How to Implement AI in Your Business Faster & Safer [2023 Updated]

We spent first few months of 2023 implementing a hand-picked list of AI tools into our marketing projects.

The challenges of doing this range from quality control issues to privacy concerns and the increased need for technical expertise. 

As a digital marketer and computer scientist with over two decades of experience implementing new writing tools into businesses, I’m here to show you how you can best sidestep these pitfalls and reap the benefits of AI writing tools in your business.

Benefits of using AI writing tools in your business

AI writing tools offer many advantages in a professional setting, including:

‍Boosting productivity

‍Artificial intelligence tools, such as Wordtune, can help you brainstorm new ideas for your content. Type “Write me compelling text for the homepage of a landscape gardening company’s website,” and Wordtune will do it for you. It can help eliminate writer’s block and spur innovation while allowing you to experiment with different styles. By using the “Spices” feature, you can easily and quickly add in a joke, statistic, or counterargument. This keeps your flow going, so you can focus on communicating your ideas quickly and effectively. 

Perfecting customer communications

Wordtune offers suggestions to business users on how they can improve their writing, resulting in better customer support replies, more effective sales emails, and an overall better customer experience. 

Better content marketing

‍AI tools like Semrush and Surfer SEO can scan your website and suggest improvements to increase your search engine rankings. This can lead to more organic website traffic and sales.

Reducing costs‍

While good quality content still requires excellent human writers, AI writing tools help those writers create better content in a shorter period, potentially reducing costs.

Easy implementation guide

While the benefits are significant, some major challenges can complicate the integration of AI writing tools in your business. Let’s look at the largest of these and some simple solutions.

1. Find the business process you want to improve

There are many out-of-the-box solutions for automating business processes using AI. The common ones include:

• Using chatbots to reduce workload - There was a noticeable improvement in AI bots between 2022 and 2023, according to 72% of consumers. These automated virtual agents can answer questions and resolve issues just like humans.

• Automating parts of your marketing processes - By removing the fluff and including only the essentials in their content, marketers can achieve their monthly targets faster and have greater transparency in what they produce.

• Improving account management - AI can help account managers and support teams communicate more effectively, increase revenue, reduce churn, and increase Customer Lifetime Value (CLV).

• Leveling up the English level of non-natives - Non-native employees can benefit from AI writing tools that allow them to communicate at a much higher level.

• AI-driven social media - Professional social media managers are able to streamline their efforts and publish more frequently by using generative AI to create or optimize their posts.

These are just some of the use cases that are already being transformed with AI. We've written about this topic extensively in the past, so if you want to learn more, be sure to browse through our blog.

2. Overcoming the problem of bias

Bias in AI means that outcomes can be skewed based on the data the AI model was trained on. If the training data is biased, the AI will make predictions and recommendations that reflect that bias. It’s a real challenge for business owners looking to implement AI in their processes.

For example, if your AI system is designed to give you insights into how much homes cost in cities across America, it won’t give you the correct answers if you only feed it data on luxury bungalows. Your data will be biased, and so will your answers.

But it’s a hurdle you can overcome. Here’s your action plan:

• Acknowledge the bias: Be aware that bias can exist in data. Reflect on your business processes, identify where potential biases might be, and consider them when you’re compiling your training data. For example, older data can fail to represent the current business landscape, or data based on personal opinions can make unfair or incorrect assumptions.
• Diversify your data: If your data only reflects a narrow demographic or viewpoint, you’ll end up with a biased AI. Aim to include data from varied sources to ensure your AI learns from a broad perspective.
• Test for bias: Run tests to check if your AI shows any signs of bias. Use a variety of scenarios to ensure a comprehensive evaluation. For example, if your AI system is designed to screen job applications, you can look at the interview invitation rates over different demographic groups to see if there are any significant disparities or biases.
• Adjust and repeat: If you discover bias, adjust your training data or tweak your AI’s learning parameters. It’s not a one-time job, so regularly check for bias and make the necessary adjustments.

3. Developing the infrastructure to handle AI implementation

Do you have the technical infrastructure you need to support an AI-based system? This concern is one of the common challenges when integrating AI into business functions.

Truthfully, traditional company infrastructures rarely have the capacity to support large AI systems on their own. AI systems often require immense computational power, a large amount of data storage, and a fast network infrastructure. But with cloud-based AI tools like Wordtune, the need for a substantial on-premises setup is minimal. This opens up new business opportunities with the advanced capabilities of AI writing tools, even for smaller companies with limited IT infrastructure. 

4. Considering the needed resources

Implementing AI writing tools in your business isn’t simply about buying and letting the software run. It also requires the right blend of financial and human resources. 

