AI Tools Your Business Should Actually Be Using — and Which to Skip

AI Tools Your Business Should Actually Be UsingAI is everywhere – from your inbox to your browser to every podcast claiming it’s the next big thing. As a small business owner, you’re probably wondering: Do I really need to be using AI right now? And if so, where do I even start?

The truth is, you don’t need to become an AI expert. But if you’re not using any AI at all, you’re probably spending more time (and money) than you need to. The right tools, used the right way, can streamline your daily operations, improve customer engagement, and reduce time spent on tasks that don’t generate revenue.

Let’s break down which tools are worth using, how to start, and where to dig deeper if you’re ready to level up.

Why Bother With AI at All?

For business owners like you, AI is less about fancy automation and more about practical time savings. Here are a few real-world benefits:

  • Save Hours Every Week: Automate repetitive tasks like writing product descriptions, generating email templates, or responding to FAQs.
  • Create Better Content, Faster: Use AI to write rough drafts, brainstorm ideas, or clean up grammar and tone.
  • Improve Customer Response Times: Chatbots and auto-responders can handle common questions instantly, even after hours.
  • Make Smarter Decisions: Use AI-assisted analytics tools to identify trends and customer behaviors you might otherwise miss.

Put simply: AI can help you run leaner, look more polished, and free up time to focus on what matters most—running your business.

Tools That Actually Help (and How to Start)

You don’t need a full tech stack. These tools are simple, effective, and easy to implement—even if you’re not tech-savvy.

✅ ChatGPT

Use it for:

  • Writing product descriptions, About pages, FAQs, and blog outlines
  • Brainstorming content ideas or subject lines for emails
  • Drafting customer responses you can personalize later

How to start: Just describe what you need in plain language. Example: “Write a 2-sentence product description for a maple growth chart for kids.”

Dig deeper: Once you’re comfortable, use Custom GPTs trained on your brand voice or connect to Zapier for task automation.

✅ Canva Magic Write

Use it for:

  • Generating quick headlines, ad copy, or captions
  • Auto-generating presentation or social media content
  • Creating branded designs with AI assistance

How to start: If you already use Canva, it’s built right in. Create a new design and click “Magic Write” in the text panel.

Dig deeper: Explore “Magic Design” to auto-generate branded visuals from your content, and use Canva’s Brand Kit to maintain consistency.

✅ Grammarly

Use it for:

  • Cleaning up emails, blog posts, and website copy
  • Rewriting content to match a more professional or casual tone
  • Catching grammar issues before publishing

How to start: Install the free Chrome extension or use the desktop app. It works inside Gmail, WordPress, social media platforms, and more.

Dig deeper: Upgrade to Grammarly Premium to access tone rewrites, plagiarism checks, and AI suggestions tailored to business communication.

✅ Tidio or Zendesk AI Chatbots

Use them for:

  • Automating responses to common support questions
  • Capturing leads while you sleep
  • Helping customers find products or services without needing live support

How to start: Add a chatbot widget to your site using their simple setup wizard. Choose from templates like “answer FAQs” or “product finder.”

Dig deeper: Integrate with your CRM or connect to Shopify/WooCommerce to handle real-time order tracking and customer data.

Tools to Avoid (For Now)

Some tools are either overkill for small businesses or end up creating more work than they save.

❌ AI-Generated Funnels & Websites

They promise “instant marketing funnels” but often lack flexibility, brand alignment, or conversion best practices. You’ll spend hours fixing them.

❌ Generic Social Media Generators

Tools that spit out generic, irrelevant posts might fill your calendar—but at the cost of your brand voice. It’s better to post less but with purpose.

❌ AI Logo Creators

These may be fine for a side hustle, but your brand deserves more than a generic icon. Use a designer or Canva’s logo builder with manual adjustments.

How to Explore AI Further

If you’ve already started with one or two tools and want to go further, here are some next steps:

  • Train Custom GPTs: Feed ChatGPT your business data, brand tone, or product catalog so it writes like you.
  • Automate Workflows: Use Zapier or Make.com to connect apps and trigger actions based on AI output (like sending lead magnet emails).
  • Use AI Analytics: Try tools like Pictory, Beautiful.ai, or even AI-based survey tools to analyze customer sentiment, content performance, or trends.

But don’t fall into the trap of chasing every new tool. Pick one new capability at a time, test it, and build on what works.

With Wheaton Website Services, we can help you effectively leverage AI tools to streamline content creation, improve customer service, and optimize daily workflows. Are you ready to start leveraging AI for your business? Contact us today to learn how we can help.