A study commissioned by Google Workspace found that Australian knowledge workers are driving the use of artificial intelligence in the workplace, often experimenting with new tools before formal guidance is in place, and reporting that they have saved time on higher-value work.
A survey of 1,017 Australian white-collar workers who are already using AI in the workplace found that respondents believe up to 25% of routine tasks can be automated. They reported saving an average of 2.5 hours per week by using AI.
Most respondents said they don’t have time saved. The study found that 86% are reinvesting in problem solving, strategic decision making, and collaboration.
The findings suggest that adoption is being led by employees more than many organizations expected. More than half of respondents said they had tried and experimented with different AI tools, circumventing official policies.
Google Workspace saw this behavior as an expression of a desire for speed, quality, and autonomy in daily work. The company has integrated AI capabilities into products such as Gmail and Docs through its AI system, Gemini.
“What this research really tells us is that curiosity is contagious. People who discover better ways to work can’t help but share it. Culturally smart organizations don’t fight it, they fuel it. That’s why it’s so important to build AI directly into the tools people already know, like Gmail and Docs. This helps good ideas spread faster,” said Haydn Sallmann, Asia Pacific Director, Google Workspace. says Mr.
Xero case study
The study includes Xero as a local example of how AI is being deployed through existing workplace tools. Xero began using Google Workspace with Gemini in 2024, conducting a pilot with 250 employees before rolling out broadly.
According to Google Workspace, approximately 70% of participants used Gemini weekly during the pilot. Xero also reported that 88% of participants reinvested the time saved into higher-value, strategic work.
Incorporating AI into familiar tools has become a focus for organizations looking to reduce friction as staff juggle an ever-growing number of applications and browser tabs. This is in line with a broader shift to adding AI to email, documents, chat, and meeting tools rather than having staff switch between separate systems.
“The biggest productivity killer isn’t a lack of technology; it’s the mental strain of ‘tab fatigue’ of jumping between disconnected tools. By embedding AI directly in context and into the workflows that teams do every day, we’re removing friction and giving them headspace to focus on what’s important. This is not just about efficiency. Almost 90% of teams reinvest the time they save into more effective problem-solving activities. That’s why they come to Xero. It’s about doing meaningful work that delivers more value to our customers,” said Angad Soin, AU/NZ Managing Director and Global Chief Strategy Officer at Xero.
How do workers learn?
The study also highlighted differences in how employees learn to use AI tools. Across all age groups, 74% said the most effective way to learn was to use tools themselves, 49% preferred formal training, and 42% said learning from peers was most effective.
Peer-to-peer learning remains strongly featured. Almost half of respondents said they regularly share AI tips and hacks with colleagues, and Millennials and Gen Z are more likely to take on such informal roles.
Younger employees also took advantage of a wider range of learning channels. Gen Z and Millennials are more likely to learn from social media than Gen X and older generations, the study explains, reflecting differences in digital habits at work.
That generational divide extended to risk appetite and experimentation. Gen Z and Millennials are almost twice as likely as older groups to explore beyond approved tools, suggesting that younger staff are acting as early adopters within their organizations.
Gaining confidence also depends on age. According to the study, 89% of Gen Z and 86% of Millennials agree that AI has made them feel more confident in their roles, compared to 70% of Gen X and older respondents.
policy catches up
Employers appear to be adapting to the pace of experimentation among their staff. The survey found that 79% of respondents believe their organization supports the exploration of new AI tools, suggesting that experimentation and iteration are becoming more acceptable in technology decisions in the workplace.
Although not universally, governance is developing in parallel with that experimentation. Six in 10 respondents said their organization already has a formal AI usage policy.
Google Workspace said the results demonstrate a balance between staff-led adoption and formal management. As AI becomes a routine part of office operations, we expect governance frameworks to expand and more AI capabilities to be introduced into the tools that staff already use on a daily basis.
