There’s a lot of hype around AI right now. Every tech company is talking about how AI will transform your business, automate everything, and make you more productive. But what actually works? What’s practical for small businesses? What’s worth the time and money?
We’ve been helping businesses evaluate AI tools, and we’ve seen what works and what doesn’t. The reality is that AI can be useful, but it’s not magic. It’s a tool, and like any tool, it works best when you understand what it’s good at and what it’s not.
Where AI Actually Helps
AI tools are good at repetitive tasks that follow patterns. Writing emails, drafting documents, summarising information, analysing data. These are tasks that take time but don’t require much creativity or judgement. AI can handle them reasonably well, which frees up your time for things that actually need human thinking.
We’ve seen businesses use AI to draft initial versions of emails and documents. The AI creates a starting point, then someone reviews and edits it. This saves time because you’re not starting from a blank page. You’re refining something that’s already mostly there.
AI is also useful for data analysis. If you have spreadsheets or reports with lots of data, AI can help identify patterns, summarise findings, and highlight important information. This doesn’t replace human analysis, but it can make it faster and help you focus on what matters.
Customer service is another area where AI can help. Chatbots can handle common questions, schedule appointments, and provide basic information. They’re not perfect, but they can handle routine inquiries so your team can focus on more complex issues.
Where AI Falls Short
AI struggles with tasks that require judgment, context, or understanding nuance. It can’t make strategic decisions. It can’t understand your specific business situation. It can’t replace human relationships or customer service when things get complicated.
We’ve seen businesses try to use AI for things it’s not good at, and it usually creates more work. The AI output needs so much editing and correction that it would have been faster to do it manually. Or the AI makes mistakes that cause problems later.
AI also doesn’t understand your business context. It doesn’t know your customers, your industry, your specific challenges. It can create generic content, but you still need to adapt it to your situation. This is where human judgment matters.
And there are privacy and security concerns. When you use AI tools, you’re often sending data to third-party services. You need to understand what happens to that data, whether it’s secure, and whether it complies with regulations like GDPR. Not all AI tools handle this well.
Practical Approach to AI
If you’re considering AI tools, start small. Pick one task that’s repetitive and time-consuming, and see if AI can help. Don’t try to automate everything at once. Learn what works for your business, then expand from there.
Always review AI output. Don’t trust it blindly. AI makes mistakes, and those mistakes can cause problems. Use AI as a starting point, not a final product. Have someone review and edit everything before it goes out.
Consider the cost. Some AI tools are expensive, and the cost can add up quickly. Make sure the time savings justify the expense. Sometimes the manual approach is still more cost-effective.
Think about security and privacy. Where is your data going? Is it secure? Does it comply with regulations? These questions matter, especially if you’re handling customer data or sensitive information.
What to Look For
When evaluating AI tools, look for ones that integrate with software you already use. If it works with Microsoft 365, your email system, or your CRM, that’s better than a standalone tool that requires switching between applications.
Look for tools that let you control the output. Can you customise it? Can you set guidelines? Can you review and edit before using it? The more control you have, the more useful the tool will be.
Consider support and training. Does the vendor provide help? Is there documentation? Can your team actually use it? Complex tools that require extensive training might not be worth it for small businesses.
Making It Work
AI tools can improve productivity, but they’re not a replacement for good processes and skilled people. They work best when you understand their limitations and use them appropriately.
If you’re thinking about AI tools for your business, start with a clear understanding of what problem you’re trying to solve. Then evaluate whether AI is actually the right solution. Sometimes the answer is yes, sometimes it’s no. The key is making an informed decision.
We’ve helped businesses evaluate AI tools and decide what makes sense for their situation. If you want to explore whether AI could help your business, let’s have a conversation. We can assess your needs, look at options, and figure out what might work.