Four simple ways every business can benefit from AI and productivity

Table of contents

Common AI objections

Four ways to benefit from AI

Top tips for AI in SMEs

Vertical-specific uses

Conclusion

While AI is being talked about by people across the globe, it’s all too common to think about it as only benefiting corporations or office workers. But that’s not true.

Businesses of all shapes and sizes can see productivity gains of up to 133% with effective AI usage. Even when users have little technical knowledge, the right AI tools for business can tackle time-consuming tasks and act like a personal assistant. Microsoft AI for SMEs provides particularly accessible solutions that integrate seamlessly with existing workflows. Used properly, it’s a safe and efficient way to work. In fact, AI tools are already being used by 83% of small businesses in the UK, with more than a third using AI daily.

Plus, most tools are built to integrate smoothly into your current systems and workflows – this will save you time, not take more of it to learn new tools. If your business is looking to properly utilise AI and productivity solutions, there are a few ways you can quickly benefit from Microsoft Copilot, and a few myths you can dispel around working with it.

Common AI objections

As with any new technology, there are concerns and challenges around AI use.

• AI is too complex: Modern AI tools like Microsoft Copilot are designed to work within tools your business already uses – with no coding required.
• Too expensive: If you already have a Microsoft 365 license, you can access Microsoft 365 AI features through Copilot at no extra cost.
• Security concerns: Microsoft Copilot operates within the secure environment of Microsoft 365, providing enterprise-grade security and compliance features that keep you in control of your data.

Four ways to benefit from AI

1. Speed up email communication

AI tools can save 30 minutes a week on reading emails. Microsoft Copilot productivity features within Outlook can summarise messages, draft replies, and prioritise what needs attention. The UK’s Government Digital Service (GDS) trial showed over 70% of users spent less time on mundane tasks and more on strategic work.

2. Spend less time searching

Microsoft Copilot can locate files or information across devices and networks, without needing exact file names or locations. For 75% of teams, this made finding information faster.

3. Recap a meeting without taking notes

AI can generate transcripts, executive summaries, and action lists from Microsoft Teams meetings. This process is typically four times faster than manual sharing.

4. Start drafting quickly

AI can generate first drafts for emails, blogs, or other content. Greater Cambridge Shared Planning (GCSP) trialed AI-driven summarisation, saving 60% of staff time over 18 months.

Top tips for making AI work harder for your SME

• Be specific with prompts – the more context, the better the results
• Test in low-stakes areas first, like internal communications
• Set team guidelines so AI is used consistently and responsibly

Industry-specific uses of AI

Healthcare

Automatically summarise patient consultations or staff meetings into structured, secure notes using AI transcription and recap tools in Microsoft Teams. Saves admin time, improves documentation accuracy, and frees staff to focus on care.

Education

Generate training material drafts, summarise policy documents, or recap team planning meetings. Reduces admin load and helps standardise communications.

Hospitality

Draft responses to guest enquiries, summarise team handovers, or create promotional content. Benefits include more time for frontline and admin staff, consistent guest communications, and better marketing with less effort.

Recruitment

Summarise CVs, draft job descriptions or candidate emails, and recap client meetings. Reduces repetitive admin and allows recruiters to focus on relationships.

Retail

Analyse customer feedback, summarise reviews, or help draft product descriptions and marketing emails. Keeps the customer experience responsive and helps smaller teams work efficiently.

AI is for everyone – so make the most of it

If you’re already using Microsoft 365, you’re well-equipped to take advantage of AI. Starting simple can offer enormous benefits.

Partnering with Focus Group can help you integrate Microsoft 365, maximise tools like Microsoft Teams, and ensure secure, dependable AI usage.

We’re here to answer questions and train your staff. Get in touch with our experts.