Why administrative staff need not fear digitised administrative processes thanks to linqi

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What do administrative assistants do?

Administrative assistants are primarily responsible for ensuring that public administration runs smoothly. They process applications, check documents, prepare decisions, communicate with members of the public, document procedures and ensure that legal requirements are met.

This profession therefore involves far more than simply processing files. Administrative assistants combine specialist knowledge, organisational skills, communication skills and a strong understanding of the law. During their training, administrative assistants therefore do not just learn about regulations. They engage in-depth with budgeting and human resources, public engagement and administrative procedures. This combination makes it clear why digitalisation cannot replace administrative assistants.

Why, then, is digitalisation so important in public administration?

Digitalisation in public administration is necessary because many processes today are too slow, too complex and too reliant on paper, emails or individual staff members. It is not intended to devalue administrative work, but rather to relieve staff of unnecessary routine tasks.

The pressure is on: citizens expect digital services, businesses need fast procedures, and public authorities in many places are operating with limited resources. At the same time, the shortage of skilled workers in the public sector is growing. When fewer staff have to cope with more tasks, the solution cannot be to distribute even more manual work amongst the existing teams.

linqi supports digital transformation in public authorities and administrations by ensuring that processes are not merely described in theory, but are actually implemented digitally in practice. Responsibilities, tasks, documents and processing statuses become visible. This creates a common working basis that reduces the workload on administrative teams and makes procedures more transparent.

Which tasks can be digitised using linqi?

Tasks that are repetitive, rule-based and time-consuming are particularly well suited to digitisation. These include, for example, recording applications, requesting documents, monitoring deadlines, sending standard information, assigning responsibilities, documenting processing statuses or digitally archiving files.

There is no doubt that such tasks are important. But they also take up a great deal of time in day-to-day operations. When supported digitally, this frees up more time for what public administration is really about: reviewing, deciding, explaining, advising and taking responsibility.

With linqi, these recurring steps can be mapped as digital administrative processes. This means that staff retain control over the substantive aspects of their work, whilst the process ensures structure, clarity and reliability in the background. The integration of AI is also possible and beneficial here.

But this quickly raises the next question: will AI take over administrative jobs? The clear answer is: no. AI will not replace administrative staff, but it will change certain tasks, particularly where large volumes of text, recurring enquiries or simple categorisation are involved. For example, linqi can analyse an existing paper application or an internal process description to identify the steps, responsibilities and supporting documents required, and use this to create a structured digital workflow for case handling.

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Digitalisation is changing the nature of administrative work, but it is not replacing it

Concerns about job losses due to digitalisation are understandable and do not only affect administrative staff. After all, automation is often discussed as if technology could replace people at the click of a button. In public administration, however, this view falls far short of the mark.

This is because public administration does not consist of isolated tasks, but of procedures, responsibilities, legal frameworks and communication. Even if individual process steps are automated, the overall process remains complex. Someone has to check whether data is plausible. Someone has to decide whether an application is complete. Someone has to explain why a decision was made. Someone has to react when a standard case suddenly ceases to be one. This responsibility remains with people.

This is precisely why process automation is, above all, an opportunity to specifically ease the workload of administrative staff in their day-to-day work. linqi supports public authorities in ensuring that this organisation is not lost in additional Excel spreadsheets or lengthy coordination loops, but rather that processes are mapped out clearly, digitally and transparently.

Practical example: From paper applications to digital workflows

A member of the public applies to the local authority for a special use permit because they wish to use a public space for a street party. In the past, the application might have arrived by post, by email or in person at the citizens’ office. Documents were missing. The relevant department had to follow up. The file is printed out, forwarded, filed away, checked again and later searched for once more. The processing status is barely visible to other parties involved.

With linqi, the same process looks different. The application is mapped as a digital workflow. Mandatory details, documents, responsibilities and processing steps are clearly defined from the outset. Missing documents can be requested in a structured manner. Deadlines become visible. Those involved can see where the process stands and what needs to be done next.

What changes for administrative staff? They spend less time searching, copying, filing and keeping track of documents. Instead, they can concentrate on the technical assessment. So the process does not become devoid of human involvement. It becomes clearer, more reliable and less prone to errors. As a result, the work of administrative staff becomes increasingly valuable and important.

This is also where the true value of e-government in public administration becomes apparent: it is not the digital application alone that reduces the workload, but the well-thought-out process behind it. This is precisely where linqi comes in as a problem-solver, because the platform turns abstract administrative modernisation into concrete, usable workflows.

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Administrative modernisation needs people, not just software

Administrative modernisation only works if staff are involved. After all, they know the workflows, the exceptions, the bottlenecks and the typical queries that arise in practice.

Software does not automatically turn a poor process into a good one. If a complicated paper-based process is simply replicated digitally, it remains complicated. Digitalisation only becomes truly helpful when processes are first understood, simplified and then accurately mapped digitally.

This requires the experience of those who work with these procedures on a daily basis. Administrative staff are therefore not merely affected by digitalisation, but are key architects of the process. They know where data disconnects occur, what information is frequently missing and which steps unnecessarily waste time.

linqi supports this approach: departments can digitise their own processes without programming, without complex IT projects and without lengthy technical training. Via an intuitive interface, process steps can be created using drag-and-drop, responsibilities assigned, tasks defined and the necessary supporting documents integrated. This creates digital workflows directly from real-world experience and precisely where processes in day-to-day administration need to become simpler, more transparent and easier to manage.

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Conclusion: The future of administration is digital, but not devoid of people

Administrative staff need not fear digitalisation. On the contrary: with linqi, they can play an active role in shaping digital administrative processes so that they truly fit into their day-to-day work and provide relief where time, clarity and clear procedures are currently lacking.

The skills shortage in public administration makes it clear: the public sector simply cannot afford to lose qualified staff. It needs their knowledge, their experience and their ability to assess complex situations. Digitalisation and process automation are therefore not taking over the public sector. Above all, they are taking over the tasks that currently consume time unnecessarily.