Where to start with AI when you run a small business

Most owners I speak to know they should be using AI. Very few know where to start. The good news is that you don't need a strategy document or a big budget. You need one job worth handing over, and a way to tell whether it worked.

1. Write down the jobs you repeat

For one week, jot down every task you or your team do more than twice: replying to the same questions, writing quotes, chasing documents or payments, typing up notes, posting on social media. Don't judge them yet. Just list them.

2. Put a rough time against each one

Guesses are fine. "About 20 minutes a day on enquiry replies" is enough. What you're looking for is the job that is frequent, predictable and boring. Those are the ones AI handles best.

3. Pick one and try it for two weeks

Choose the job with the most time and the least risk. Drafting replies is usually a better first step than anything that touches money or customer records. Keep a person in the loop: AI drafts, you check and send.

4. Measure, then decide

After two weeks, compare. Did it save time? Did the quality hold up? If yes, make it part of how you work and move to the next job on the list. If not, you've lost very little and learned what doesn't fit.

The one rule to keep throughout

Never paste customers' personal details into free AI tools. There's more on why in the one rule.