Our research into AI in the workplace found that 74% could benefit from AI – but more than half (54%) aren’t using it, compared to 40% of bigger firms. Of the small businesses that do use it, as many as 95% say it’s had a positive impact, citing reduced workloads (50%), improved productivity (45%), and reduced costs (45%). They’re using it for tasks like content creation, research, data analysis and customer support.
But some smaller businesses are nervous, citing data security (42%), job replacement (44%) and privacy (33%) among their concerns. This is understandable, given that some generative AI tools are trained on the data that people put into them, which could mean your sensitive customer and company information is compromised.
"We’ve looked at AI for automating routine tasks—things people do daily, like receiving purchase orders, matching invoices with goods-in receipts, and having an assistant to carry out these tasks. Another example is feeding suppliers'pricing into our ERP system, where AI-generated code saved us a huge amount of time."
Laurent Watremetz, Business Intelligence Manager, Martin's Rubber Company.
AI: your trusted colleague
Small businesses have the most to gain from AI, says Oliver Quayle, senior group director at The Access Group. Here, he shares his tips on using it in an innovative and secure way.
AI can provide expertise in all areas of a business but concerns about data security and privacy are big barriers for smaller firms. There’s also more pressure on business owners and managers, who rarely have the time to research the tools available and make a decision.
But these barriers are exactly why small businesses need AI more than ever. They can’t afford to be experts in everything, so AI handles specialist tasks like data analysis or repetitive ones like admin to save time and keep costs under control.
Three benefits of AI
- Automating mundane tasks
- Analysis to support decision making
- Acceleration of programs
How can AI be used?
Using AI for content creation is the tip of the iceberg.
It offers the most value when you combine it with business applications in a private environment that follows roles and permissions without any of your important IP or data leaking outside of your company.
For example, finance professionals need to understand tax rulings and apply them to their customer base. An AI tool built into their existing software can digest all of the relevant information, so you have a tax expert sitting on your shoulder. Teams will then have the confidence that they’re applying the right rules, and that their data is being stored in a secure environment.
Small businesses are unlikely to have big IT teams or data scientists, who can advise on the latest tools, best practices and produce meaningful insights from data within the business. This is why they need to partner with a reliable software vendor, who has the expertise and IT infrastructure to provide this capability in a secure way.
AI assistant, Access Evo Copilot has a ‘‘document skill’, which allows employees to upload and share documents. Once uploaded, you can ask any questions about any of the content in these documents. Imagine uploading a 200-page policy and procedures document, and anyone can simply ask, “What is our expense policy for mileage?” and get an instant, natural language response. This helps significantly cut training time for new starters, and provides 24/7 support for people's questions on the job. They will be up and running quickly with significantly reduced overheads to support them daily. Importantly, it also encourages people to be innovative, finding new ideas to improve productivity without compromising your data.
“Some of the best ideas to improve your business will come from people who have embraced AI in their roles.”
Breaking down the barriers
Cost: In the past, high cost has prohibited businesses from using a true AI-enabled platform built on their data. But by partnering with a SaaS (software as a service) provider, Access can reduce that since you benefit from economies of scale – both in terms of IT infrastructure and tech skills.
Job replacement: AI isn’t designed to replace employees, but it does help them work faster and complete more fulfilling aspects of their work. This helps increase employee satisfaction and productivity and improve retention.
Privacy: Some 61% of small businesses are using ChatGPT but they’ll have the most to lose if sensitive company information is used to train AI models. Another 46% have used AI in secret to get ahead, so it’s better to implement a secure solution to support your teams and reduce risk. Once you’re confident that the platform is secure, you’ll worry less and get the most from it.
AI isn’t a fad – it’s here to stay
AI is a huge innovation and we’re seeing wider adoption more quickly.
Small companies need the competitive edge that AI can provide, especially when their larger competitors are using it to their full advantage. Take the first step: start small with a simple and time-saving task and then find different ways to interact with it.
Once your teams feel like it’s second nature—part of their daily workflow rather than something to be feared—offer executive support, especially in the first few weeks. Encourage employees to use it daily and make it a new habit.
Access Evo is an AI-enabled software experience designed to work with your employees to save time and costs with everyday tasks. Company data is secure in the private environment and permissions can also be set to enable you access to a tailored AI solution.