How AI Can Actually Help You
AI has been making headlines everywhere lately, and while it can feel overwhelming. The reality is this: AI is already becoming a practical tool for everyday work and personal productivity. When used the right way, it can save time, reduce busywork, and help you focus on what matters in your business. In some instances, you may be using AI in your everyday life and not even know it.
The goal of AI isn’t to replace people. It’s to make technology work better for you.
The Main AI Tools Businesses Are Using Today
There are several major AI platforms leading the way right now. Each has different strengths, and the best option often depends on the tools you already use.
Google Workspace - Gemini
Gemini is currently the AI leader when it comes to understanding text, images, and data together. Its biggest advantage is how it is integrated into Google’s ecosystem, making it especially useful if you already rely on Gmail, Docs, Sheets, and Drive. Fun fact: Apple has chosen Google's Gemini to be the basis of their first AI product.
Microsoft Copilot
Copilot is powered by OpenAI and is designed to live inside Windows 11 and Microsoft 365. It’s best known as the “workhorse” AI, helping with documents, spreadsheets, emails, meetings, and workflow automation directly inside the tools businesses already use every day.
OpenAI - ChatGPT
ChatGPT was the original AI leader and remains one of the most versatile tools available. It excels at brainstorming, writing, learning, and handling everyday tasks, making it a great entry point for individuals and teams new to AI.
Anthropic - Claude
Claude, particularly the Claude 3.5 Sonnet model, is currently considered best-in-class for coding and natural, high-quality writing. It’s especially strong when working with long documents or more technical content.
How to Get Started Without Overthinking It
If you’re new to AI, the best approach is to keep things simple:
Start with tools you already use, like Google Workspace or Microsoft 365
Use AI to assist your thinking, not replace it
Try it on small tasks like drafting emails, summarizing documents, or organizing notes
Test more than one tool to see what fits your workflow
AI Data Handling and Privacy: How to Protect Your Data
While AI can be incredibly helpful, it’s important to be mindful of what information you share.
Remember to not give AI information you aren’t comfortable being made public. Business versions of AI tools generally offer more safeguards and privacy options than free versions, but you should still use caution with sensitive data.
If you want to use AI while keeping your data private, here are a few smart steps to take:
1. Toggle Off Training
In AI settings, look for options like “Improve the model for everyone” and turn them off. This helps prevent your data from being used to train future models.
2. Use Temporary Chats
Many tools offer temporary or private chat modes that don’t save history and typically aren't used for training.
3. Anonymize Yourself
Never share personally identifiable information (PII) such as Social Security numbers, home addresses, passwords, or private company source code.
Pro tip: Treat every AI prompt like a postcard. If you wouldn’t want a stranger at the AI company to read it, don’t type it in.
AI Is a Tool - Not a Replacement
AI works best when it supports your workflow instead of trying to take it over. Used correctly, it can help you move faster, stay organized, and focus on higher-value work, without sacrificing security or control.
If you’re curious about how AI fits into your business, your security strategy, or your existing IT systems, we’re always happy to help you sort through the options in a clear, practical way.