First, financial resources are critical because acquiring and maintaining AI tools can be expensive. The model behind OpenAI’s ChatGPT reportedly cost over $100 million to train. Figures like this might be intimidating for small and midsize businesses operating on limited budgets. 

However, the good news is that many of the best AI writing tools are highly affordable. For example, Wordtune offers free and premium accounts to fit different budget ranges. A business plan for team access also provides scalable options to meet your financial capabilities.

The long-term benefits for businesses can be substantial, too, resulting in significant cost savings overall. 

Human resources play an equally important role. To embrace AI in your business operations, you need skilled personnel who understand the ins and out of AI. To minimize the challenge of finding the right talent:

• Hire or train staff with knowledge of AI and machine learning.
• Use online platforms to connect with freelance AI software development specialists.
• Consider partnering with AI consultancy firms for initial setup and training.

5. Training your workforce to use AI writing tools

An AI writing tool is only as good as the person using it. That’s why effectively training your workforce to use AI writing tools is key to successful implementation. But how can you overcome the potential challenges associated with training?

Start with a thorough understanding of your team’s current skill level. What is their familiarity with AI tools? Is there a lack of understanding of what AI can help them achieve? Addressing these questions will allow you to develop a training program tailored to your team’s needs.

Next, make training a priority. Schedule regular sessions and make sure everyone can attend. Here are some tips:

• Conduct regular workshops and training sessions on using AI writing tools.
• Leverage online resources and tutorials. For example, Wordtune’s blog has hundreds of articles discussing how to get the most out of the AI writing tool.
• Organize peer-to-peer training sessions. Encourage employees who have mastered the tool to share their knowledge with others.
• Use real-life examples during training to make the lessons more relatable.

Fortunately, Wordtune is designed with user-friendliness in mind, which makes the training process much smoother. 

Remember, AI won’t replace humans but can assist in the writing process. Therefore, the proper training will empower your workforce to make the most out of these tools, enhancing productivity and improving customer services.

6. Integrating AI with existing systems

A key challenge is introducing new AI systems into a business with pre-existing, older systems. To make this process smooth and hassle-free, I’ve put together a step-by-step overview to guide you:

1. Analyze your current systems. Identify the essential functions of your existing systems and how they interact with your business processes. This will help you understand the scope of the task ahead and anticipate potential hitches.
2. Set a clear AI integration goal. What do you want to achieve with the integration of AI? Improving content creation? Enhancing customer engagement? This clarity helps in creating a focused integration strategy.
3. Identify compatible AI tools. Not all AI tools will seamlessly integrate with your existing systems. Wordtune works across various platforms, including Google Docs, Gmail, Slack, Facebook, Twitter, LinkedIn, and WhatsApp Web.
4. Plan a phased integration. Rather than a full-scale overhaul, consider gradually integrating the AI system. This minimizes disruption and allows you to monitor and adjust the process as necessary.
5. Train your team. Ensure your team is well-versed with the AI tools you’re introducing. The more comfortable they are with the new tools, the smoother the transition will be.

7. Handling possible legal issues

Using AI to power parts of your business can surface several potential legal issues. 

• Privacy: As discussed above, AI systems often gather and process personal information, which means the business must follow data protection rules to safeguard people’s privacy.
• Intellectual property. If the content created by AI infringes on copyrights or patents, legal disputes may occur.
• Liability: When AI systems make decisions independently, it becomes unclear who is responsible if something goes wrong.
• Discrimination: Bias in AI algorithms may also lead to legal troubles related to fairness and equal treatment.

Laws regarding AI are still developing, but it’s essential to stay informed about your local and international AI regulations to avoid legal issues. Keep up to date with any state and federal laws, and engage with industry associations to stay informed about AI regulations and policies.

AI systems also often use large volumes of data. This may include personal customer information. If you are thinking of implementing AI, make sure you have consent to use this data and keep it secure to avoid privacy-related legal issues. Make it easy for customers to opt out of data collection at any time.

Finally, regularly reviewing the content your AI produces is always recommended. For instance, if it’s creating social media posts, ensure they comply with platform rules and regulations to avoid potential legal complications.

Summary

AI writing tools can supercharge your business. It’s exciting and sometimes challenging to start using AI more in your business processes. Thanks to the steps outlined above, you can now address data security concerns, set up the proper infrastructure, integrate AI with your existing systems, and handle potential legal issues.

Remember, you can overcome these challenges with ease if you choose AI tools that are easy to implement. With software like Wordtune, you can elevate your content creation processes, improve productivity, and seize the business opportunities AI offers with little fuss. So, why wait? Start your AI journey today and transform the way you do business.