AI Is Here for SMBs: What You Need to Consider to get Started

Public vs Private AI: What’s Right for Your Business?

SMBs may be early adopters of public AI tools because they’re fast, powerful, and often bundled with existing software (like Microsoft 365). But when it comes to handling business or customer data, not all AI tools are created equal.

Public AI (e.g., ChatGPT, Microsoft 365 Copilot, Google Gemini)

• ✅ Affordable and ready to use

• ✅ Integrated into platforms you already use

• ⚠️ Risk of data exposure if not configured correctly

• ⚠️ Less control over how data is stored or used

Private or Controlled AI (e.g., Azure OpenAI with data controls, on-premise AI models)

• ✅ Keeps sensitive data within your environment

• ✅ Offers more security and policy control

• ⚠️ Requires IT support to set up and manage

• ⚠️ May involve higher upfront costs

For most SMBs, starting with public AI (within Microsoft 365 or Google Workspace) makes sense—as long as it’s configured properly. But for all businesses - certainly more those handling sensitive data (finance, legal, etc), we would recommend using private or managed AI services with stricter security and compliance features.

AI Is Already in Your Business—You Just Might Not Know It

It may not be a need to “adopt AI”—chances are, it’s already being used.

• Microsoft Copilot in Word & Excel (free and paid)
  You may have noticed Word suggesting sentence rewrites or Excel offering formula help—this is Copilot, now embedded even in some free Microsoft accounts.
• Microsoft 365 Copilot
  For licensed Microsoft 365 users, Copilot goes further—drafting emails in Outlook, summarizing Teams meetings, or creating PowerPoint slides from Word docs.
• ChatGPT & Browser-based AI
  Employees may be using ChatGPT directly—or unknowingly using AI through Bing AI or Google search enhancements powered by large language models.
• AI in Other Platforms
  CRM tools, accounting software, and helpdesk apps are increasingly “AI-powered,” offering predictions, auto-completion, and content generation.

What is the risk? - Shadow AI—when employees use AI tools without IT’s knowledge or safeguards. Start by auditing your existing software stack. Find out where AI is already enabled, and where staff might be using it unofficially. Then create a clear, simple AI usage policy to keep things secure and consistent.

Governance and Compliance: It’s Not Just for Big Business

Often it it thought that AI governance is a “big company problem,” but compliance, data protection, and ethics apply to everyone—especially if you’re handling customer data or working in regulated industries.

Key things to think about:

• Who’s using AI in your business, and for what?
• What data is being shared with AI tools?
• How are AI outputs reviewed—or trusted—before use?
• Is any personal or client data being entered into public tools?

You don’t need a legal team or compliance officer—just some basics:

• A written AI Acceptable Use Policy
• A plan to log and monitor AI usage
• Basic staff training on what’s OK and what’s not
• Vendor review - Check what your software providers are doing with your data
  
  

How to move forward with AI

AI is becoming a core part of modern business operations—but getting started can feel overwhelming. The good news is, you don’t need to have all the answers right away.

One important point to be aware of: tools like Microsoft Copilot can surface any data the user has access to - even information they wouldn’t typically go looking for. This has been a well-publicised issue and highlights a critical reality: if your access controls are loose, AI will expose that. What was previously buried in SharePoint or tucked away in file libraries may suddenly appear in a Copilot-generated response. That’s why tight access permissions and proper data governance are more important than ever.

As your MSP, we can help you take a practical, phased approach—reviewing the AI tools you’re already using, tightening access controls, and putting simple policies and safeguards in place. Whether you're just exploring AI or formalising its use across your team, we’re here to help.

Final Thoughts: AI Isn’t Optional—But It Shouldn’t Be Uncontrolled

Whether you're a team of 10 or 100, AI is changing the way businesses operate. The key isn’t whether you’ll use AI—it’s how you’ll use it safely and strategically. Take the time to get the basics right. Know what tools are in use, what data is being shared, and who’s responsible for oversight. With the right approach, AI can become a competitive advantage—not a compliance risk.

Need help navigating AI in your business? Let’s talk. As your MSP, we’re here to help you make AI work for you—not the other way around.