Utilizing AI in SMEs – Start with these steps in a familiar Environment

Leveraging artificial intelligence is no longer a vision of the future – it’s a reality of the present. AI is a must-have, as one participant in AIStart’s AI Incubator program put it. Without it, companies will not remain competitive in the future. But what are the first steps in adopting AI?

AI Belongs to Everyone

Successful adoption of AI in the workplace requires more than just technology – it also calls for adapting people and processes. The most successful companies integrate AI into their daily operations, allowing it to support decision-making and deliver gains in productivity and competitiveness. For small and medium-sized enterprises (SMEs), AI is not a separate tool but something that should be adopted gradually based on specific business needs.

Haaga-Helia, which leads the AIStart AI Incubator program, is committed to applying AI in business by participating in multiple RDI (Research, Development, and Innovation) projects focused on artificial intelligence. This spring, AIStart’s experts published an article offering practical guidance for businesses taking their first steps with AI. Below are some key takeaways – you can read the full article here.

Streamlining Business Operations with AI

AI has the potential to significantly enhance the efficiency, customer experience, and competitiveness of SMEs. One common challenge is the overwhelming number of available tools. A good starting point is to leverage existing environments already in use, such as solutions from Google or Microsoft, or existing CRM systems. AI enhances customer data analysis and enables a more personalized customer experience. At the same time, it’s crucial to address data security and privacy, especially when handling sensitive information.

Within CRM systems, AI can deepen customer insights and improve marketing strategies through advanced analytics. This allows SMEs to utilize data more strategically and increase customer satisfaction.

Generative AI, such as ChatGPT, opens up new possibilities for content creation, data interpretation, and customer interaction. It can enhance customer experience and provide a competitive edge through near real-time engagement. Experimentation is key to developing expertise and identifying opportunities

 

Steps to Adopting AI

Successfully implementing AI in SMEs requires careful planning and a phased approach. Based on our experience, we’ve outlined the following steps that can help companies effectively leverage AI:

 

  1. Identify the processes or areas in your business where AI could bring the most value.
    This might include optimizing production processes, improving customer service, or enhancing marketing efforts.

  2. Consider which platform (e.g., Google, Microsoft, or a CRM system) best serves as the ‘core system’ for your business needs. Familiar platforms offer app marketplaces with ready-made AI tools that integrate seamlessly into your existing business processes.

  3. Ensure your employees understand how to use the chosen AI tool and the benefits it brings. This may involve training sessions, workshops, or self-learning materials.

  4. Start a pilot project in one specific area and assess the results before scaling up. This approach reduces risk and offers a chance to learn before making larger investments.

  5. Measure the benefits AI brings and make necessary adjustments to your processes.

Ongoing monitoring and optimization help ensure that your AI solutions deliver the desired outcomes.

 

 

Managed Change Applies to AI Adoption as Well

SMEs can take a controlled approach to adopting AI by starting within a familiar environment. This minimizes risks, improves resource efficiency, and supports employees in adapting to change. Once a strong foundation is in place, expanding AI use to other tools becomes easier, promoting continuous competitiveness and innovation.

Successful AI adoption also requires a cultural shift. Enthusiasm, a willingness to learn, and self-direction are key elements of an AI-ready organizational culture. Based on experiences from the AI Incubator project, even companies that were initially skeptical have shown interest in learning. This highlights the importance of a consistent approach and an open mindset when embracing AI.