designed for specific industries. For example, you can personalize your assistant’s training with particular company or industry data. Explore the tabs below to learn more about some popular use cases for AI voice assistants.
Many medical professionals are responsible for taking notes, scheduling appointments, and sending reminders throughout the day. Therefore, using an AI voice assistant is beneficial because it can utilize ambient listening to enhance the quality of patient recommendations. However, healthcare providers should consider adopting a voice assistant tailored to the industry, such as Suki Assistant or Microsoft Dragon Copilot, to protect protected health information (PHI).
AI voice assistants serve various purposes in educational settings. For example, educators can use AI voice assistance to transcribe lecture notes and schedule classes or tutoring sessions. Additionally, voice assistants provide valuable information retrieval capabilities in environments that emphasize information sharing, such as classrooms or community centers. To improve accessibility, voice assistants can also read text aloud to students.
Although voice assistants have multiple uses as one-on-one collaborators within a workspace, they can also independently handle simple inquiries from customers and clients. Within a call center or on a customer support team, AI voice assistants can be programmed to respond to frequently asked questions and offer a method of supporting agents when handling a high volume of calls.
Like healthcare, banking and financial services have regulatory requirements for sharing information, but many institutions have launched AI tools or partnered with companies that offer voice-activated devices.
For those who work in finance, AI voice assistants can provide daily financial updates, such as an overview of stock prices or business news. These voice assistants can also act as support agents to manage financial records and account inquiries within a financial institution, such as Amazon Alexa’s integration with Capital One.
When integrating an AI voice assistant into a workspace, connecting the assistant with your customer relationship management platform (CRM) is most beneficial so you can easily schedule follow-up calls or outreach. When developing marketing campaigns, the assistant supports you in brainstorming ideas and creating notes. An AI assistant can even aid in event planning by sending email invitations or reminders to attendees.
For content creators or businesses that communicate frequently with customers and clients, AI voice assistants allow you to increase the speed of content creation by speaking instead of writing. Many voice assistants offer dictation features, like leaving notes, which are useful for creating outlines, writing emails, and drafting documents in the moment.
Safety first: How to secure your data in the era of AI assistance
Even with all the benefits of using AI voice assistants, there are still privacy concerns associated with sharing information with a hands-free device. If you have ever wondered whether your cell phone is listening to you, you should also know that your voice assistant might be doing the same thing.
This is because AI voice assistants are designed to respond to the sound of your voice. Some configurations listen for specific commands, like “Hey Siri,” while others listen passively. Therefore, to ensure that these devices are not eavesdropping on private conversations or turning on when you don’t need them, consider the following privacy tips and security features to keep your data safe.
- Regulatory compliance: Consider whether this technology is appropriate for your business context before using an AI voice assistant. Especially if you primarily handle information requiring greater privacy, ensure that how you use your assistant and how it is secured upholds industry standards.
- Privacy settings: Before using an AI voice assistant, configure your settings to reflect the level of privacy that you want. For example, you can mute your microphone during specific times and monitor the interactions with your assistant to delete any data you don’t want saved.
- Access controls: Another part of your privacy settings is controlling which apps or devices can access your voice assistant and its data. Information becomes more vulnerable when shared across devices, so make sure you know how your data is being shared and set up permissions and passwords to control the flow of information.
- Data encryption: Even if you change your settings, you still want to protect the information you send to a voice assistant. One way to do this is to ensure that you use a device and internet connection with enhanced data encryption.
- Audit processes: Like any other communication technology, your voice assistant should undergo regular quality monitoring and evaluation for security concerns. Many voice assistants record information based on your interactions, so be sure to routinely review any recordings or interactions saved from the device and delete or archive any content stored.
Frequently asked questions (FAQs)
AI voice assistants utilize speech recognition technology and machine learning to analyze audio converted into text. This allows the assistants to interpret the meaning of the speech and execute any commands or input provided during their interaction with a user. Over time, AI voice assistants learn from these interactions, enhancing their ability to process speech and text more effectively.
Our article, “Top 7 AI Virtual Assistants to Boost Your Productivity in 2025,” found that Google Gemini is one of the top AI voice assistants for small business owners because it offers various forms of assistance, including text-based content creation and hands-free voice support for daily tasks and workspace productivity.
Many AI voice assistants are free, depending on your business needs or workspace subscriptions. For example, Google Gemini is available on multiple platforms and devices, offering even more features to those with a Gmail or Workspace account. Additionally, assistants like Apple’s Siri and Amazon’s Alexa are included in the devices created by their parent companies.
Bottom line
If you have made it this far, you now understand why and how AI voice assistants are improving workspaces and the primary concerns to consider when sharing your data with new communication technologies.
While AI-powered voice assistants can streamline workflows and enhance productivity across industries, they also present unique challenges related to safeguarding information and data. Therefore, if you plan to adopt an AI voice assistant or if they are already in use in your office, keep these suggestions in mind as you continue to collaborate with AI.
