Technology consistently reshapes how we work, from the gradual adoption of the internet to the rise of artificial intelligence (AI). AI is growing fast, and it’s having a huge impact on small and medium businesses. Amaras’ law says, “We tend to overestimate the effect of a technology in the short run and underestimate the effect in the long run.” This observation is particularly relevant in the AI era.
The Evolution of AI: From Generative to Agentic
AI’s movement into mainstream business operations began a little over two years ago with generative capabilities – models capable of creating text, images, and more. Think of ChatGPT writing emails or DALL-E creating pictures. These tools quickly advanced to include mixed-mode capabilities, integrating text, images, and other inputs for more complex applications. For example, being able to look at an image and write about it, or create visuals based on written descriptions. Generative AI is being used to draft marketing materials, generate more engaging social media posts, and personalise customer emails, saving time and resources. Generative AI also serves as a powerful tool for brainstorming ideas, helping teams to explore creative solutions and innovate products or services. From streamlining routine tasks to fostering creative collaboration, generative AI helps small businesses to operate more efficiently and competitively.
The next frontier in AI is agentic AI which can independently complete simple jobs, such as automating data entry from standardised forms into internal systems, managing customer service inquiries, and handling inventory management. As the technology continues to develop, more uses will emerge, boosting productivity and efficiency across various sectors.
AI in Action: A Case Study
Profix Maintenance Services in Cork exemplifies the way SMEs can harness AI. Profix has consistently integrated technology into its operations, from adopting Evernote for project management to implementing QR codes for site-accessible health and safety records. Recently, the company embraced AI to streamline their quoting process. By training an AI model on past job descriptions and quotes, they automated quote generation – a task that previously required significant manual effort. Once generated, the quotes are automatically entered into their accounts system. These innovations have enabled Profix to grow without increasing administrative overhead, demonstrating the transformative potential of phased, well-planned digital adoption.
Starting Your AI Journey
It is crucial for businesses to begin exploring how AI might work for them. A simple starting point is to ask your admin team: Could AI help with this task? AI can assist with a variety of tasks, such as checking which formula is needed in Microsoft Excel, converting data to a new format, tidying up information, or rewriting text. By trial and error, businesses can begin to understand where AI can provide value.
Building fundamental AI use within your business is essential for staying prepared as the technology evolves. The first word processors and spreadsheets, although difficult to use initially, were game-changing tools. Today, these programmes are used universally. Experimenting with AI now will set your business up for success as the technology matures and becomes an essential requirement for business survival.
Government Supports for Digital Transformation
Ireland’s SMEs have access to a range of supports to aid their digital journeys. Enterprise Ireland’s Digital Discovery Grant helps exporters assess their digital maturity and develop tailored adoption plans. For businesses with up to 50 employees, the Local Enterprise Office (LEO) offers the Digital for Business program, a free, three-day initiative that evaluates digital readiness and identifies improvement opportunities.
LEO also provides some financial support through the Grow Digital Grant for companies implementing new software in their business.
Preparing for the Future
The speed of AI development emphasises the importance of preparing for technological change. SMEs that fail to engage with these tools risk falling behind their competitors. For SMEs, the key to success lies in a phased approach – identify specific challenges, look for appropriate solutions, and build on early wins to drive long-term transformation.
About LeanBPI
LeanBPI specialises in assisting Irish SMEs to integrate digital solutions for improved business efficiency. We help companies identify the correct software solutions, facilitate seamless integration, automate processes, and, when needed, develop bespoke solutions tailored to unique business challenges
For further information visit www.leanbpi.ie or contact John O’Shanahan at johnoshanahan@leanbpi.ie or phone 087 7444887.
Consultant, LeanBPI.
