Staff-led AI use reshapes Australian office workflows

Australian knowledge workers are driving workplace use of artificial intelligence, often trying new tools before formal guidance is in place and reporting time savings they redirect to higher-value work, according to research commissioned by Google Workspace.

The survey of 1,017 Australian white-collar workers who already use AI at work found respondents believe they could automate up to 25% of routine tasks. On average, they reported saving 2.5 hours a week using AI.

Most respondents said that time is not being banked. The research found 86% reinvest it in problem-solving, strategic decision-making and collaboration.

The findings suggest adoption is being led by employees more than many organisations anticipated. More than half of respondents said they had bypassed official policy to try or experiment with different AI tools.

Google Workspace framed this behaviour as a sign of demand for speed, quality and autonomy in day-to-day work. It has been integrating AI functions into products such as Gmail and Docs through Gemini, its AI system.

"What this survey really tells us is that curiosity is contagious. When one person finds a better way to work, they can't help but share it. Culturally smart organisations don't fight this, they fuel it. That's why putting AI directly into the tools people already know, like Gmail and Docs, is so important. It helps those good ideas spread much faster," said Haydn Sallmann, Director, Google Workspace, Asia Pacific.

Xero case study

The research included Xero as a local example of how AI is being introduced through existing workplace tools. Xero began using Google Workspace with Gemini in 2024 and ran a pilot with 250 employees before a wider rollout.

During the pilot, about 70% of participants used Gemini each week, according to Google Workspace. Xero also reported that 88% of participants reinvested time saved into higher-value, strategic work.

Embedding AI in familiar tools is becoming a focus for organisations looking to reduce friction as staff juggle growing numbers of applications and browser tabs. This aligns with a broader shift towards adding AI to email, documents, chat and meeting tools, rather than requiring staff to switch between separate systems.

"The biggest drain on productivity isn't a lack of technology; it's the mental tax of 'tab fatigue' - jumping between disconnected tools. By embedding AI directly in context, into the workflow our teams live every day, we're removing that friction and giving them headspace to focus on what matters. It's not just about efficiency - nearly 90% of our team is reinvesting that saved time into high-impact problem solving activities. That's the reason they come to Xero - to do meaningful work that allows us to deliver more value for our customers," said Angad Soin, Managing Director AU/NZ and Global Chief Strategy Officer, Xero.

How workers learn

The research also highlighted differences in how employees learn to use AI tools. Across all age groups, 74% said the most effective way to learn was by using the tools themselves, compared with 49% who preferred formal training and 42% who said learning from colleagues worked best.

Peer-to-peer learning still featured strongly. Nearly half of respondents said they regularly share AI tips or hacks with co-workers, with millennials and Gen Z more likely to play that informal role.

Younger employees also drew on a wider range of learning channels. Gen Z and millennials were more likely to learn from social media than Gen X and older cohorts, which the research described as reflecting different workplace digital habits.

That generational split extended to risk appetite and experimentation. Gen Z and millennials were almost twice as likely as older groups to explore beyond approved tools, suggesting younger staff are acting as early adopters within their organisations.

Confidence gains also varied by age. The research found 89% of Gen Z and 86% of millennials agreed AI has made them feel more confident in their role, compared with 70% of Gen X and older respondents.

Policy catches up

Employers appear to be adjusting to the pace of staff experimentation. The survey found 79% of respondents believe their organisation supports exploration with new AI tools, suggesting trial and iteration are becoming more accepted in workplace technology decisions.

Governance is developing alongside that experimentation, though not universally. Six in ten respondents said their organisation already has an official AI usage policy.

Google Workspace said the results point to a balancing act between staff-led adoption and formal controls. It expects more AI functions to be introduced within tools staff already use daily, with governance frameworks expanding as AI becomes a routine part of office work.