Tips and Tactics To Help SMBs Choose, Implement, and Use AI Tools

In today's rapidly evolving digital landscape, small and medium-sized businesses (SMBs) are increasingly recognizing the transformative potential of artificial intelligence (AI).

AI isn't just for tech giants, it's a tool that can level the playing field, allowing SMBs to compete more effectively, innovate, and grow. AI tools offer a myriad of advantages that streamline various aspects of team management. From automating mundane tasks to providing data-driven insights, these tools significantly elevate how teams operate, making the management process smoother and more effective. 

Choosing the right AI tools is crucial for efficient team management. The market is inundated with a number of AI solutions, each promising to revolutionize team workflows. However, not all tools are created equal. It's essential for SMBs to carefully evaluate their options and select tools that align with their specific needs and business goals. By doing so, they can ensure that the integration of AI into their team management processes results in tangible benefits and a positive return on investment. 

Here's a comprehensive guide on how SMBs can harness AI for team management, skill development, and overall business strategy. By far, the number one recommendation I suggest is to start small and begin with an easily quantifiable business goal.

Define Your Objectives

When you first begin to choose the right AI tools, you want to identify your organization’s specific needs, goals and objectives when it comes to enhancing team development or building skills. Thoroughly assess the current challenges and pain points faced by your team.

Are there issues with scheduling and time management? Is communication within the team lacking? Are performance tracking and reporting cumbersome and time-consuming?

By pinpointing these issues, you can better understand what features and functionalities you need from an AI tool. This targeted approach ensures that you invest in solutions that address your unique requirements, rather than opting for a one-size-fits-all tool. To properly understand your specific situation, a simple approach is often better. You can start by:

• Conducting surveys or interviews with team members to gather insights on pain points

• Researching industry-specific AI tools that cater to your team's unique needs

• Evaluating case studies or client references that have addressed your specific challenges

Potential Areas Where AI Can Benefit an SMB

We often think of Gen AI as a content creation tool – from creative graphics to snappy social media posts, SMBs increasingly turn to tools like ChatGPT and Google Gemini to enhance their marketing and outreach efforts. But AI works behind the scenes in many other departments to streamline workflows and automate mundane processes.

Recruitment

Artificial intelligence has revolutionized the recruitment process. AI tools help companies to efficiently sift through resumes, which can help reduce inherent human bias and help identify the best candidates for the team.

For instance, platforms like Manatal automate a substantial part of the initial screening process, while tools like Juicebox significantly streamline the task of identifying potential candidates.

However, it’s essential to incorporate human oversight, as biases sometimes slip into AI algorithms. With so much at stake, you want to be sure you can trust your AI-based human resource tools. 

Performance Management

AI offers valuable insights into performance management by analyzing various performance metrics. Technology platforms such as Eyyy.ai provide detailed reports on productivity, team dynamics, and areas that require improvement.

By leveraging these insights, managers can devise more effective team management strategies. Data-driven approaches ensure that decisions are based on actual performance data, leading to better outcomes and more efficient teams. 

Project Management

In project management, AI tools like ClickUp are game-changers. These tools optimize project timelines and resource allocation, and they can even predict potential project risks. AI-driven project management solutions enable teams to work more efficiently, meet deadlines, and manage resources effectively, leading to the successful completion of projects.

Do Your Research

Once you have identified your needs, you want to research and compare different AI tools available in the market. This step is no different than evaluation of any software application.

Evaluate the features, capabilities, and customer reviews of various tools to determine which ones best align with your team’s needs. Consider factors such as budget, scalability, and ease of integration.

Budget considerations are crucial for SMBs, as financial resources may be limited. Scalability is also important, as the chosen tool should be able to grow with your team and adapt to changing needs. Additionally, the ease of integration with your existing systems and workflows should not be overlooked, as a seamless integration will minimize disruptions and ensure a smooth transition. 

More specifically, you should:

• Request demos or trials of AI tools to understand their functionalities better

• Seek feedback from other SMBs who have implemented similar AI tools for team management or skill enhancement

• Create a detailed comparison chart to weigh the pros and cons of each AI tool under consideration

Plan for Effective Implementation

Creating a plan for the implementation of AI tools in team management is essential for a successful rollout. Your plan should outline the steps and timelines for integrating the new technology into your workflows, as well as identify key stakeholders and their responsibilities.

 A well-structured implementation plan covers four key areas and will help manage expectations and ensure that all team members are on the same page.

1. Start small. Begin with pilot projects. Implementing AI across your entire business at once can be overwhelming. Start with a department or a specific function where AI can make an immediate impact. Closely measure the before and after results to ensure the desired business outcomes are achieved.

2. Prepare data in advance. AI thrives on data. Ensure you have the necessary data infrastructure. This might mean investing in data collection tools or cleaning up existing data sets. 

3. Training and upskilling. Your team needs to understand how to use AI tools effectively. Leverage AI specific training from organizations such as Coursera or LinkedIn Learning or hire consultants who can train your staff. Aspects of training should include the nuances of AI implementation, including providing prompt engineering training for employees.

4. Managing change. Encourage a culture that embraces technology and is open to change. AI isn't just a tool; it's a new way of working, which can feel threatening at times. Leadership should champion this change, highlighting benefits like time savings and enhanced decision-making while continuously valuing employee contributions. 

Growing with AI

Once an initial AI deployment is successfully completed, many organizations will discover a strong thirst for finding additional opportunities to leverage the power of AI. To ensure continued success, the cycle of identifying a business challenge, determining suitable technology platforms to address the challenge, and effective implementation planning should be followed.

As with any technology roll-out, AI requires organizations to stay informed about the latest developments in AI technology, regularly review and update their AI strategy, and maintain open communication with the team. By continuously evaluating the impact of AI tools and making necessary adjustments, SMBs can ensure that they remain at the forefront of innovation and maintain a competitive edge in the market.

Jeff Oskin, founder of NewLogiq, has a proven track record in the high-tech industry and a strong focus on customer experience, which helps align the three pillars of people, processes and technology. As an executive coach, technologically savvy executive and leader/owner of multiple businesses in his career, he understands life in the trenches and the importance of strong customer alignment. As a successful entrepreneur with a deep understanding of customer experience, his focus is on helping businesses thrive in today's complex economy.