How to use AI in a small business
Most small business owners do not need a strategy deck. They need a starting point. This is a five-step guide for getting AI working in your business without disrupting how you already operate.
Step 1: Pick one problem
Look at the work you did last week. Find one task that was repetitive, slow, or that you put off. Common ones are writing follow-up emails, drafting social posts, summarising meetings or replying to the same customer questions.
Step 2: Choose a tool
For most first jobs, a general assistant like ChatGPT, Claude or Copilot is enough. Pick one and stick with it for a few weeks. Switching tools too early hides whether the problem was the tool or the way you were using it.
Step 3: Test the workflow
Run the task through the tool five or six times. Each time, refine the prompt and the steps. Note what worked, what needed editing and what was wrong. The aim is a small, repeatable workflow you can hand to someone else.
Step 4: Document it simply
Write the workflow down in plain language. What inputs go in, what comes out, and what to check. A short Google Doc is fine. This is what turns a personal trick into a team capability.
Step 5: Expand carefully
Once one task is solid, add a second. Then a third. Most small businesses need three or four good workflows before AI starts feeling like a real shift in how the business runs.
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