AI ... The Hammer looking for Nails

How I use AI ....

Every decade has its buzzword. From "digital transformation" to "the cloud," each promised to revolutionize business. Now, it’s AI. At a recent PEO Leadership Conference in Toronto, panelists were asked: “What can we actually do with AI?” The answer, predictably, was elusive. Why? Too many see AI as a solution rather than what it truly is—a tool. Imagine being handed a hammer and asked, “What’s this for?” You wouldn’t start by claiming it’s for building houses, discovering fossils or pitching tents. You’d say it’s for hammering nails, cracking rocks, or placing tent pegs. AI is no different—it’s a tool, not a solution. AI excels at analyzing data and leveraging its training to answer questions or automate tasks. The key lies in starting small, staying practical, and selecting the tools that fit your unique needs. Let me rephrase that, the key lies in starting.

Where Should You Start?

Efficiencies: Break your business down in processes and see which ones are taking the most time to create, complete or use. This might include – invoices, proposals, customer email response, sales reporting, market research, document updating, service manuals. Pick one and explore. Here are some tools to consider - depending on what the area is:

Customer service: ChatGPT API or Zendesk AI to handle common queries.
Inventory management: Prediction tools like Zoho Inventory to optimize stock levels.
Marketing: Mailchimp’s AI to fine-tune email campaigns.
Scheduling: Calendly or Google Workspace for seamless appointment setting.
Productivity: Microsoft Co-Pilot or Otter.ai for transcription and note-taking.

Insights: Every company has a ton of data. Most of it is dormant but there could be some amazing insights in there. Think about your website, invoice data, phone data, email data, proposal history, payroll and so on. Tools to consider:

Website performance: Google Analytics for trends and traffic behavior.
CRM optimization: HubSpot to identify sales patterns.
Visualization: Tableau, Looker, or Co-Pilot in Excel to uncover trends and simplify data interpretation.Most applications you already use are slowly integrating AI features. Experiment. Ask your team to test them. Some may be a complete waste of time but others could give you awesome insights.

A Hands-On Plan for Leaders

As a business leader, you need to understand AI's power and limitations firsthand. Here’s how:

1. Ask Complex Questions. Start by visiting ChatGPT and pose a challenging, business-specific question. For example: "I run a (describe your business) and want to acquire a $1M company. How can I identify targets, approach them, and fund the deal without using my own cash?" Refine the responses with follow-up questions like “Why?” “How many targets exist?” and “What are the risks?”

2. Create a Custom GPT. After logging into ChatGPT, explore the “Custom GPTs” feature. OpenAI guides you through customizing its behavior with specific instructions and/or uploaded documents. For example, I have created 6 GPTs (Generative Pre-trained Transformers) so far – each designed for a different use case. One is called “MGB” and is tailored to a 1968 MGB with a synchromesh overdrive transmission. By uploading its shop manual, I now receive instant, detailed answers to questions about that specific vehicle.

You could use ChatGPT in a similar way to:

Summarize RFPs
Optimize grant applications
Centralize HR policy knowledge
Streamline equipment maintenance.

AI isn’t magic—it’s a hammer. Its success depends on where, and how, you swing it. Start small – but start!

Until next time,

Andrew