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AI for Small Business: How I Use AI to Simplify Business and Life

  • Writer: Shay
    Shay
  • 33 minutes ago
  • 4 min read

Artificial Intelligence is no longer just for big corporations or tech companies. It is becoming one of the most useful tools for small business owners like me. Whether I am managing IT support tasks or planning a cross-country overlanding trip, AI is now part of how I stay organized, productive, and efficient.


Tools like Microsoft Copilot, ChatGPT, Google Gemini, and now Apple Intelligence help me streamline everything from client communication to trip planning. Here is a look at how I use them in both business and daily life.


AI tools for small businesses.




Microsoft Copilot: Built Right Into My Workflow

Since I use Microsoft 365 for my business, Copilot is already integrated into the apps I rely on every day. It works within Word, Excel, Outlook, and Teams, and it has become a major time-saver.

Here is how I use it:

  • Writing emails Copilot summarizes long threads and suggests responses. I always review and edit, but it gives me a head start and helps me stay focused.

  • Building client documentation Whether I need to write an onboarding guide or summarize network changes, Copilot helps structure content quickly using the information I already have.

  • Analyzing spreadsheets I can ask questions like “Which week had the highest usage?” and Copilot pulls the answer directly from my Excel data. It is especially helpful when reviewing reports for antivirus, user access, or backups.


ChatGPT: My Go-To Creative and Technical Assistant

I use ChatGPT for brainstorming, writing drafts, and simplifying technical language. It helps me:

  • Write friendly, clear content for blog posts and social media

  • Simplify cybersecurity and tech concepts for small business clients

  • Create checklists, outlines, and internal guides

  • Explore new ways to present information and solve problems


Troubleshooting a Virtual Machine Error with ChatGPT

One recent example really showed how helpful ChatGPT can be with technical issues. I was working on a virtual machine that would not start inside Hyper-V. The error message was vague and not very helpful, so I copied it and pasted it into ChatGPT.

Within seconds, it gave me a breakdown of what the error meant and offered a few clear steps to troubleshoot the issue. It saved me time and helped confirm the direction I was already heading in.

For me, ChatGPT is not just a writing tool. It is a second set of eyes when I need quick clarity on a task or assistance troubleshooting complex and vague tech issues.


Google Gemini and My Overlanding Plans

I use Google Docs and Sheets to plan overlanding trips, track gear, and share logistics with my wife. We both work remotely, so organization is key.

Now that Gemini is available inside Google Workspace, I plan to start using it for:

  • Creating and managing packing lists

  • Summarizing location research

  • Organizing daily itineraries

  • Building reusable planning templates for future trips

Being able to interact with Gemini directly inside my spreadsheets or docs will make planning smoother and more efficient.


How I Stay Organized with Google Workspace at Home

Google Workspace is not just helpful for trip planning. It also plays a big role in how I stay organized at home, especially when it comes to managing projects and keeping everything in one place.

My wife and I share a Google Drive folder that keeps us both in sync. Inside, we keep:

  • A shared spreadsheet that tracks all of the upgrades and work we have done to our home

  • Copies of receipts and invoices for completed projects

  • Floor plans, design sketches, and links to furniture or products

  • A dedicated folder for vehicle maintenance logs, manuals, and service records

  • Travel plans, shared documents, and anything else we both need access to.

Gemini will make it even easier to search, summarize, and organize everything we have saved. Whether we are preparing for a trip or reviewing past upgrades, the system we have set up in Google Drive helps keep life a little less chaotic.


Apple Intelligence and Overlanding with Our iPads and Macs

Alongside Google Drive and Gemini, I also plan to explore how Apple Intelligence can support our overlanding trips. I use my MacBook and iPad when we are traveling, and my wife uses her iPad to stay connected and organized while working remotely.


We already use the Apple Notes app to share grocery lists, to-do lists, and planning notes between us. It keeps everything synced, simple, and easy to update from anywhere.

Now with Apple Intelligence on the horizon, I am looking forward to using it to:

  • Summarize planning notes inside the Notes app

  • Automatically organize documents across iCloud

  • Use voice commands and Siri suggestions to speed things up

  • Create quick reminders or tasks while planning logistics on the go.

Since our devices sync across Apple and Google tools, we can continue working and planning without skipping a beat, whether we are at a campsite or in a coffee shop somewhere along the way.


AI Is Not Replacing My Work – It Is Supporting It

These tools do not take over the job. They help me move faster, stay more organized, and reduce repetitive tasks. I still write the final version of every proposal or email. I still review reports manually. But AI helps me skip the blank page and spot trends I might have missed.


Want to Explore AI for Your Business?

You do not need to be a tech expert to start using these tools. If you are already using Microsoft 365 or Google Workspace, you likely have access to Copilot or Gemini.


If you are curious about getting started with AI in your small business, I can help. I offer secure, simplified IT solutions tailored to how real people actually work.


📞 Contact me today and let’s explore what is possible.

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