AI for Business Owners: A Guide to Working Smarter, Step by Step

As a business owner, you know all too well that running a small business means handling a million tasks—answering emails, managing to-do lists, researching industry trends, and keeping everything on track. The good news? AI can help you work smarter, not harder.

AI isn’t about replacing people—it’s about eliminating repetitive, time-consuming tasks so you can focus on growing your business. You don’t need a tech background or a big budget to start using AI—just a few smart tools and a willingness to experiment.

Here’s a step-by-step guide to using AI in three key areas that take up too much of your time: emails, tasks, and research.

3 Steps For Small Business Owners to Save Time Using AI

Step 1: Streamline and Automate Your Emails

⏳ Potential Time Savings: 30–60 minutes per day

Most business owners spend hours each week handling emails—replying, scheduling meetings, and following up. AI can cut that time significantly.

Tools to Try:

✅ Gmail’s Smart Reply & Smart Compose – Suggests quick responses automatically.
✅ ChatGPT, Claude, or Copilot for Outlook – Helps draft emails in seconds.
✅ Calendly – AI-powered scheduling tool to eliminate back-and-forth emails.

How to Use AI for Emails:

• Let AI Draft Responses for You
  Instead of writing each email from scratch, let AI generate a draft.
  Example: You receive a client inquiry about pricing. Instead of typing a response, you paste the email into ChatGPT and ask: "Write a polite response explaining our pricing and offering a free consultation."
  AI generates a draft, and you edit it in seconds to match your style.

• Summarize Long Email Threads
  Instead of reading through endless replies, ask AI to summarize key points.
  Example: In Gmail or Outlook, use AI to summarize a long conversation into 2-3 key takeaways.

• Automate Meeting Scheduling
  Stop wasting time coordinating availability. Just send a scheduling link.
  Example: Instead of: “What time works for you?” → Send: “Here’s my scheduling link—pick a time that works best for you.”

Step 2: Automate Tasks & Follow-Ups

⏳ Potential Time Savings: 1+ hour per day

Between managing team tasks, tracking deadlines, and following up, staying organized can feel overwhelming. AI-powered task management tools keep everything on track without you having to remember it all.

At Doescher Group, we use Monday.com to automate workflows, keep projects moving, and ensure nothing falls through the cracks. If you're curious, we’d be happy to share insights!

If Monday.com isn’t the right fit for you, here are other popular AI-powered task management tools:

Other Tools to Try:

✅ ClickUp AI – Uses AI to organize projects and track progress.
✅ Asana AI – Prioritizes tasks, automates reminders, and suggests deadlines.

How to Use AI for Task Management:

• Turn Emails into Tasks Automatically
  Instead of manually adding tasks to your to-do list, use AI-powered tools to create tasks directly from your inbox.
  Example: A client asks for a report by next Wednesday. You forward the email to Monday.com, and AI creates a task with a deadline for you.

• Let AI Prioritize Your To-Do List
  AI-powered tools like Asana AI can analyze your workload and automatically prioritize your most important tasks.
  Example: You enter your daily to-do list, and AI arranges them based on priority and deadlines.

• AI Reminders for Follow-Ups
  Never forget to follow up on client proposals or invoices again. AI-powered CRM tools (like HubSpot AI) remind you when to check in with a lead or send an email.

Step 3: Use AI for Research & Idea Generation

⏳ Potential Time Savings: 2+ hours per week

Whether you’re researching competitors, brainstorming blog topics, or staying updated on industry trends, AI can cut research time in half.

Tools to Try:

✅ ChatGPT, Claude, or Perplexity.ai – AI-powered research assistants.
✅ Google Gemini – AI-enhanced Google search for better answers.
✅ Feedly AI – Keeps you updated on industry news.

How to Use AI for Research:

• Summarize Articles & Reports in Seconds
  Instead of reading full reports, ask AI for a quick summary.
  Example: Copy-paste an article into ChatGPT and ask: "Summarize this in 3 key points."

• Quickly Research Competitors & Trends
  Instead of manually searching Google, ask AI for a breakdown.
  Example: "What are the latest marketing trends for small businesses in 2024?"

• Generate Content Ideas Instantly
  AI can brainstorm blog topics, social media ideas, and email subject lines.
  Example: "Give me 5 blog post ideas for a small business marketing consultant."

How Business Owners Can Start Using AI Today (Even If You’re Not Tech-Savvy)

You don’t need to overhaul your entire workflow overnight. Start small and build from there.

Here’s how to begin in just 10 minutes:

• Pick ONE area where you waste the most time (emails, tasks, or research).

• Choose ONE AI tool from the list above.

• Test it for a week and track how much time you save.

AI isn’t about making your business impersonal—it’s about freeing up time to focus on relationships, strategy, and growth.

Work Smarter Today, Build a More Valuable Business for Tomorrow

AI isn’t just about saving time—it’s about working smarter, increasing efficiency, and building a business that thrives with or without you. The more streamlined and scalable your business is, the more valuable it becomes—whether you’re planning for long-term growth or preparing for an eventual exit.

At Doescher Group, we’re leveling the playing field for self-made business owners by helping you increase business value, plan your future exit, and grow strategically.

Visit www.doeschergroup.com or reach out to chat about your business to learn how we can help you take your business to the next level.