You are implementing AI the wrong way

How to AI-fiy your business

AI-fication of a business has 3 main parts:

1. Understanding AI - Its capabilities, security concerns and benefits

2. Identifying opportunities - Seeing the use cases of AI in your business with the best cost/benefit ratio

3. Applying AI and controlling how the team interacts with it

Whether it's a 1-person business or a large enterprise, there are risks associated with improper AI implementation. Companies often waste resources, decrease the quality of their production/services, or don´t pay attention to security concerns.

Be strategic, it´s worth it

Currently, most businesses adopt AI technology only through curious employees. They experiment with the tools widely available without any guidance or training from management.

Why is this?

Founders and executives are not sure where to start or how to do it. They may try some tools and see that the results are not great yet so they give up.

The best way to start is to look at the big corporations as an example.

Where do they use AI?

How do they change their processes?

They build custom tools for use cases with the biggest impact. This allows them to have quality control, guidance, and easy training for their team.

The smart way to implement AI

Most people think of AI as a tool that should replace us doing the same thing by hand.

Yet, with the AI giving output, it´s important to adjust the whole process to it, not just letting the tools do our job.

Take the job of a software salesperson - They might need to research the prospect, craft a cold email, prepare themselves for the call, create a pitch deck, etc…

Where with AI, the process might change to:

1. Automatically evaluating., sorting, and researching leads.

2. Based on this information, create a sales collateral through a personal AI assistant directly

3. On the call, identifying prospect needs with AI sales assistant and recommending the ideal solution

Do you see the pattern?

Don´t just take your existing process and replace things humans do. Make it AI-Centered and you will win.

Change how your team works with AI

Although the future will definitely bring fully autonomous AI Agents, for now, we focus on having AI as a guide and assistant.

Create an environment where team members are empowered with AI instead of dependent on it.

AI Personal Assistants

These are multiple AIs (chatbots) that your team can interact with during their day.

Few ideas:

• Specialized assistants acting as consultants

  • If the tasks require information the employee doesn´t have, they can simply ask the assistant - any time they need. This saves time when training new hires but also if the employee needs help but doesn´t want to ask for help.

• Specialized assistants doing the work

  • This type of assistant can help the employee with the actual work. You just feed it the right information and it can give you the finished product or analyze it for you.

• Autonomous AI Agents

  • Connecting apps, taking output from 1 place and using it as input elsewhere, or emailing and calling on your behalf are just a few of the things these AI Agents can do.

Always ask yourself: Can this be done by AI better, faster, or with fewer mistakes?

AI-fied thinking examples

Meeting Notes

Before: At a company meeting, one person is responsible for creating structured notes with action points. They lose track of what is happening, can´t pay attention and the notes are not structured correctly.

AI Way: Let a tool like otter.ai transcribe everything that was said at the meeting and categorize based on who said what. Then, push this to an LLM such as ChatGPT to extract the most important action points and information.

Let the AI also structure a document with a summary that gets automatically sent to all co-workers.

Time savings: 1 hour per meeting

Project timelines

Before: After starting a new project, you might sit down and think of all the necessary steps to achieve the desired outcome.

Best case, you have a standardized document with a correct structure and only need to fill it out.

AI Way: Feed client information as well as the transcript from the meeting into an AI tool and generate a complete project timeline with deadlines, action points, and correct structure.

Time savings: Minimum 90 minutes per project

Answering e-mails

Before: After getting an e-mail and not opening it for a few hours, you finally open it to start responding to it. While answering, there your colleague distracts you and a simple answer to an e-mail takes you more than 20 minutes.

AI Way: Come to an opened e-mail with a draft written only to check and correct what the AI has written. You are able to pull information from CRM and teach it your tone of voice to achieve the desired outcome.

Learn to work with Mindstudio:

• Intro Course

• Meeting to summary workflow

• Select the right AI model for a task

The Future

To shortly sum up, it might become wild. From companies started and run completely by AI to fully autonomous teams. It´s all about our imagination and developers' capabilities.

I am certain that in 5 years, every business will be using AI the same as they are using Microsoft 365 right now. This will mean 2 things. The first ones to adapt will win. The other one is that people need to be taught how to work alongside AI so they get out of the habit of doing things manually.

Wrapping up

Most of you reading these don´t respond to my e-mails. So please if you have any feedback or process automation you would like me to cover, feel free to reach out to me any time at @AlanShakeUp on Twitter or simply by responding to this e-mail.

Thanks for reading, looking forward to next week.