Welton's Wisdom - Take Your Time Back: Streamlining Administrative Operations with AI

Note: This is part three of a six-part series by Welton Hong, the founder and CEO of Ring Ring Marketing, about using artificial intelligence (AI) in funeral services.

Every funeral director knows the balancing act: juggling the operational side of the business while staying fully present for grieving families. Paperwork, schedules and inventory are nonnegotiables of running a business, but they can take time and energy away from connecting with the families you serve.

Now, I’m not bringing all this up to stress you out (the holidays usually take care of that); I say all this to say, if your funeral home chooses to use artificial intelligence (AI) anywhere, let it be in administrative operations.

I’m a big proponent of “Work smarter, not harder.” And AI-powered solutions offer a way to streamline backend operations so you can focus on delivering compassion and care when families need it most.

AI-Powered Solutions

Time is often considered our most precious resource. So let’s talk about some of the ways AI-powered technology can give you back at least a couple hours—if not more—of time a week in administrative effort.

Let’s start with scheduling, which can be an art—and a challenging one. Coordinating staff availability, setting up appointments, managing service times and accommodating family preferences can feel like a game of Tetris with no clear end.

AI-powered scheduling tools can change the game. These systems analyze calendars, cross-reference staff availability and even predict optimal times for services based on historical data. An AI scheduling assistant is a simple way to get started with this technology.

Running out of essential supplies at the wrong moment is a nightmare no funeral director wants to face. Good news AI can also assist with inventory management. AI-driven inventory systems track stock levels in real time, automatically reorder items when they’re running low, and even suggest cost-effective alternatives.

Let’s be honest, billing and paperwork are necessary evils. They’re time-consuming, error-prone and, frankly, tedious. AI can help with this, too.

Today’s billing platforms use machine learning to auto-generate invoices, flag inconsistencies and even send reminders for overdue payments. Documentation tools can create templates, auto-fill forms and organize records for easy retrieval.

Letting You Focus on What Counts

I tell every funeral director one thing about using AI (so, sorry if this is your second time hearing it): AI isn’t replacing the human touch; it’s amplifying it. And the beauty of AI is that it doesn’t just do tasks faster; it often does them better and with more accuracy.

Streamlining administrative operations with AI is more than a smart move; it’s a compassionate one. Because at the end of the day, the less time you spend on paperwork, the more time you can spend where you’re truly needed—with families.

Getting started with AI-powered solutions is easier than you might think. Many companies specialize in software tailored for funeral homes, offering tools for scheduling, inventory management, billing and documentation.

Start by exploring platforms like CRMs designed for the deathcare industry or look for AI-based tools with features that integrate seamlessly into your existing workflows. Online directories, industry conferences and peer recommendations are great places to discover trusted vendors.

Most providers offer demos or free trials, so you can see the impact firsthand before committing. With a little research and the right partner, you’ll be on your way to streamlining operations and getting time back to focus on families that need your help.