How to Use AI in Your Small Business: 5 Ways It Can Help and 3 Things to Avoid
AI is no longer just a buzzword. It has become a practical tool that small-business owners can use right now. You do not need to be a technical expert or spend thousands of pounds to benefit from it. From saving time on admin to creating content that improves your visibility online, AI has opened up opportunities that were once only available to larger companies.
As someone who has supported more than 150 small businesses in West London – including therapists, cafés, law firms and creative studios – I have seen how overwhelming technology can feel. My role has always been to simplify digital marketing and website design so that owners can focus on what really matters. AI is no different. It should be seen as a supportive tool rather than a replacement for your expertise.
Here is a breakdown of the five best ways to use AI in your small business, followed by three areas where you should be cautious.
Create Content Faster Without Losing Your Voice
Content is essential for building visibility online. Blogs, newsletters and social media posts help you connect with your audience and improve your search rankings. The challenge is that creating content regularly takes time and energy, which often means it gets pushed down the priority list.
This is where AI can be very helpful. Tools such as ChatGPT, Jasper or Writesonic can generate draft blog posts, product descriptions or email newsletters in a matter of minutes.
Practical example:
A small accounting firm in Ealing could use AI to draft an article on how to prepare for the tax year end. Instead of spending hours writing from scratch, the AI provides a useful first draft. The accountant can then refine it with up-to-date rules, local context and personal insights.
Important tip: Google values originality and genuine expertise. If you simply publish text created by AI, it will not perform well and it will not build trust with your readers. Always add your own experience and stories so the content feels authentic and personal.
Improve Customer Support
Customers expect quick answers, but as a small-business owner you may not always be able to respond immediately. AI-powered chatbots and automated replies can take some of the pressure off.
- On your website, a chatbot can answer simple questions such as opening hours, location and services.
- For booking systems, AI can confirm appointments and send reminders.
- Email autoresponders can politely acknowledge enquiries while you prepare a tailored reply.
Example:
A therapist I worked with added a chatbot to their website that answers common questions such as session length, pricing and availability. The therapist still replies personally to new clients, but the AI saves hours each week by handling the repetitive queries.
Carry Out Market Research and Competitor Analysis
Monitoring competitors or industry trends used to require hours of research. AI tools can now make this process faster and easier.
- You can ask AI to summarise competitor websites or customer reviews.
- You can track relevant social media conversations.
- You can highlight market gaps where your services can stand out.
Example:
A local gym used AI to scan online reviews of nearby competitors. It discovered repeated complaints about a lack of personal attention. The gym then focused its marketing on promoting one-to-one support and small group training, which helped it stand out.
Streamline Admin and Save Time
For many business owners, admin is the single biggest time drain. AI cannot remove it completely, but it can simplify tasks such as:
- Drafting contracts, proposals or job descriptions.
- Creating professional email templates.
- Generating schedules and checklists.
- Automating repetitive tasks through tools like Zapier.
Example:
For one of my own workshops, I used AI to create the first draft of an attendee follow-up email. I then customised it with details of future events and links to resources. The whole process took ten minutes instead of an hour.
Strengthen Your Website and SEO
AI can also act as a useful assistant for your website.
- It can suggest relevant keywords.
- It can generate meta descriptions and image alt text.
- It can highlight missing headings or broken links.
That said, the real value comes from combining AI with strategy. Keyword research in particular requires human judgement to decide which terms are realistic and worth targeting.
Example:
During my Kickstart Your SEO workshop I showed how AI can suggest blog topics around local search terms such as plumber in Hammersmith or Ealing yoga studio. The next step, choosing which terms match your services, is where human expertise is essential.
Three Things Not to Use AI For
Do Not Replace Your Personal Voice
AI can draft text but it cannot replace your personality, experience and unique perspective. Whether you are writing a blog, a LinkedIn post or an email to a client, always personalise it. People buy from people, not from machines.
Do Not Use AI for Sensitive Data
Be extremely careful about what you enter into AI tools. Never share client names, financial records or any personal details. As a business owner, you are responsible for GDPR compliance. Think of AI as a public tool. It is safe for ideas and drafts but not for confidential information.
Do Not Let AI Make Strategic Decisions
AI can provide useful insights but it does not understand your values, goals or financial position. Major business decisions should always be made by you. Use AI for research and options, then combine it with your judgement.
Building Trust with AI Using Google’s E E A T Principles
When it comes to ranking well on Google, the E E A T framework is crucial.
- Experience: Share real examples from your own business and client work.
- Expertise: Demonstrate your knowledge. For example, I run SEO and digital marketing workshops for Hammersmith and Fulham Council and The Business Beanstalk.
- Authoritativeness: Link to reliable sources and highlight your professional background.
- Trustworthiness: Be transparent, ethical and honest about what AI can and cannot do.
For small-business owners, this means using AI as a supportive tool while continuing to build trust through authentic content, testimonials and personal expertise.
Final Thoughts
AI is a valuable tool for small businesses, but it is not a replacement for your skills or judgement. It works best when you use it to save time and generate ideas, then add your own insight to make the results authentic. Start with one tool, experiment and build your confidence gradually.
If you would like support on how to use AI in your business, from content creation to SEO, I offer tailored one-to-one sessions.
👉 Book a free consultation at theoruby.com/contact.
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